This document is necessary for anything requiring payment by check.
Purchase Orders (PO) represent a primary way that financial transactions take place at the University with outside businesses. If a company accepts a PO in lieu of payment, you can fill out a purchase order request form so that a purchase order can be generated for you to give to the company. Below are the instructions for purchase orders:
- Download the purchase order request form (pictured on the right) and fill out all of the information. If you do not know some of the information, be sure to ask before turning it in. Paper copies are also available in the ASWOU offices.
- Submit the completed purchase order request form PRIOR to purchasing items to the ASWOU Office Coordinator in the Werner University Center room 121A (downstairs next to the Service Learning/Career Development offices). By submitting prior to purchasing, you assure that your transaction is approved by the University and will be paid for.
IF YOU PURCHASE STUFF BEFORE GETTING APPROVAL, YOUR ORGANIZATION IS RESPONSIBLE FOR PAYING THE DEBT FROM OTHER FUNDS (I.E. FOUNDATION ACCOUNTS) OR PERSONAL MONIES. ASWOU AND THE UNIVERSITY WILL NOT BE HELD LIABLE FOR PURCHASES MADE BEFORE APPROVAL HAS BEEN GRANTED.
- Once the purchase has been approved, you may purchase the items either on account or by giving the vendor (company) the purchase order. They will in turn give you an invoice/receipt or mail one to the University. If the company supplies you with the invoice/receipts, bring them to the ASWOU offices immediately.
- Upon receipt by the ASWOU offices of the invoice/receipt, the balance will be paid by the University's Business Office.
DO NOT TAKE PURCHASE ORDER REQUESTS OR INVOICES/RECEIPTS DIRECTLY TO THE BUSINESS OFFICE! THEY MUST FIRST COME TO ASWOU BEFORE PAYMENT CAN OCCUR. THE ORGANIZATION WILL BE RESPONSIBLE FOR ANY LATE CHARGES THAT RESULT IN TAKING PAPERWORK DIRECTLY TO THE BUSINESS OFFICE.
If you take paperwork directly to the business office, they will put it in an envelope and send it to ASWOU. Because this goes through campus mail, this can take up to three (3) days to get to ASWOU and then additional time to collect the necessary signatures and return to the business office. It is best to bring the paperwork directly to ASWOU so that it gets paid quickly and efficiently.