Orders over $1,000 require the use of a requisition. The requisition is forwarded to the Purchasing Agent who will generate a purchase order. If the item is over $5,000, competitive bids will be obtained. For goods and services in excess of $100,000 the Purchasing Agent will review the list of parties excluded from Federal procurement or non-procurement contracts. The Purchasing Agent will verify the availability of funds and encumber them, place the order and send the purchase order to the vendor with a copy to the department and maintenance. When the item is received, maintenance will attach the receiving document to the purchase order and send to the business office who will match that with the invoice for payment.

• The vendor information may be left blank on the requisition. In this case the Purchasing Agent will use the vendor with the lowest price.
• If you must use a specific vendor for a customized order please fill in the vendor information on the requisition and check the box entitled “this vendor is required.”
• If you are unsatisfied with your purchase, you may return it to the Purchasing Agent, who will return it to the vendor and obtain your refund or replacement.

Orders under $1,000:

These orders can be directly placed with the vendor by the department using their University One Card. If the department has not been approved for a University One Card by their Dean or Director, then the department should use a requisition and follow the process for orders over $1,000.

Contracts:

If there is a contract between the University and vendor signed by the divisional Vice President, then a purchase order is not required for goods or services over $1,000 but less than $10,000. If a Vice President’s signature has not been obtained then a purchase order is required before the signed copy is returned to the vendor. A copy of the contract should be forwarded to Accounts Payable. All leases and contracts $10,000 and over must have the approval of the Vice President for Business & Finance.