Rules for procurement without a purchase order

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:  procurement card or check request.

Procurement card purchases are subject to restrictions that apply per the Procurement Card/Declining Balance card manual.

Inquiries should be made to Procurement Services when employees are uncertain if a purchase qualifies under this procedure. Without a purchase order, either the procurement card or the check request form must be used to pay vendors if all the following requirements are met:

  • Single expenditure is $2,500 or less
  • Related expenditures/payments cannot exceed $5,000 per year (i.e., subscription payments, monthly fees)
  • No requirement for a two‐party signed agreement

Expenditures may be for any goods or services that meet the above requirements.

Business expense reimbursements are submitted on the check request form if the above requirements are met AND the procurement 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.

Print Friendly, PDF & Email