MINNESOTA STATE COLLEGES AND UNIVERSITIES
OFFICE of the Chancellor/SYSTEM OFFICE
PURCHASE ORDER CHECKLIST
The following is being provided in accordance with Office of the Chancellor/System Office Purchasing
Procedure.
Section 1. Considerations Before Submitting Purchase Requisition
Depending on what is being purchased, the appropriate documentation must accompany the purchase
requisition:
For Out of State Travel expenses and/or registrations:
Completed/authorized original Out of State Travel Form, showing the breakdown of all costs
For catered food at meeting:
Completed/authorized Special Expense Form with:
a.
Name of meeting
b. Date, time frame and location of meeting
c.
Breakdown of costs
Agenda (if available). If not, then the purpose of the meeting must be stated on the Special
Expense Form.
Attached listing of invitees or attendees, with work locations, including Office of the
Chancellor attendees
For subscriptions/memberships larger than $100.00:
a. Who is the subscription/membership for?
b. What is the time frame of the subscription/membership (i.e. beginning and end dates)
(If less than $100.00, authorize the invoice and send to Accounts Payable without
encumbrance.)
Section 2. Completion of the Purchase Requisition
When a purchase requisition is submitted for processing, the following information needs to be included:
Fiscal Year, Cost Center and Dollar Value
Vendor name with complete address
Complete description of items needed
Quantity
Complete description of product (including time frame, if applicable)
Catalog Number (if applicable)
Unit (i.e. box, each, year, etc.)
Unit Price
Discount (if applicable)
Net Price
Purchase requisition must be authorized by individual with delegation for the cost center and dollar
value.
NOTE:
1. When the originating department receives the purchase order, it is responsible for sending the
purchase order to the vendor, if needed. The Purchasing Technician does not.
2. Invoices should be submitted to Accounts Payable after the purchase order is received.
DO NOT SUBMIT INVOICES WITH THE PURCHASE REQUISITION.
Is PO request or contract more than $100K**? If yes, the +$100,000.00 Form needs to be approved by
Laura King before processing. The Form can be found at: (http://www.finance.mnscu.edu/contractspurchasing/purchasing/forms/index.html).
Completion of the relevant Form above will allow the Business Office to encumber the purchase order or
contract.