Faculty and staff should direct questions about purchases, expense reports, budget adjustments, check reimbursements and all other acquisition and equipment service related questions to the purchasing office.
For your convenience, a variety of standard forms are available for download in their native formats. Once downloaded, open the form with the appropriate application (Word or Excel). You can complete the form on your computer, (save it if desired,) and print it for submission.
All forms must contain the appropriate approval signatures, if required, prior to submission. Completed forms along with the voucher may be sent to purchasing via inter-office mail or dropped off in KAB 100.
Purchase Order Purpose (Requisition for Goods and Services) & Requirements
Purchase orders are required for the acquisition of any goods and services including printed materials, marketing, equipment, software, rental agreements and supply needs, including athletic supplies such as jackets or uniforms.
The purpose of a purchase order is to initiate a contract with a vendor, to secure competitive pricing, and to adhere to audit regulations.
A "blanket" purchase order may be issued to a vendor within a fiscal year to reflect an on-going product or service that is consistently of the same nature. For example, the calibration of a piece of equipment that occurs monthly.
- A requisition for goods and services must be completed in its entirety and contain the appropriate budget number and approvals to be processed.
- D'Youville’s Board of Trustees has mandated that any purchase exceeding $15,000 requires the submission of 3 competitive bids or a sole source justification. View the D'Youville competitive bid policy.
Additional Requirements for Technology Purchase and Replacement
(for use on DYC networks)
The following items should be discussed with the CIO or Computer Networking Services (CNS) before an order is placed.
Computers, monitors, laptops, printers, scanners, iPads, projectors, digital cameras, etc.
- Any wireless device
- Any peripheral devices that attach to a computer
Refer to the Technology Purchase and Replacement Policy.
A Technology Purchase and Replacement Form must be submitted with all authorizing signatures and quote attached to the purchasing office.
Once all information is obtained the requisition will be approved and a purchase order generated.
Additional Requirements for Print or Promotional Materials
All purchase orders initiating printing or promotional items must be approved by the Communications Office before being submitted to the purchasing office. This is to ensure consistent quality control of all printing which represents D’Youville.
Refer to the procedures for ordering business cards at D'Youville.
To maintain an all-inclusive inventory system, please notify CNS when computer related products are moved. This includes moves within your area or to any other location on campus. The inventory is imperative for both insurance and auditing purposes. Additionally, we are now required by the US Census Bureau to report all expenditures for computer equipment and software.
Any further questions please contact the purchasing office.