- Purchase Requisition
- Purchase Order
Signature Authority (See Signature Authority Thresholds)
Purchase Requisition / Purchase
- Department identifies required specifications and selects appropriate vendor to provide goods or services.
- Department completes purchase
requisition for purchase of goods/services and forwards it
to the PD.
- PD verifies budget and signature authority and prepares the
purchase order. Copies of the purchase order are forwarded to
originating department and vendor. Funds are encumbered for the
amount of the purchase order.
- Vendor ships goods or provides services to department.
- Vendor forwards invoice to the PD for processing.
- PD checks the invoice and forwards to originating department for payment approval.
- Department completes payment portion of purchase order, attaches
original invoice and forwards back to the PD.
- PD issues payment to vendor.
- Typical turnaround time for a purchase requisition into a purchase
order is 24 hours, provided the above criteria (appropriate signatures
and budget verification) are met.
Note: Even though documentation of three quotes is not required for this category of expenditures, it is the University’s expectation that vendors are selected based on their ability to meet quality expectations and to be the low cost provider at the specified quality level. It is always a good idea to “shop around” before selecting a vendor.
Vice Presidential Override
Purchases over $5,000 without a purchase order require a vice presidential
override. The general policy is that only the vice presidents and
the president have the authority to grant VP overrides. Only the
president may authorize payment for merchandise and services that
have been purchased directly by a vice president for his or her
own office or staff without a properly executed purchase order.
(No vice president may grant an override for orders made directly
by his or her own office.)