Prior to a supplier providing any goods or services to ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û, the supplier must ensure they have one of the following:
- ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Purchase Order (Note: POs are electronically signed and do not require a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û signature)
- Fully Executed Contract (Note: contract must be fully executed and signed by both parties)
- PCard Payment (Note: This is only applicable to low dollar non-recurring orders for non-restricted goods)
This ensures that the order has been approved, that it is compliant with applicable regulations and policies, necessary funds exist to cover the expense, and that invoices can be processed and paid in a timely manner.
It is important that suppliers pay particular attention to these requirements in order to avoid any situations where payment may be delayed or not authorized. This can occur in the case where funds do not exist to cover the expense, the purchase is non-compliant with applicable regulations or policies, where there is a dispute over the validity of the order and no document exists detailing the purchase, and other similar circumstances.
Please note that ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û requires actual authority for the procurement of goods and services and therefore all ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees or agents must have a valid delegation of authority to sign contracts or must be authorized to issue purchase orders through the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û eProcurement System.
Questions regarding the validity of a contract or authorized representative can be sent to usnh.procurement@usnh.edu
