Purchase Orders & EZ-POs

A Purchase Order (PO) can only be issued by the Purchasing Office. It is used to place orders with vendors for all materials, parts, supplies, equipment, repairs, services, construction and construction-related items and consultant services and creates contracts between the University and the vendor.

The ordering process begins with Departments and Schools issuing and submitting a Purchase Requisition to the Purchasing Office. The requisition is created in FFE and requires a proper department authorization by an authorized departmental officer (DAF - see Departmental Authorization Function form). The requisition is then automatically forwarded to the Purchasing Office for review. All supporting documentation must be submitted separately using the Purchasing Faxserver and referencing the corresponding requisition number.

Purchase Orders are required for all orders for furniture, unless purchased from an authorized University-wide Purchasing Agreement furniture distributor; purchases of restricted commodities such as ethyl alcohol, refrigeration, animals, narcotics; contracts for consultant services; and contracts for construction related contracts.

In general, purchases of over $2,500 (or of over $10,000 against most University-wide Purchasing Agreements) also require issuance of a Purchase Order.

POs are not required for Honoraria, Postage, Registration Fees, Membership Dues, Subscriptions, Advertisements, Food, or Off-site Training. These may be handled directly by using a University issued Purchasing Card (PCard).

The EZPO gives departments the ability to issue a Purchase Order to a vendor for without involvement of the Purchasing Office. EZPO's are sent directly to the vendor by the department.

EZPOs may be used for purchases of goods and equipment of up to $2,500 where a central Purchase Order is not required and a PCard is not accepted by the vendor. EZPO's may also be utilized for purchases through University-wide Purchasing Agreement from $5,000 up to $50,000.

EZPOs are created in the Purchasing Module of FFE. For information on training please click here

If you have any questions, please contact the Purchasing Office.

In order to ensure that the best value is obtained, the University meets federal auditing requirements, Federal Acquisition Regulations (FAR) and complies with polices approved by the Board of Trustees, competitive bids are required on purchases as follows:

$1-2,500 - At least one (1) written bid, quote and/or proposal are required in conjunction with the issuance of a PO.

$2,501-9,999 - At least two (2) written, faxed or e-mailed bids, quotes and/or proposals are required in conjunction with the issuance of a PO. Oral price quotations are not acceptable.

$10,000 and above - At least three (3) written, faxed or e-mailed bids, quotes and/or proposals are required in conjunction with the issuance of a PO. Oral price quotations are not acceptable.