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Procurement and Payment to Suppliers Without a Purchase Order
Procedure No. 9-9
Issued 2/2017

Procurement Services and Accounts Payable Services authorize limited authority to faculty and staff to acquire routine products and services without the use of a standard purchase order (PO), generated by a purchase requisition. Requesters must obtain all necessary approvals for the purchase from a cost center signatory.  The approvals must be included with either of the two allowed methods of payment when purchasing without a purchase order.  Those methods are:

1.   Procurement card
2.   Check request

Procurement card purchases are subject to restrictions that apply per the Procurement Card/Declining Balance card manual, accessible through the following link:  http://niu.edu/aps/_docs/pcard/NIU-pcdbc-business-procedure.pdf.  The check request form is found at http://www.niu.edu/procurement/forms/index.shtml

Inquiries should be made to Procurement Services when employees are uncertain if a purchase qualifies under this procedure.

Without a purchase order, either the p-card or the check request form must be used to pay vendors if all of the following requirements are met:

  1. Single Expenditure must be $2,500 or less.
  2. Related Expenditures/Payments cannot exceed $5,000 per year. (Example, Quarterly subscription payments, monthly fees)
  3. No requirement for a two-party signed agreement.

Expenditures may be for any goods or services that meet requirements 1 through 3. 

Business expense reimbursements are submitted on the check request form if the above requirements are met AND the p-card or requisition could not be used, subject to the policy. 
(Reimbursable Business Expense Procedure 4-14).  

Any purchase not fitting the above requirements or not in accordance with P-card policy must be submitted on a purchase requisition and follow University Procurement Policy and the Illinois Procurement Code.

Revision 2.1