6 When goods are received, warehouse completes receiving report in FRS for payment.For goods/services not received at warehouse, the department should forward goldenrod copy of purchase order or completed payment authorization to the Purchasing Department to complete receiving report in FRS.Note: Vendors must submit original invoices directly to Accounts Payable rather than to University departments. However, if departments receive original invoices from vendors, immediately forward these to the Accounts Payable Department.

Change order defined

A change order is any change made to an existing purchase order. Change orders are used in the following circumstances:

• The price charged is greater than 10% (excluding freight) from the amount on the original purchase order.
• Departments add additional items to the original purchase order.
• Departments delete items from the original purchase order.
• Departments substitute items on the original purchase order.
• Departments change object, account or both on the original purchase order.
• Departments wish to cancel purchase order.

Note: Departments must not issue additional purchase orders for these types of changes. Contact the Purchasing Department to process a change order.

Check Request defined

Payment for reasonable and necessary expenses incurred by the individual in the conduct of official University activities. A Check Request Form should be completed for this type of request.

Note: Vendor must be established in FRS before payment can be issued. Contact the Purchasing Department.

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Revised Date: April 30, 2010

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