Department Orders can be used for purchases up to $1000 for items not on the restricted list (see the Restricted Items answer). The authorized Department Personnel (as designated by the Financial Manager) can place the order with the Vendor. Provide the Vendor with the order number from the upper right corner of the Purchase Form. Instruct the Vendor to be sure this order number appears on their invoice. Have them mail the original and one copy of the invoice to WWU Accounts Payable, PO Box 29420, Bellingham, WA 98228-1420. Emailed invoices are accepted, faxed invoices are not. Invoices may be emailed to: accounts.payable@wwu.edu Department personnel should not accept invoices. If an invoice comes with the shipment, forward it to Accounts Payable, MS 1420.
Check Requests can be used for purchases up to $1000, for items not on the restricted list (see the Restricted Items answer), where the Vendor requires payment in advance. Generally a Check Request is used for memberships, subscriptions, licenses (non-software), permits and certain shipping costs such as Fed Ex, UPS, or USPS. A completed vendor order form or other source document (renewal notice, application form, subscription card, etc.), plus one copy, must be attached to the Purchase Form. When the Check Request is processed the check and original source document will be sent to the Vendor. Checks cannot be sent to an employee for forwarding.
The Purchase Form is NOT Purchase Order. Do not give or fax a copy of the Purchase Form to a Vendor. This document is meant only for use within Western's Purchasing System. If the Vendor says they need a Purchase Order, make a note on the Purchase Form and Purchasing will create a Purchase Order and send it to the Vendor.
For employee reimbursement, submit a Services/Reimbursement Form.
How do I find out if a PO or invoice has been
processed or paid?
What's this PCD thing in my budget report?
What is required for Purchasing to handle my request
as a sole source?
When does a purchase need to be competitively quoted?
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