Processing A Purchase Order

The University of Georgia Procurement Office has the responsibility of acting as the official representative for the State of Georgia in making official purchases for units within the Department of Campus Life. There are instances where your organization is required to utilize the services of the Procurement Office:

1. If your purchase is expected to exceed the authorized limit you should contact the Campus Life Business Office. The Procurement Office is authorized to make purchases on behalf of your organization in an effort to secure the best price for the product you wish to purchase. However, you may utilize the Procurement Office for any purchase, regardless of the cost.

2. If you wish to purchase goods or services, regardless of amount, where the vendor requires a written contract, purchase order, or other commitment, you must place the order through the Procurement Office.

3. If competitive bidding will offer the best price possible for your purchase, the Procurement Office will assist you by submitting your order for bids. This procedure will take at least three weeks. Consult the Campus Life Business Office if you are making a purchase that will require bids.

4. All paper and electronic purchase orders must flow through the Campus Life Business Office for review and approval by the Business Office management.

Purchase Orders

If a purchase order is your method for making a purchase, you must use the Purchase and Check Request form.

1. Review procedures for completing this form.

2. This form must be TYPED.

3. The Purchase Request must have appropriate signatures on the lower left hand side. (Chiefstudent officer or Treasurer and Advisor; Deans Representative for Schools/Colleges)

4. Keep the last copy of the form for your records.

5. Forward the Purchase Request, along with supporting documents such as vendor quotes, specifications, catalogue information, etc., to the Campus Life Business Office for processing. Allow at least two weeks for the Procurement Office to issue the order to the vendor.

6. The Campus Life Business Office must be notified when the purchase arrives so payment can be made to the vendor. If you receive the original invoice from the vendor, please forward it to the Campus Life Business Office for final payment.

Acquiring Price Quotes From Vendors

You are encouraged to receive written quotes from several vendors in order to receive the best price available for the goods and services you wish to purchase. Consult with the Campus Life Business Office concerning the best method of acquiring price quotations.

Purchase Request forms must be acquired from Central Office Supply.

Exhibit B: Preparation of a Purchase Request

The following steps are presented as a guide for completing the Purchase Request form. Items on the form not referenced in this guide should be left blank when completing as a Purchase Request. Check with the Campus Life Business Office concerning your spending limits.

THIS FORM MUST BE TYPED. HAND WRITTEN FORMS WILL BE RETURNED.

1. Each purchase request must be dated.

2. Enter the 12 digit account number to be charged.

3. Enter the name of the account.

4. Enter the total exact amount of the purchase request.

5. In the four block delivery information area, enter the name of the individual who is to receive the shipment, the student organization, the building, and the room number.

6. It is suggested that a recommended vendor be shown on the purchase request. Attach a list of vendors if the purchase is to go out for bids. If a vendor is shown, an accurate and complete address should be indicated to avoid delays.

7. The requested delivery date should be entered.

8. The space for remarks is provided to show specific instructions or comments about the purchase request such as ìNo substitutionsî, etc.

9. No description of items being requested should be shown on this form. Instead, the items should be listed on Form PUR-1A, Purchase and Check Request Attachment. In this description space insert ìSee items per the attached listî.

10. Enter the following notation: Receiving Report and Department Copy of FPO to: Campus Life Business Office.

11. Complete the Purchase Request signature block (lower left corner). The organization's treasurer, or student primarily responsible for the funds, must sign (not merely initial) authorizing purchase on behalf of the organization. The designation "Department Head" should be lined through and the abbreviation "Treas." should be entered above the "date" designation of the first signature line of the block. The name of the individual should be typed under the signature. The same procedure applies for the signature of the advisor for the second signature line with "Dean or Director" lined through and use of the abbreviation "Adv." entered above the "Date" designation.Link

PUR-1A form on UGA forms web site.