Controller's Office

Annual Purchase Orders

Products or services acquired or received numerous times over the course of a fiscal year should be ordered via an annual Purchase Order. Typical examples include monthly cell phone charges, recycling services, equipment leases, and maintenance renewal contracts.
A new requisition should be initiated at the beginning of each fiscal year (July) indicating the number of months (12) in the quantity box and the monthly charge in the unit price box. The annual Purchase Order allows a department to process one requisition and encumber the funds for the entire year instead of processing 12 separate requisitions.

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The Purchasing staff will contact departments in June to confirm annual purchase orders and will input into the Colleague system in July.