OVERVIEW

This information is provided to assist TWU employees in understanding the processes involved for the purchase of goods or services.    

PROCEDURE

The following procedures are required for the purchase of goods or services:    

1. An online requisition must be entered to encumber funds.
        

2. The requisition must be approved by the department's designated approver.

   Note:  If the requisition is forwarded to someone other than the approver, it will remain outstanding!  The Purchasing Office is not aware  of the requisition until it is approved. To avoid delays in processing, departments must ensure requisitions are forwarded to the approved account holder.

3. Upon departmental approval, the requisition is electronically forwarded to the Purchasing Office where it is reviewed for compliance with State and University rules and guidelines.
      

4. The requisition is converted into a purchase order using the appropriate expenditure code.
     

5. Once a purchase order has been created, vendor copies will be mailed to the vendor. Any documents or information relating to this purchase must reference the PO number.
     

6. Upon the receipt of goods or services, the department or Central Receiving (depending on where the goods are received) enters the receipt of goods or services online.
             

Note:  For procedures regarding the payment of goods or services, please see the Accounts Payable Process.