Purchase Request Procedure

The procedures for submission of purchase requests are as follows:

The purchase request is stamp dated when received by the foundation. In order for the purchase request to be valid, the request should have the following information listed:

An Account Number
The grant or fund name
Name and complete address of the vendor including zip code
Description of the item(s) to be purchased
Cost of the item (s)
Date and Signature of the individual requesting the purchase order
Date of the request
Signature of the dean of the school or college Sales tax (separate line from cost of the item(s).
Stipends must list social security numbers

The request is pre-audited by the accounts payables specialist in the foundation office for the following:

Availability of funds
Signature of the dean of the school or college
Cost of the item(s)
Name and complete address of the vendor including zip code
Sales Tax
If the fund account can be used for the purpose specified
Original documents (copies are not acceptable)
Reimbursement for purchases must have original receipts/invoices attached in order to process a request
Stipends with social security numbers
The request is processed for a purchase order within three working days of receiving the request.
A purchase request is the official request.
The foundation does not process emergency requests.

All requests submitted to the foundation are processed in the order in which they are received.