Change Orders

I. PURPOSE

To outline the responsibilities and procedures for modifying or canceling outstanding purchase orders.

II. RESPONSIBILITIES AND PROCEDURES

Purchase Order Changes

1.Requests to change an outstanding purchase order concerning quantity, price, or specifications should be made through the Change Order webpage.

2.Official notice (verbal, facsimile, or written) will be given to the vendor by Purchasing Services.

Purchase Order Cancellation

1.Requests for cancellation of an outstanding purchase order should be made through the Change Order webpage.

2.Official notice (verbal, facsimile, or written) will be given to the vendor by Purchasing Services.

3.If a vendor has begun production of a custom made part or product, or has secured for delivery to the University an article that the vendor is unlikely to sell within the vendor's normal scope of business, or if the vendor has incurred costs in preparation for special or custom production, the University shall accept such costs as the vendor may incur because of this cancellation. These costs might include payment for custom-made parts or products already completed before cancellation or restocking charges incurred for returnable goods.

4.Any charges incurred by the University, such as freight cost and re-stocking charges, will be charged back to the requisitioning department.

III. EXCEPTIONS

Campus Retail and Recharge Operations

Changes affecting transactions between campus departments are processed pursuant to the procedures established by the operating units responsible for governing these transactions.

IV. RELATED ITEMS

Small Purchases - Field Purchase Orders (University Purchasing Policy, 2.B)
Large Purchases - Requisitions (University Purchasing Policy, 2.C)
Materials Return (University Purchasing Policy, 5.C)

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