The Departmental Purchase Order (DPO) System is a means by which Research Foundation Project Directors may exercise the privilege of procuring merchandise and services up to $1,000 directly from vendors, without prior review.
DPOs are ONLY AVAILABLE at the Office of Grants Management upon request, and must be signed for by the Project Director or an authorized representative.
When using each DPO, the Project Director is functioning as
the Purchasing Agent, and is responsible to ensure that
purchases are reasonable, allocable and necessary to the
project, and that specific sponsor guidelines are followed.
These pre-numbered purchase orders are issued in a package of
ten for use on a specified RF account*. Should a purchase exceed the maximum
amount of $1,000, including freight, handling, installation,
etc. a standard purchase requisition will be requested. In
order to ensure the proper payment, the DPO must
be legible.
*Termed Accounts – It is advisable to either
destroy unused
DPOs on termed accounts or to surrender them to Grants
Management (for their destruction). All new projects require new
Departmental Purchase Order forms.
When completing the Departmental Purchase Order:
- Clearly indicate the Research Foundation Award, Project and Task numbers.
- Print or type all information. Indicate vendor name, address and date DPO issued.
- Indicate a literal description of items, as well as catalog numbers.
- Complete all columns: quantity, unit price and extended total for each item.
- Indicate Department name and phone #.
- Authorized signature is required.
These DPOs may not be used for the following restricted items:
- Travel (not even for vehicle rentals)
- Registration Fees
- Chemicals Requiring Release Forms
- Radioactive Materials
- Standing Orders
- Blanket Orders
- Live Animals
- Printing/Reprints
- Payments to Individuals for Personal Services
FORM DISTRIBUTION
The multi-part form has been replaced with a single, pre-numbered form. Once the form is completed and signed by the PD, a copy is to be given/faxed to the vendor, a photocopy should be retained for PD’s records, and one copy sent to the Office of Grants Management – Zip 3366. After approval by the GM Specialist, OGM will make photocopies of the DPO and will distribute them to Purchasing, Central Receiving and Environmental Health & Safety.
The completed DPO must be received by the Office of Grants Management within three (3) working days of issuance of the order. DO NOT HOLD FOR VENDOR INVOICE. Failure to distribute copies quickly will result in the withdrawal of DPO privileges and may result in freezing of the account activity pending satisfactory resolution.
CAUTION
Project Directors must adhere to the specific sponsor guidelines and restrictions that apply to their awards. Caution should be exercised if awards have “line item” budgets. These awards restrict expenditures to budgeted amounts per expenditure type. Deviations generally require prior sponsor approval.
By signing as the Authorized Signatory on the Departmental Purchase Order form, the Project Director assumes full responsibility for the payment in case funds are not available from the Research account, or if, for any reason, the sponsor should not approve the expenditure!
The Research Accounts Payable Office must be in receipt of a vendor invoice and authorization to pay from the Project Director before payment can be issued to the vendor. When payment information is received by the Project Director, it should be forwarded directly to the Research Accounts Payable Office. If the invoice is available at the time the DPO is issued, the documentation may be transmitted to the Office of Grants Management along with the copies of the DPO.
If you have any questions, please call the Office of Grants Management at 2-9038.
