Purchase Orders
Purchase Orders: will be issued against Requisitions by the Director of Purchasing.
- Purchase Order
A Purchase Order is a legally binding agreement between two parties for the acquisition of goods, services, and equipment through outright purchase, rental, lease, lease purchase or other forms of negotiated barter. A copy of the Purchase Order will be forwarded back to the Requisitioner for their files. - Standing Purchase Order
A standing Purchase Order will encumber funds against an account for a specific amount of time. This is a useful tool for frequent and/or repeat orders. - Blanket Purchase Order
A standing Purchase Order maintained by contract by the Purchasing Department for goods or services that is not encumbered to any one department, but may be utilized by any department as needed and charged to that account as invoiced by the vendor. - Pre payment Request
A Purchase Order request for the pre payment of goods or a service to be encumbered against an account with a check sent with the Purchase Order. (It is not in the best interest of the College to prepay for goods.) If prepaying is required, follow the requisition procedures and attach any applicable paperwork. - Reimbursement
A reimbursement form should be filled out and signed by the department head for the reimbursement of money spent on a Guilford College trip or supply item up to a maximum of $500.00. Reimbursement requested for the purchase of goods/services that may be under contract by the Purchasing Department must be approved by the Purchasing Department. Requests will be approved and reimbursed only if the purchased item was not available from the contracted vendor or the purchase was made while the employee was out of town on college business. Purchasing products or services outside of a Guilford College agreement undermines the contract integrity and could lead to a loss of service for the entire community. Reimbursement for travel will be provided in accordance with the Guilford College Travel Policy.