Purchase Order / Exception Standing Order Procedure
January 1, 2016
Purchase orders and exception standing orders represent a form of contract generated by a
university system. These documents outline or make reference to all agreed upon terms and
conditions and assists in managing the risks associated with the procurement, while protecting the
integrity of the procurement policy and signing authority policy. Both documents are generally
initiated with a purchase or stores requisition. A change order is created when a change to the
original order is required. The purchase order provides all the information the supplier needs to
fulfill the order and acts as a confirmation to the supplier that payment will be forthcoming upon
delivery of the goods and/or services.
The purchase order is a procurement method of purchasing higher dollar value goods and
services, or in situations where the Procurement Card (PCard) cannot be used.
Exception standing orders are a form of purchase order that enables the purchase of low dollar
value items that are required on a repetitive basis from the same supplier. A hard copy receiving
report is required, and these types of orders are only allowed on an exception basis as follows:
1) Where quantity of goods are dependent on patient need, which is not accurately known at the
time of order.
2) Contracts for physician services where the type of service and hours are unknown.
3) Sample analysis for patient care.
4) Goods affected by the commodity market.
5) Situations where PCard is not accepted by the supplier.
6) Certain central university units responsible for operations related to a campus-wide contract.
Procedure – Purchase Order
1
Complete a purchase requisition in UniFi (university financial system)
Include a description of the goods and/or services to be purchased, quantity, price, any known terms
and conditions, name of selected supplier and reference any applicable contract numbers/dates.
NOTE: Access to UniFi training is provided by Information Technology Services (ICT) or through
training videos on YouTube (available on Financial Services website).
Procedure – Exception Standing Order
1
Obtain exception standing order approval
Contact Purchasing Services to discuss the need for a standing order.
2
Complete a purchase requisition in UniFi (university financial system)
Include a request to setup an exception standing order, description of the goods and/or services to be
purchased, quantity, price, any known terms and conditions, name of selected supplier and reference
the date of any applicable contract numbers/dates.
Related Links/Forms
Contracts Procedure
Shipping & Receiving Procedure
Versions
Document Name
Purchase Order Tax Codes
Exception Standing Order Confirmation of Receipt of Goods Form
Non-Resident Withholding Tax (NRWT)
Purchase Order General Conditions
Supplementary Purchase Order General Conditions A
Supplementary Purchase Order General Conditions B
Exception Standing Order Confirmation of Receipt of Goods Form
Standing Order Information Session Presentation
Standing Order Changes - Highlights of Significant Changes
Contact Information
Contact:
Phone:
Website:
Purchasing Services, Financial Services
306-966-6704
www.usask.ca/fsd
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