III. THE PURCHASE ORDER
A Purchase Order is prepared from a requisition and copies of the document are sent to the vendor and appropriate department. It is used to cover any and all types of purchases regardless of the dollar amount. The Purchasing Department is the only office authorized to assign a purchase order number. Purchases not exceeding $10,000 should be made utilizing one of the following: 1) P-Card; or 2) Arizona BuyWays.
As a rule, payment will 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. Purchases not exceeding $10,000 that require prepayment should be made with the P-Card, unless the item is restricted from use of the P-Card.
Policy Title: Small Dollar Expenditures
Policy Number: 3.3
Effective: July 2017
The purpose of this policy is to establish an efficient, cost-effective method for purchasing and payment of small dollar transactions (not exceeding $10,000) by departments dealing directly with vendors.
First, determine if existing University Contracts or Inter-Departmental sources can satisfy the need. If needs cannot be satisfied from existing University Contracts or Inter-Departmental sources, then purchases (not exceeding $10,000) should be made utilizing one of the following: 1) Purchasing Card; or 2) Arizona BuyWays.
Note: Use of personal credit cards or cash for making small dollar purchases and then seeking reimbursement on a Disbursement Voucher for the item(s) is discouraged because this is more costly for the University to process.
For complete information governing small dollar direct purchases, refer to Financial Policies and Procedures - Policy 9.18 Small Dollar/Direct Purchase Procedures.