Policy No.: 104.5
Revision No.: 3
Effective Date: 3/31/97
Category: Purchasing
Title: Standing Purchase Orders

A.	Purpose:
	The purpose of this procedure is to define how and when to use standing purchase orders.
B.	Scope:
	This procedure applies to the use of all standing purchase orders.
C.	General:
	Standing purchase orders are to be used when the University will:

1.	Purchase repetitive, specified services or items, or categories of items, from the same vendor over periods of up to one year, or on a monthly basis.
2.	Order standard materials or maintenance supplies which require numerous shipments.
3.	Obtain more favorable pricing through volume commitments.

Standing purchase orders generally should not be used when:

1.	No benefit will be derived over and above a regular purchase order.
2.	Quality of vendor or service is questionable.
3.	Control over University expenditures would be weakened significantly.

A standing purchase order is prepared using an Electronic Purchase Order Requisition (EPOR) or Purchase Order Requisition (POR) and shall include the following information:

1.	The period to be covered (not to exceed the fiscal year).
2.	Items and/or categories of items included.
3.	Maximum quantities, if any.
4.	Prices and pricing arrangements if known.
5.	Personnel authorized to order items off of the purchase order.

(JJP-6/97)