Confirming Orders Policy
Requisitions submitted to Strategic Sourcing ——合同 & Procurement Services after the order has been placed with the vendor or after the University has received the products or services are called Confirming Orders.
Confirming orders are not allowed.
There are several potential problems associated with confirming orders; such as:
- Delays in settlements
- 丢失物品
- 错过的折扣
- Receipt of duplicate shipments
- 多余的款项
- Unidentified invoices
- Violations of legal requirements
Any employee who buys products or services without going through Strategic Sourcing ——合同 & Procurement Services assumes the possibility of personal liability for 付款.
If you submit a requisition with an invoice attached indicating the purchase has already been completed, please note that Strategic Sourcing and 合同 & Procurement Services cannot process this requisition. The package will be returned to the initiating party.
How to resolve a Confirming Order and make a 付款 to vendor:
- Provide a memo signed by your Approving Official, detailing the reasons this expenditure
was made outside 的 allowable methods. This memo should be written to the attention
的 Senior Director of 业务 Services and also include a detailed course of action to prevent "confirming orders" from
再次发生.
- Upload the signed memo to the requisition. (Do not send memos directly to the Senior Director of 业务 Services; memos must be submitted with the requisition package.)
