Purchasing Procedure 4.2: Purchase Requests and Employee Reimbursement
All purchases of goods or services must be authorized in advance through submission of a Purchase Requisition (Form PR-1), available on the Business Office page under “Requisitions.” Requisitions require budget manager approval and, for amounts exceeding $2,500, approval by the appropriate Vice President. Requisitions over $10,000 are subject to the competitive quotation requirements outlined in Procedure 4.5. Once approved, a Purchase Order (PO) number will be issued, and no purchase may be made without a PO number except as provided below.
Employees who make an approved purchase with personal funds may request reimbursement by submitting an Expense Reimbursement Form (Form ER-3) with original itemized receipts. Sales tax is not reimbursable; employees are responsible for presenting the institution's tax-exempt certificate at the time of purchase. Reimbursement requests must be submitted within 30 days of the purchase date. Requests submitted after this period may be denied.
Please allow adequate time for processing. Note that purchases may only be made from vendors with an active vendor record; new vendors must submit a W-9 and Vendor Information Form, which are reviewed by Accounts Payable before a requisition can be approved.