Business Office

Purchasing Procedures

A purchase order is required BEFORE any purchase is made.

MERCYHURST COLLEGE WILL NOT BE RESPONSIBLE FOR THE PAYMENT OF ANY INVOICES COVERING GOODS OR SERVICES UNLESS THEY WERE ORDERED USING A VALID PURCHASE ORDER.

Purchase requisitions are available in the business office, the associate director of finance office, or online.

After contacting the vendor (if necessary) for price quotations, complete the purchase requisition. The completed form, signed by the department head/budget officer, should be sent to the business office for budget review and approval.

The purchase order will then be entered into the system and forwarded to the vendor. A yellow copy of the purchase order will be returned to the requester.

Upon receipt and inspection of your order, sign the yellow purchase order copy, enclose any bill received by you and send to the accounts payable office.

Payment will be processed on a timely basis taking advantage of any discounts available.

Equipment

No equipment may be ordered unless an equipment budget with sufficient funds is available.

The ordering department may be able to request a transfer of funds establishing such a budget if none exists when specific items of equipment are required. It is important that justification for this equipment be included with the transfer request. All budgetary transfers must be approved by the Vice President of Administration or the President of the College.

All computer purchases must be approved by the appropriate designee of the dean or vice president which is generally the Director of IT.

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