A Purchase Order is a contract between the University and a vendor for the rendering of goods or services. It is the official document used to procure goods and services. Using a Purchase Order to initiate purchases provides the means to ensure that transactions are covered by a proper contract with terms and conditions, ensures appropriate approvals have been obtained, and budgetary control. A properly completed Purchase Order, which can only be issued by the Purchasing department, is a legally binding contract mechanism and should be treated accordingly.

 

All purchases for the rendering of a good or service regardless of amount must have a purchase order which can be requested from the Purchasing Department prior to the purchase of goods (credit card purchases excepted). These are requested via a requisition form that must be filled out and approved by an authorized person on the account that is being charged for the purchase. ALL GOODS AND SERVICES PURCHASED ON BEHALF OF DREW UNIVERSITY MUST BE DELIVERED TO A DREW UNIVERSITY ADDRESS. NO MATERIALS MAY BE SENT OR DELIVERED TO AN EMPLOYEE’S HOME ADDRESS UNDER ANY CIRCUMSTANCES.

A purchase requisition is a request for the purchase of goods and services and MUST be submitted prior to any commitment being made to a vendor to render such goods and services. Only upon fully approval of the purchase requisition and issuance of a purchase order is the purchase authorized.

The purchase requisition can be submitted through Banner Self Service. For instructions on submitting a purchase requisition through Banner, please refer to instructions in Treehouse. A fully processed and signed purchase order will be issued by the Purchasing department to the department and vendor and must be completed prior to any commitment to vendors for the delivery or rendering of any good/service.

Transactions Not Requiring a Purchase Order
Certain types of transactions do not require a purchase order. In these cases, end users may make contact with suppliers without prior approval from Purchasing. The following types of transactions do not require a purchase order:

Credit card transactions
Travel (individual), including lodging, airfare, etc.
Conference registration
Membership dues
Employee reimbursement
Catering (Aramark)
Stipends
Honoraria
Government fees/payments