BS5302 - Blanket Purchase Orders

1. Institutional Regulations
   1. Blanket purchase orders shall be used to purchase supply or service items from a supplier and to encumber funds in advance of expected purchases.
   2. Blanket orders are not to be used for the purchase of any equipment.
2. Procedure:
   1. Data Entry
      1. A purchase requisition should be entered and appropriately approved.
      2. The requisition should show
         1. The vendor,
         2. The maximum dollar limit for individual purchases, which should not exceed $1,000, except as authorized by the Director of Purchasing
         3. The dollar limit for all purchases
         4. The time period during which the blanket order shall be honored, usually until the end of the fiscal year
         5. The names of the people allowed to purchase under the blanket order
      3. The amount of a Blanket Order may be decreased or increased by forwarding a memo, written or electronic, to the Director of Purchasing stating the desired change and amount. A copy of the request must be sent to the original approver.
   2. The total amount on the requisition shall be encumbered.
   3. Payment of purchases under a blanket purchase order
      1. Enter the P.O. number on the Invoice for items purchased under the Blanket P.O.
      2. Send to Accounts Payable with the signature of the purchaser and the original approver.