Purchase Orders

If your expected purchase is more than $5,000 or $50 for printing, you should start by reviewing existing contracts. If the item is not covered by an existing contract, you may need a Purchase Order. Use the Requisition form. Review the bid process to determine what else you may need.

PURCHASE ORDER

You may need a PO because the supplier requests it regardless of the dollar amount. Some contracted suppliers prefer to use POs as well.

Complete a requisition form and check the Purchase Order box. Submit to Purchasing with all relevant documentation for review.

The Purchasing Department will order goods or services over $5,000 by dispatching an official Purchase Order to the supplier per State purchasing regulations.

If purchasing a product that will be delivered, send a copy to Central Receiving with delivery instructions.

CHANGE ORDER

You will check this box if you are revising a previously submitted Requisition/Purchase Authorization for a Purchase Order, a Low Dollar Order, etc.

LOW DOLLAR ORDERS

Low Dollar Orders authorize payment for a delegated purchase by the department. These should be used to notify Accounts Payable of incoming invoices. Complete the Requisition form checking the LDO box and submit to Business Services.

Suppliers should submit all invoices to Accounts Payable indicating the Requisition Number from the Low Dollar Order Requisition.

Delegated orders placed directly with suppliers must be marked as Confirming Orders on the Requisition form when submitted with an invoice.

BLANKET PURCHASE ORDERS

Departments wishing to make frequent purchases from a single supplier should initiate a blanket order requisition for their total anticipated needs for the fiscal year.

Unless a contract blanket order is awarded based on the bid process, or otherwise indicated, a $5,000.00 limit per release order (transaction) will apply.

The ordering department should monitor releases against the total amount indicated on the order. Blanket order balances will appear as negative amounts on ledger statements when the encumbrance becomes over-liquidated.

A Blanket Order may continue from year to year. See Continuing Order renewals.

CONTINUING ORDER RENEWALS

Blanket Orders, Contract Release Orders, orders for maintenance agreements, lease/purchase arrangements and some other orders may repeat from year to year.

At Fiscal Year End, Purchasing identifies these orders and requests information from the originating departments as their orders expire. Upon confirmation from the departments, new POs are generated for the next fiscal year.

If you have a Purchase Order that should rollover, watch for the fiscal year end processing dates that are posted in spring. Respond to emails from purchasing to ensure your PO rollover is completed before the deadline. Communicate with purchasing if you do not see an email regarding an expected PO rollover.

EMERGENCY PROCUREMENTS

Emergency procurements exceeding a department's delegated authority should be handled in the most appropriate manner for the situation.

An emergency is defined as a situation which:
1. Threatens the public health, safety or welfare, and
2. Was unforeseen, and
3. Calls for immediate action, and
4. Cannot be responded to using established procurement methods.

In person: The individual responsible for the request hand-carries the requisition to Business Services for Purchasing review.

By telephone: Call Purchasing at ext. 2248. All information required on the requisition must be presented as well as an explanation of the emergency.

By email: A copy of the completed Authorization can be emailed to purchasing@uwp.edu with an explanation of the emergency. Ensure all of the supplier contact information is included as well as a request to call the order to the supplier after approval.

If called in, the completed requisition with all necessary attachments should be immediately forwarded through normal channels to business services.

The original of a previously faxed Authorization must indicate CALLED THROUGH, EMAILED, OR FAXED TO PRE-AUDIT (date) in order to avoid duplication of the order.

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