Goods and services are purchased for the University with a Purchase Order.

SMALL PURCHASE ORDERS: Small Purchase Orders have been increased to a maximum of $300. These are to be used ONLY when purchasing locally and ONLY when you personally receive the goods. Each department is given ten (10) at a time by the Purchasing Office. When used, you must send the pink copy of the SPO and the receipt/invoice for the items purchased to Accounts Payable within 24 hours of the purchase.

EXCEPTIONS:

I. Check Requests are used for:

• Registration fees
• Membership fees
• Subscriptions - new and renewals
• Publications
• Food Vendors
• Field Trips
• Bank Fees
• Postage Checks
• Emergency Checks for Students
• Forms 3140 & 3144 (non employee/non student travel reimbursements)
• Refunds of Deposits
• When a Vendor has no mechanism for billing (contact Purchasing prior to purchase)

A check request is not the solution for after the fact purchasing.


II. Petty Cash is used for:

Purchases locally available not on state contract or available on campus – Items costing less than $30

This procedure may not be employed to avoid adherence to state contract or other purchasing guidelines. The Purchasing Department should be contacted in advance in case of doubt about the use of a check request.

Failure to follow these procedures will make the purchaser personally responsible for payment of the commodities purchased and the purchasing privileges will be suspended.