Purchase Order Policy

• When making a purchase order request, you need to have the vendor number, part number, account number, and cost of the item you want to purchase. This data will be entered into Colleague and forwarded to the Department Director for approval. Send the purchase order cover sheet and backup documents to also be approved by paper as well as Colleague.
   
• Upon approval from your Department Director, the purchase order will then be approved by Accounts Payable, the Comptroller, and the Vice President for Business and Finance. After the purchase order has been completely approved, you will receive in campus mail your three colored copies of the official purchase order.
   
• After receiving an invoice from the vendor, submit the gold copy of the purchase order with the matching invoice to Sarah White in the Business Office. If the amount of the invoice differs from the amount requested on the purchase order, please advise to which account the difference should be charged. The Business Office will send the check to the vendor for you, unless otherwise indicated.