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22.3.3. Confirming Order

Confirming Order: A purchase order processed after the transaction has occurred.

Processing a purchase requisition exceeding $5,000 after a transaction has occurred, is an unauthorized purchase (see section 22.1.4 Unauthorized Purchases). Only orders less than $5,000 will be honored. Confirmation orders exceeding limits and signed by others than those listed in section 22.1.4. will be returned to the requisitioner with a note requesting a memo or e-mail that verifies requisitioner’s knowledge and how they intend to prevent this from reoccurring.

NOTE: If the price is unknown, a purchase requisition should be issued with an estimated amount. Do not wait for the exact price before processing the requisition.

The transaction should not occur prior to receipt of the purchase order or purchase order number by vendor.

For items of value less than $5,000, and a confirming order is needed, do the following:

1. Once the service or item is purchased, complete a purchase requisition. Refer to section 22.2.4. Purchase Requisition to complete form.
2. Be sure to indicate "confirming order" on the requisition to prevent a duplicated order.
3. Acquire appropriate signatures and forward to the Purchasing Department.

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