Before departments place an order:
Contact Purchasing to get a PO number. All orders must have a PO number.
Check to see if the item is available on a Statewide Contract. Most are mandatory use, meaning that departments purchasing the specific product or service are required by State law to use them.
Make sure that it isn’t P-Card mandatory
To maximize the usage of the P-Card, all purchases from the following vendors require payment via the P-Card if you have one:.
Place your order and then enter it into Colleague as soon as possible. Don’t wait for the invoice, or for the order to come in. When departments receive an invoice, it must be forwarded to the Controller's Office.
All IT-related orders must have the prior approval of IT and be ordered by Purchasing.
For purchases requiring solicitations please contact Purchasing.
If you expect the order to be over $10,000 (in which case solicitations are mandatory), submit a paper requisition with clear and complete specifications/descriptions. If you know which vendors you want included, write them on the requisition.
For other orders requiring signed purchase orders,
Enter your requisition into Colleague but do not enter a number. Enter any helpful information for Purchasing into the printed comments field. When the requisition is complete, the system will assign it a number. If you have a quotation, email it to Purchasing and reference this requisition number.
Is the purchase total for over $10,000? Orders over $10,000 must be submitted on a paper requisition, with some exceptions. Please contact Purchasing and ask if you're unsure. (If the items are not on a Statewide Contract, Purchasing will need to solicit quotations.)
Orders under $10,000 will be processed in Colleague.