HR 7.6 Purchasing Policy

HR 7.6 Purchasing Policy

In order to ensure efficient delivery and accurate charging of packages delivered to Virginia Wesleyan University, the following policy is in effect:

Ordering

In ordering supplies of any kind, University personnel must submit a completed VWU requisition form to the Purchasing Manager in order to obtain a Purchase Order (PO). Requisition forms may be found on line or in the Office of Finance and Administration. All requisitions must be on a requisition form; no phone requests will be accepted. Items or services purchased without a PO will not be paid for by Virginia Wesleyan University.

This also includes all credit card purchases which must have a Purchase Order before the credit card is used. Please allow a 24-hour turn around to get a PO number.

Shipping and Receiving

When ordering please ask the vendor to include the PO number on all shipping and invoice documents. This will allow the University to expedite the order and payment to the vendor.

As requisitions are approved and purchase orders issued, a copy of each purchase order will be sent to the University’s Duplication and Postal Services. Duplication and Postal Services is responsible for verifying that the items ordered have been received. They will open all packages and verify that the packing slip and/or invoice matches what is in the package and matches the PO.

Items will not be paid for until Duplication and Postal Services notifies the Accounts Payable Coordinator that the items on a PO have been received. Accordingly, when picking items up, employees must sign the receipt and make sure Duplication and Postal Services receives the receipt (or a copy of the receipt) as soon as possible. In addition, please make sure the correct PO number is on the receipt and the items received are correct. Upon receiving this verification, Duplication and Postal Services will stamp their copy of the purchase order “Received” and send it to the Accounts Payable Coordinator. This will authorize payment for the properly received items.

For packages that circumvent this process, contact the Accounts Payable Coordinator that the ordered items have been received. Failure to do so may result in late fees, which will be billed accordingly.

Unauthorized Purchases

Procuring any physical goods, prior to obtaining proper authorization through the requisition/purchase order process, is considered to be an “unauthorized transaction.” This type of transaction directly violates this established University purchasing policy. Any purchases made in this manner will become the responsibility of the individual who made the purchase and will be held in the Duplication and Postal Services until payment is made in full on the items ordered by the ordering party. Any supplier who accepts an unauthorized order will be advised of this policy and may jeopardize the ability to do future business with Virginia Wesleyan University.

Check Requisitions

Any check requisition that is submitted for payment for an item that should have had a purchase order

issued but did not, will not be honored. The purchaser will be held personally responsible for payment of all such goods and services. For questions, contact the Purchasing Manager in the Office of Finance and Administration to determine is a purchase order is need.

The University holds tax-exempt, 501(c)3 status; therefore, it will not reimburse employees for sales tax on items eligible for sales tax-exemption. When making a purchase for the University, please make the vendor aware of the University’s tax-exempt status. If a tax-exempt form is needed, a copy may be obtained from the Office of Finance and Administration.