Purchasing & Administrative Services

 Purchasing Policy 

Effective September 1, 2020 requistions/purchase orders will not be required for credit card purchases.

Expense coding required for COVID-19 RELATED PURCHASE:

For any purchase made that relates to the covid-19 pandemic please include  "COVID-19" in the "chartfield one" field in the chart of accounts.

Unfortunately, only one "chartfield one" can be used per transaction and the COVID-19 code must take priority over another department designation.

Purchase Request Procedure

  1. Enter a requisition in PeopleSoft.
  2. When a Purchase Requisition is approved a PO number is assigned. 
    • Purchasing will send your PO to you via email. It will then be your responsibility to see that the supplier receives it.
    • Once the Purchase Order is assigned it is reflected in your department and program as an encumbered expense.
  3. Receive goods and/or services against the Requisition/PO. CRITICAL - without receiving into the system, a check cannot be generated to pay the invoice from the Supplier.
  4. Invoices should be submitted to AP for payment using the Request for Payment Form.

How to Enter and receive Requisitions in PeopleSoft

If you have a new vendor please have them complete the New Vendor Application