Purchases Between $5,000 - $99,999.99

Main Content

For the purchase of equipment, commodities and general services (excluding Professional and Artistic Services and Construction) under $100,000.

Review Procurement and Payment of Services Without a Purchase Requisition. This is a complete list of transactions that may be processed and payments made without a Purchase Order. If requested purchase is on this list, an Invoice Distribution Form may be submitted with invoice or price verification to Procurement Services for payment. Submit directly to the Foundation if utilizing a Foundation Invoice Voucher.

Responsible Party  Action 

Department                  

Submits information on a Purchase Requisition listing Recommended Supplier. 

Process will be expedited if Department provides a written price quotation from the Recommended Supplier. 

If utilizing Grant accounts, documents must be approved by Grant and Contract Accounting within the Office of Sponsored Projects Administration.

If utilizing Foundation accounts, documents must be approved by SIU Foundation.

Department should know that purchases under the Small Purchase Maximum do not require bidding. However, due to the requirements of the Board of Trustees, Purchase Requisitions of $10,000 to $99,999.99 for non-professional services are encouraged to include comparative pricing. (Purchases over $99,999.99 will require Presidential approval up to $499,999.99 and purchases over $500,000 will require full Board of Trustees approval after the competitive process has been completed.) Buyer may competitively bid any Purchase Requisition at their discretion. 

Department should be aware that a Financial Disclosure form is required for any order or subcontract over $50,000. A Purchase Order cannot be issued until a completed Financial Disclosure has been received in Procurement Services. 

Requistion Control

Receives Purchase Requisition and determines item number, appropriate Buyer, location and assures that Purchase Requisition has proper signatures. Also, verifies signatures (e.g. Fiscal Officer or designee, Vice Chancellor, and Chancellor).

Sends email notification to Department Requestor with tracking number and appropriate Buyer.

Supplier File Manager 

Verifies legal name and address of Supplier using AIS and SAMS databases. Checks for W-9.

Buyer

Verifies price information via email, phone, fax or mail with Supplier. Converts Purchase Requisition into a Purchase Order. Buyer will determine if order will be entered into AIS as a Standard or Planned Purchase Order.

Sends email notification or scanned copy of Purchase Order to Department Requestor.

Central Receiving 

Receives and delivers tangible items to appropriate Department. Enters Departmental Receipt into AIS.

(Applies to orders shipped to Central Receiving.)

Department

If Department is required to pick up ordered items or Supplier delivers them directly to the Department, Requestor must enter a Departmental Receipt into AIS.

If purchase order is entered into AIS as a Planned Purchase Order, the Department must enter a Release into AIS and forward the invoice to Procurement Services.

For help in determining if a Departmental Receipt or Release is required, view this chart or call the appropriate Buyer.

Procurement Services 

Upon receipt of an Invoice and Departmental Receipt, will issue payment to Supplier on Standard Orders.

Upon receipt of an Invoice, will match to release into AIS and issue payment to Supplier.