Purchase Orders

A regular Purchase order is required for the purchase of all outside goods & services by all University departments and offices. Only the Purchasing/Accounts Payable Office can:

• Assign a purchase order number
• Encumber the funds to the budget
• Forward the order to the vendors

No individuals and/or individual departments have the authority to act on behalf of the University to make procurement agreements or contracts with outside vendors for materials or services, and any such act will be considered null and void by the University, notifying violators, the participating vendors and Vice-President of Administration & Finance.

All Purchase Requisitions must be signed and approved by authorized department Chairman or Director, Cognizant Dean, and divisional Vice-President  prior to submission to Purchasing/Accounts Payable for processing.

In Preparing Purchase orders:

• Describe in detail the items to be purchased
• Describe—accurately the quantity needed
• Give correct department number, and subcode number
• Indicate person ordering, and delivery address
• Have proper signature approvals

Once a purchase requisition is processed it becomes a Purchase Order with it’s own distinct number forwarded on to the vendor, as well as a copy to the originating department with the pink and yellow parts of the Purchase Requisition attached.  

As merchandise is received, please sign the packing list and or the pink copy of the Purchase Requisition, indicating that all merchandise was received and forward this on to Accounts Payable. It’s at this time you want to check quantities, check that the whole order was received, if you receive a partial order, indicate quantity received on packing slip and or pink Purchase Requisition copy that you are sending on to the Accounts Payable Office.

Processing a proper Purchase Order for payment can only be accomplished when the Accounts Payable Office:

• Has a Purchase Order on file
• Has received signed packing list, and /or pink copy of Purchase requisition
• Has received valid invoice from vendor

Accounts Payable Office can only pay from an invoice, and any department receiving invoices/statements must approve (sign) and forward to Accounts Payable for processing.

*** In order to avoid any delays in processing, all paperwork must reference an account number & sub code and there must be available budgetary funds to cover the expense***