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3.1 Purchase Order

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Policy Information

Policy Number: 3.1Effective Date: February 1996
Responsible Unit: Financial Services - PurchasingLast Revised Date: August 2024
Phone: 520-621-1747Email: FNSV-Purchasing@arizona.edu

Purpose and Summary

To define the Purchase Order and authorized issuer.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

  1. Purchase Order (PO): An official document with a purchase order number that is issued by a buyer committing the University to pay the seller for products or services to be delivered in the future.
  2. Requisition (REQS): An eDoc within the University’s financial system that is utilized for initiating a Purchase Order for the purchase of goods or services before the purchase is made or the services are performed.

Policy

  1. Only buyers with signature authority delegated by the Chief Procurement Officer are authorized to assign a purchase order number.

Procedures

  1. A Purchase Order (PO) is prepared from a Requisition (REQS).
  2. Copies of the Purchase Order document are sent to the vendor and can be made available to the requesting department.
  3. POs can be used to cover any and all types of purchases regardless of the dollar amount, although they are generally for purchases in excess of $10,000.
  4. Small Dollar Direct Purchases may be eligible for purchase without a PO utilizing the PCard or Arizona BuyWays. Refer to FSM 9.01 Determining Purchasing Method.

Purchases Requiring Prepayment

  1. As a general rule, payment should not be made before goods or services are received. Prepayment will be made as determined by Purchasing. Documentation must be attached to the requisition justifying the need for prepayment.
  2. Small Dollar Direct Purchases that require prepayment may be eligible for payment with the PCard, unless the item is restricted from use of the PCard. Refer to FSM 9.01 Determining Purchasing Method.

Arizona BuyWays
FSM 9.01 Determining Purchasing Method
PCard Program
PUR 3.2 Small Dollar Expenditures

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.