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A confirming transaction is defined as a purchase over $9,999.99 where goods or services are acquired or secured without a Purchase Requisition having been submitted. Commitments of this nature are prohibited and deemed to be personal liabilities of the faculty and/or staff member and Fiscal Officer until reviewed and approved by the Director of Procurement Services or Designee.

Confirming transactions are prohibited and will only be approved by the Director of Procurement Services if deemed to be an unforeseen or emergency situation.

Description of actions taken for confirming transactions

Responsible Party Action


Completes the following documents:

  • An Invoice Distribution Form accompanied by an invoice and signed by appropriate Fiscal Officer or Delegate and the Vice Chancellor.
  • A letter of justification addressed to the Director of Procurement Services explaining why this transaction was not submitted prior to the fact and explaining the unforeseen or emergency situation.

Note: If paying an individual for services, an Independent Contract Analysis Form must be completed and signed by the Supplier and the Fiscal Officer. The completed form must be attached to the Invoice Distribution Form.

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.

Procurement Services

Reviews documents for appropriate signatures, forwards to Director of Procurement Services for approval.

If the Director approves purchase, Invoice Distribution Form with attachments is processed for payment.

If this transaction is denied approval, payment to the Supplier is the sole responsibility of the individual that made the commitment.