UNCW - Policies and Procedures Manual

PUR 1.21 - UNCW Standing Orders

Responsible Office: Purchasing
Accounting

Effective: September 7, 1995

Procedure

Form: Standing Order Request
Form Instructions
"Quick Print" Form
(Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Standing Order Request form is available in "Quick Print" format.

D. Procedure

1. Requisition.

Create an electronic requisition. Indicate "standing order" on a text line and indicate the commodity descriptions of the items to be purchased and the total amount to be encumbered.

2. Justification.
Complete a photocopy of the Standing Order Request form included with this procedure and forward as an attachment to the requisition. This form must be signed by the individual responsible for administering standing orders within the department and by the department head.

3. Purchase Order.
Upon Purchasing's approval of the Standing Order Request, a purchase order will be issued for the total amount to be encumbered.

4. Change Order.
If it is discovered that the initial amount of the standing order will not be sufficient, a change order may be requested as outlined in Procedure PUR 1.10.

5. Invoice Processing.
Upon receipt of an invoice, delivery ticket or notification from the departmental user, a photocopy of the purchase order should be made. The following information must be indicated on the photocopy:

- Invoice number and date (if known)

- Invoice amount. If not known, indicate the date of the purchase.

- Signature of the individual responsible for the standing order and date signed.

The photocopy of the purchase order (with all pertinent documentation attached) should be forwarded to Accounts Payable.

Every effort should be made to forward the required information to Accounts Payable immediately, as delays in processing the necessary paperwork could result in late payments to the vendor. A notification will be sent to the department when Accounts Payable has received an invoice but has not received the supporting receiving copy (photocopy of purchase order) with pertinent documentation attached.

6. Completion of Standing Order.
When the standing order is completed, the pink (receiving) copy of the purchase order must be sent to Purchasing for liquidation and closure of the purchase order on the FRS system.

*Instructions for Preparation of Forms PUR 1.21*	*Effective: May 24, 1999*
*Name of Form: Standing Order Request*	*Supersedes: September 7, 1995*

A. Purpose.

This form is used to provide justification for a standing order and to provide documentation that the department head and the individual responsible for administering standing orders within the department are cognizant of the standing order guidelines.

B. Where to Obtain Forms.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.

C. Where to Send Completed Forms.

Forward the completed form to Purchasing Services as an attachment to the electronic requisition covering the standing order.

D. Instructions.

Items on the Standing Order Request are self-explanatory. The form must be signed by the individual responsible for administering standing orders (within the department) and by the department head.