Purchase Order Update

March 17, 2020

General FY 2020 Purchase Orders need to be requested before mid-June (via eRequest), General FY2021 Purchase Orders need to be requested AFTER July 6, 2020 (vis Workday) please put FY21 Renewal TERM at the beginning of Description and in Business purpose.

Blanket and Term renewals/orders must be entered and approved in eRequest by 5/1 (Service Center deadline). The service center will enter them all as requisitions, and then purchasing will build the POs and dispatch them on 7/6/20.

There are very FEW true blanket/term POs for county Extension offices. Those that are paid on ONE invoice for the entire year (as in Insurance, storage unit rental, software license, etc.) are NOT considered a Blanket or Term. Please wait until after 7/6 to request POs for these yearly services- UNLESS the Invoice dates will be July 1 to July 5, 2020- those please submit by mid-June.

Before starting a NEW Blanket or Term PO request, consider:

  • can the purchase be paid on PCard - IF it is NOT in a restricted purchasing category and IF the vendor accepts PCards
  • Natural Gas, phone and/or Internet company POs do not need renewed, as those are paid centrally now
  • only those that truly qualify as ‘Blanket or Term’ (see definitions below) will need to be requested for renewal prior to 5/1/20

    ADD this notation at the beginning of the DESCRIPTION box:     FY21 Renewal TERM
     
    Reminder: FY21 Blanket/Term POs need to be requested before May 1 and are to be on the Fiscal Year (7/1/2020-6/30/2021), not the calendar year to end in December.

 
TERM PO:

• Must be for a specific product or service where delivery schedule and frequency is

predetermined (e.g. water service, utilities, etc.).

• May be used for some non-contracted service suppliers. But, a University Service

Agreement must be completed.

• May not be used for skilled trades (e.g. electrical, plumbing, HVAC, general

contracting, etc.)

 

Blanket PO:

• Exact or comparable item(s) not available via Marketplace/MyQuote.

• 48-52 annual orders to same supplier during Fiscal Year.

• May not be used for skilled trades (e.g. electrical, plumbing, HVAC, general

contracting, etc.).