A purchase order is the official document which authorizes the procurement of goods and services from a vendor for which the University will be financially liable.
To initiate a purchase order, the requisitioning department must complete a purchase requisition which will be electronically routed to pre-determined individuals for approval. After reviewing approved purchase requisitions, Financial Commitment will issue a purchase order to the vendor. A copy of the Purchase Order will be forwarded to the requisitioning department via email.
Purchase order numbers are a seven digit number preceded by an alpha character as identified below.
- P - Purchase Order With Amount Greater Than $100.00
- U - Lease Standing Order (Multiple Payments) Maintenance/Lease
- S - Standing Order (Multiple Orders and Payments)
- K - Utilities Purchase Order
- E - Emergency Purchase Order
- C - Check Enclosed Order
- W - Work Order for Construction/Renovation Project (Facilities Services)
Orders which require an enclosed check will be forwarded to Accounts Payable with supporting documentation for processing by the Central Processing Center (CPC).
CPC will fax all orders to the vendor as long as a vendor fax number is available. Orders with attachments such as order forms or checks, cannot be faxed.
Purchase orders will not be issued for amounts under $100 if the vendor accepts the Amex P-Card. Items costing less than $100 should be purchased with P-Card, if available, or by using a eSeePay DPV. Purchase orders under $100 can be created if the vendor does not accept the Amex P-Card or if the item being purchased is on the P-Card prohibited list. In addition, this policy does not apply to grant related purchases.