 Purchase orders  SSPA  POE

Purchase Order Use dedicated PO Requestors for creating PO’s and do it early enough. Use MS Official purchasing channels (MyOrder) for all purchases of goods/services (including all extensions) Transmit completed and approved PO to the supplier prior to a supplier beginning work. Ensure that PO Requestor has all needed information to be able complete PO: PO description with full names (no acronyms) and a clear description of nature, quality and quantity of the good/service purchased  Communicate PO to the supplier verbally. This undermines written PO terms and conditions to the supplier.  Split an order across multiple POs to circumvent SAFE authorisation levels. This is an express violation of Microsoft policy.  Instruct the supplier to start the work before completion and approval of PO. This is an “after-the-fact” PO and is an express violation of this policy and is strictly monitored.  

What When Where Who What are we paying for? When will the activity be performed? Where does the activity take place? Who are we contracting with? Purpose ANY MS employee should be able to understand what the money is being spend on (i.e. what, how much, when, where and with whom)

Don’t do ATF PODon’t do Split PO  After-the-Fact Purchase Orders (ATF POs) are those POs that have been created and approved after the vendor has begun work  Splitting an order across multiple POs in order to circumvent SAFE authorization levels or GPG review is an express violation of the procur 5.1 Purchase Order policy

Are the line items descriptive enough Is the project title & description clear enough so you can make an accurate judgment on the nature of this purchase Ensure that the appropriate documentation is attached. Is PII shared and if so is the supplier SSPA compliant Ensuring signed contracts in place where appropriate

7 Marketing Lead or PO Originator must confirm Required if handling Personally Identifiable Information (PII) Outline privacy requirements Supplier privacy status on MyOrder profile If a supplier is blocked due to SSPA issues please contact:

 Reconcile POE with appropriate documentation (PO, SOW, agreements etc.)  Upload POE in MS InvoiceMS Invoice  Contact the vendor if POE provided is not sufficient  Check the PO/POE Matrix for POE requirements (for each category and account)PO/POE Matrix  For MDF/BIF/PIL/GSC please follow the POE policyPOE policy  For events upload participants statistics template  Don’t approve the invoice unless you have a valid POE  Don't approve the invoice unless you reconciled the POE with the supporting documentation in MyOrder  Don’t obtain POE after invoicing  Don’t upload incorrect/inadequate POE in the system  Don’t upload any Personal Information (e.g. attendees list). !!! Central storage for Proof of Execution is mandatory for all PO’s !!!