Emergency Purchase Orders
Emergency purchase orders allow departments to bypass normal procurement procedures to directly order minor amounts of goods, services, or repairs, which are needed on an emergency basis to continue essential department operations. Departments may request an emergency purchase order number and immediate authorization to purchase emergency goods and services by calling Financial Commitment.
The requisitioning department is responsible for obtaining accurate pricing information prior to requesting an emergency purchase order number.
A purchase requisition number referencing the emergency purchase order number obtained from Purchasing must be submitted within 24 hours. The emergency PO# must be cross referenced in the Document Text of the requisition.
When placing the order to resolve the emergency situation, the requesting department should inform the vendor of the emergency purchase order number and that it must be referenced on all invoices and correspondence.
Emergency purchase order use is routinely reviewed to ensure departmental purchases are planned and follow procurement policies. Purchasing will assist University departments to develop procedures to best meet specialized purchasing needs.
Emergency purchase orders should only be used for minor purchases of materials and services or repairs which are needed on an emergency basis to continue essential department operations.
Emergency purchase orders should not be used for:
- On-going commitments, such as maintenance contracts.
- Standing orders.
- Orders exceeding $500.
- Orders less than $10.
- Capital equipment purchases.