Procurement Services: Standing Purchase Orders


A: General Information

Standing Orders may be issued any time a product or service is being provided by the same Vendor repeatedly. Once the order is set up, all you have to do is call the Supplier and release the goods you need.

This type of Purchase Order is used when any of the following transactions are anticipated:

(a) numerous small value purchases of expendable materials will be made from a particular Supplier throughout a stated period of time. Examples: electronic components, flowers, laboratory mice;

(b) numerous requests for services or maintenance repairs will be made to a particular Supplier throughout a stated period of time. Examples: secretarial services, developing of films, repairs to calculators, cameras etc.; or

(c) multiple billings will be received throughout a stated period of time under a contract for rental/lease of equipment. EXAMPLES: rental of photocopiers, lease of mail equipment.

B: Initiating a Standing Order To initiate a Standing Order, the Requisitioning Department must complete and forward a Purchase Requisition in the normal manner and note the following requirements:

  1. type "Standing Order" in the DESCRIPTION area.
  2. type a general description of the Materials/Services/Rental/Lease.
  3. show the period the Standing Order will be in effect. If it is issued on an operating account it should normally terminate at the end of the University fiscal year. If issued on a research account it should normally terminate at the end of the grant year.
  4. show the names of those persons authorized to make a verbal release.
  5. show the Standing Order number being replaced, if applicable.
  6. show the amount to be committed in the SPECIAL INSTRUCTIONS area.


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