Types of Purchase Orders
Regular Purchase Orders
- Used for purchases requiring Terms & Conditions (represents a contract)
- Will initiate production/shipment of goods or reserve services when the Purchasing Office forwards a copy to the vendor
- Closes once all line items (goods or services) have been received by the university
- Allow for two business days after submission of the requisition and supporting documents for approvals and processing
Standing Purchase Orders
- Used when multiple invoices will be sent for one Purchase Order
- Cannot exceed $5,000 (state contract is an exception)
- Duration of 1 year maximum, must be renewed every FY with a new requisition
- Requesting department will establish invoicing terms with the vendor
- Can be decreased or increased during the year to accommodate department/vendor needs by contacting the Purchasing Office
PO Subtypes: Determine how a PO is processed.
Indicate if a PO falls under one of the below subtypes by using the "Document Text" option when completing a requisition. If this information is not included, the requisition will be canceled by the Purchasing Office and the department will need to resubmit for approval.
Sole Source
Justified based on:- Compatibility of equipment/service
- Equipment/service is only available from a single supplier in the U.S.
- Compatibility of professional services
- Signed Sole Source Request & Justification Form must be included with the supporting documents
Check with Order
Used if:- A prepayment or up to 50% deposit is required (deposit must be identified as an individual line item)
- Service contract continuation is required
- Vendor does not accept credit card payments
UT State Contract
- Vendors are assigned a contract number that secures contract pricing agreed upon with the state of Utah
- Number is provided by the State Contracted Vendor or the Purchasing Office (must include the number in the Document Text)
- Expedites procurement for orders that exceed the 91ɬÂþ bid thresholds
- Department is responsible for verifying that the quote reflects contract pricing
91ɬÂþ Bid Number
- Provided by the Purchasing Office after the department initiates a Bid Request
- Must include the Bid number in the Document Text