CONFIRMING ORDERS Purchasing and Accounts Payable Department 2015

DEFINITION… One of FIT’s SAC’s initiatives is to increase education on campus regarding Confirming Orders. ◦ A Confirming Order is a written or verbal purchase, agreement, or letter of intent to purchase an item and/or service without a valid purchase order from the Purchasing department. ◦ Using confirming orders to make financial commitments to vendors without an approved payment method such as a purchase order or PCard.

EXAMPLES… ◦ A deposit is given to a vendor for an item/service(s) greater than $ before a purchase order is issued. ◦ A verbal or order has been placed before a purchase order is issued. ◦ A financial commitment secured by an agreement signed by dept. head before a purchase order is issued. ◦ A requisition is created after an invoice has been received for an item/service(s) not rendered.

PREVENT CONFIRMING ORDERs ◦ All orders must be placed with either a requisition/purchase order or a Pcard. ◦ Verify with the Purchasing department if the vendor being considered is setup in Banner. ◦ Ask the vendor/supplier for a quote/proposal/pro forma invoice prior to creating a requisition/purchase order. ◦ Review the FIT’s Purchasing and Accounts Payable policies & procedures. ◦ Use the PCard for allowable purchases under $1, when feasible. ◦ Contact the Purchasing department via if orders need to be expedited.

CONFIRMING ORDER FORM ◦ We do understand that emergencies happen and when they do, the Confirming Order form needs to be filled out and submitted with the requisition. Confirming Order Form

THANK YOU 2015