Confirming Orders are purchase orders that are issued AFTER purchases above $5,000 have been made or services have been rendered, including shipping charges. These orders are normally unauthorized purchases and are not allowed because all purchase orders should be issued BEFORE goods or services are received. Purchasing items without following the proper procurement process is a violation of university guidelines.
There are times when Confirming Orders are allowed, but Procurement Services MUST be notified PRIOR to submitting a Confirming Order. An example of when a Confirming Order is allowed is an emergency repair of equipment that causes a research project or departmental process to stop.
Requisitions that are processed as Confirming Orders must include an explanation memo from the Requester explaining why the correct University process was not followed and how their department’s business processes will be changed so this does not happen again.
Requisitions that are submitted without the required documentation will be denied and sent back to the department. Once the proper documentation is attached to the requisition, it can then be re-routed for approval by the department, college, and Procurement Services.