- Submitting a Purchase Request PDF
- Approving a Purchase Request HTML PDF
- Receiving Goods and Services HTML PDF
- Checking the status of a purchase request HTML
When to use a purchase order
A purchase order should be used when ordering merchandise or services for which an invoice requiring payment will be sent to the University. It is the approved method for ordering that the University has adopted. Orders placed without a purchase order do not have the approval or authorization of the University. Without an authorized purchase order, the University maintains the right to refuse payment for the order.
When not to use a purchase order
- For interdepartmental charges such as the bookstore, print room, mailroom, van use etc. These charges are billed monthly.
- When a vendor will not accept a purchase order and payment in advance is required (use a Check Request Form)
- For reimbursement of expenses such as travel (use an Expense Reimbursement Request form)
- Renewal of annual memberships and subscriptions (use a check request)
- When ordering from Office Depot (on-line ordering)
EVERYTHING ELSE SHOULD BE ORDERED USING A PURCHASE ORDER
Purchase Request Procedure
- Follow the procedures for submitting and approving a purchase request in IFAS.
- When a purchase request is approved by financial affairs, a purchase order number is assigned by the computer system.
- Financial Affairs will print and send out all purchase orders (PO). You will need to indicate on the order if the PO is to be faxed back to you or directly to the vendor. If there is no fax number on the purchase order, it will only be faxed to you. It will then be your responsibility to see that the vendor receives it.
- Once the purchase order is printed, it is reflected on your cost center as an encumbered expense.
- A copy of the PO will be faxed or sent to you for your records.
- Receiving of goods and services. CRITICAL (Without receiving the merchandize into the system, a check cannot be generated to pay the vendor)
- To check the status of a purchase request, use the POUPPR option from Insight and search for your purchase request number.
- Invoices should be sent directly to Financial Affairs from the vendor. If you have received the order into the system, it will be ready for us to pay when the invoice arrives in our office.
The primary method of purchasing goods and services should be through the purchase requisition process. In those few situations you need a check request, please follow the procedures below.
Policy: Check requests should be used for the following:
- When a vendor will not accept a purchase order,
- For cash advances, and
- For personal reimbursements over $100 please use an Expense Reimbursement Request form (under $100.00 can be reimbursed through petty cash in our office or other departmental petty cash funds).
Procedure: When submitting check requests, the following must be included:
- New 4 digit cost center number (formerly called an account number)
- New 5 digit account number (formerly called a sub account)
- Indicate the GFU Business purpose then itemize, provide a description and sales slips (attach receipts to the BACK)
- If requesting mileage reimbursement, please submit an Expense Reimbursement Request form.
- Departmental authorization signature.
Please note the following:
- You may submit one check request for the same person or company and charge it to more than one cost center or account. List the cost centers and accounts and how much is to be charged to each.
- A separate check request must be made for each individual to receive payment.
- If you are requesting a payment for a service or an honorarium, you must include with the check request a completed W-9 Form which includes the complete address and the social security number of the individual (required by IRS or backup withholding must be withheld). If this is for an employee of the university including Tilikum, it will be paid through payroll for tax purposes. A separate check will not be written.
Blanket Purchase Orders
Blanket purchase orders can be generated to use with a vendor where a wide variety of items are purchased subject to availability, such as a food supplier. It needs to be a for specific dollar amount and for a specific time period (normally within a budget year). This purchase order number is to be used each time an order is placed and needs to appear on each invoice.
A blanket purchase order works on the idea of a declining balance. For example, a PO. is created for $5,000. The first order is for $376.52. The balance remaining on the purchase order is $4629.48. Once the entire $5000 is used, a new blanket purchase order needs to be created and the new purchase order number used.
The process for creating a blanket purchase order is identical to a regular PO except that in place of an items and quantity a dollar amount is entered. Also, when receiving merchandise on a blanket purchase order, you are receiving a dollar amount rather than items. Each time you receive an order, the dollar amount of the merchandise received needs to be also be received into the system.