Purchasing Guidelines
General Rules
- Departments may not order items from a vendor without a Purchase Order.
- Only the Purchasing Department issues purchase orders.
- All Purchasing Requisitions must have appropriate budget signatures.
All Contracts, leases or official agreements must be signed by the Executive VP for Finance & Administration.
Purchasing Requisition Form should be submitted to the Purchasing Deptartment
3-part form:
White = Purchasing Dept.
Yellow = Accounts Payable Dept.
Pink = Dept. Copy
Purchase Orders
Standard
Order is placed for specific items as listed on the purchase order, vendor ships items and submits an invoice for payment.
Note: Blue Copy of Purchase Order must be signed and returned to Purchasing Dept. to verify order was received.
Blanket
PO number is created for a vendor for a specific dollar amount.
Multiple shipments are delivered over a period of time
Blanket po usually issued for a 1-year period Each invoice must be approved by the department.
(Examples: contracted services, rents, equipment leases)
Check Request Forms
Do not use if a Purchase Order issued. To be used only when a vendor will not accept a purchase order and bill after shipping.
Examples for Check Request Form
Prepayment (vendor won’t accept a purchase order), Subscriptions, School Districts-Master Teacher billings, Honorariums, Advances, Memberships, Reimbursements to non-employees.
Reminder: You should always have a purchase order issued when ordering goods or services when the vendor will send an invoice for the shipment.
Purchase Order Forms
Departments will get back 2 copies of the P.O.
Green Copy- File copy for Departments
Blue Copy - Receiving Document - Must be signed & returned to Purchasing Dept. after department receives the shipment
Exceptions:
Sodexo
Contact Sodexo and make arrangements for catering. A Catering Services (proposal) is issued by Sodexo and must be signed by the department. Budget Number must appear on this agreement. A bill will be sent directly to Accounts Payable after the event and a copy of the bill will be sent to the department. It will be paid automatically unless you notify Accounts Payable (x 6946) of a discrepancy or dispute. Do not send a check request form to A/P. Do not send a copy of the bill to A/P. If you have any questions, or concerns about the copy of the bill you receive, contact Sodexo. Otherwise it will be paid once it arrives in A/P department.
Office Supplies
Submit a list of supplies to:
Purchasing
For basic office supplies from Office Solutions catalog. Office Solutions will deliver these items within 1-2 days to your department. Please, consolidate your orders and try to order only 1 time per week.
University Services
For items stocked such as envelopes, forms, etc, that have Chapman logo printed on them.
Use Requisition for Supplies form
Travel
Purchasing Dept. can assist with travel booked using Internet sites. If you don’t want to use World Travel, but would like to purchase airfare using an internet company, contact Purchasing. A Travel Request Form must be signed and submitted along with the traveler's preferred flight schedule.
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