Requesting
departments should inspect items received on purchase orders promptly
after receipt. If a shortage in items ordered or damage to items
received is discovered, the department should contact Central Receiving
immediately. The Purchasing Department will be alerted so that payment
can be withheld until resolution of the problem.
2.Requesting Changes to a Purchase Order
All changes
including cancellations to a purchase order issued by the Purchasing
Department must be handled by the Purchasing Department. Requesting
departments should contact their assigned buyer promptly if a change to
the purchase order is necessary. A written memorandum requesting the
change must be submitted by the department head/account manager to the
Purchasing Department. The Purchasing Department will handle all
contact with vendors pertaining to changes on purchase orders. Refer to
Section 2 – Small Purchase Order Program of this manual for changes to
small purchase orders issued by departments.
3.Unauthorized Purchases
Requesting
departments must process requisitions for needed goods and services
through the Purchasing Department. Departments must not obligate the
University. The Purchasing Department will issue purchase orders as
appropriate to vendors. Individuals making a purchase without following
University procurement policies are assuming a personal obligation to
the vendor. Refer to Handbook of Operating Procedures, Section
8, for information on the University’s procurement policies.
4.Expediting of Purchase Orders
Departments may
contact their assigned buyer for status on outstanding purchase orders.
The buyer will contact the vendor and obtain shipping status and inform
the requesting department.
