If the qualifications are met in the previous section ("IV. Determining Proper Procurement Method") which allows the department to order directly from the vendor without involving the Purchasing Office, the purchase must be made in accordance with university policy, which limits the total of the order to $750, and the procedures outlined as follows:
- Select a vendor
- Select an order method
- If placing a telephone order, submit the order
- Complete a Departmental Order Form
- Distribute the Departmental Order Form
- Record the order on the Departmental Order Log
- Process invoice for payment upon receipt of goods and invoice
- Canceling a Departmental Order
- Returning Equipment
- Auditing Departmental Orders
Each of these steps is described in detail on the following pages (see sections A - G). A graphical representation of these procedures is shown in Figure 2 at the end of this section. Also included are the steps necessary to cancel a departmental order (see "H. Canceling a Departmental Order"), return equipment (see "I. Returning Equipment"), and information regarding the auditing of departmental orders (see "J. Auditing Departmental Orders").
It is against University policy for purchases and/or invoices to be "split" in order to comply with dollar value limitations placed upon this acquisition process. The ability to utilize the Departmental Order process may be withdrawn, on a departmental basis, if violations of the process are determined to have taken place. See the Glossary of Terms for a definition of "Order-Splitting."
In the event that you void a DOF, at any time in this process, the blue copy must be sent to the Purchasing Office, as your department is accountable for all of the DOF numbers.
Select the vendor with which you would like to place the order.
Departments are encouraged to refer to the Minority Business Enterprise and Women Business Enterprise Directory located in the Purchasing Office before making discretionary purchases. This directory contains minority- and women-owned businesses registered with the state and the classification of items they provide.
Competitive bids are encouraged where applicable, with the award being granted to the lowest and best bid meeting the specifications.
Regardless of the order method chosen, the department must complete and submit a Departmental Order Form (DOF), at the time the order is placed, in accordance with the steps which follow.
You may place your order with the vendor by any of the following methods:
- submitting a telephone order (if the vendor accepts them)
- submitting a written order via the postal service
- submitting a written order in person
Regardless of the order method chosen, the department must complete and submit a Departmental Order Form (DOF) as outlined in the following steps.
If you elect to submit (and the vendor accepts) a telephone order, follow the procedures outlined below.
Use the next available Departmental Order Form assigned to your department.
Additional forms can be assigned to your department by the Purchasing Office.
Contact the selected vendor/supplier, place the order, and obtain from and supply to the vendor/supplier the following information:
Provide vendor/supplier with the Departmental Order Number on the form being used. Instruct the vendor/supplier to reference this Departmental Order Number on all packing slips, shipping labels, and invoices.
Instruct vendor/supplier that all shipments must be "FOB (Freight On Board) destination."
Provide vendor/supplier with the following address for delivery of item(s) being ordered:Missouri State University
901 S. National Avenue
Springfield, MO 65897
All deliveries must be made at the Missouri State University Receiving Dock.
Provide vendor/supplier with the department address where invoice (original and one copy) should be sent. Invoices must reference the applicable Departmental Order Number.
Obtain the following information from the vendor/supplier:
- complete business name
- complete business address
- name of person taking the order
- estimated delivery date
- total cost of order (including all shipping, handling, and add-on charges)
- whether a written order must also be submitted
A Departmental Order Form (DOF) must be completed for all purchases totaling less than $750 (including shipping and handling) which are handled directly by a department (not via the Purchasing Office), regardless of the method used to place the order.
Use the next available Departmental Order Form assigned to your department. If a telephone order was submitted, you will have already done this as part of that step.
Additional forms can be assigned to your department by the Purchasing Office
Complete the Departmental Order Form as follows:
If you void a DOF in this process, the blue copy must be sent to Purchasing.
- Enter date form is prepared.
- Enter the delivery information for the Missouri State University Receiving department, including the building and room where the goods are to be delivered and the name of the contact person concerning this order.
- Enter name and address of vendor.
- Enter the name of the originating department, the name of the employee completing the order form, and the department's telephone number.
- Specify desired delivery date, such as February 3, 2002. DO NOT specify "as soon as possible" or "ASAP."
- Enter the ten-digit account number(s) to which the purchase will be charged (include expense code, if desired). If "split funding" to multiple accounts, indicate amount to be charged to each. Note: Split funding does not allow the total of the order to be > $750.
- Enter sequential item number if several items are ordered. If more than one item is entered on the order, double space between items.
- Enter quantity of each item desired.
- Enter unit of measure (each, dozen, gross, etc.).
- Enter the name of item or service and provide a complete description of the item or service being ordered including: size, color, operating characteristics, capacity, manufacturer, catalog name and number and date of catalog, etc.
- Enter unit price for each item where applicable.
- Enter the total amount for each item. Be sure to include shipping and handling.
- Enter total amount of all items ordered or total for the goods and/or services ordered including any shipping and handling charges. This total cannot exceed $ 750.
- Signature(s) of the person(s) with budgetary authority for the account number(s) specified in (e).
- Enter your department's address where invoice (original and one copy) should be sent. Invoices must reference the Departmental Order Form number.
Distribute the original and copies of the Departmental Order Form as follows:
- The original (white) copy
- If you submitted a telephone order:
- If the vendor requires that a hardcopy order also be submitted, mail the white copy to the vendor. If the vendor does not require a hardcopy order, write "Telephone Order" on the white copy and retain in your departmental file.
- If you are submitting a written order via the mail or in person, submit the white copy to the vendor as the method of placing the order.
- Send the goldenrod copy to the Receiving Dock immediately.
- Retain the pink copy until the goods and invoices are received and accepted in good condition and as ordered. (This copy must be sent to Financial Services with the original invoice once the order has arrived and been accepted.)
- Send the blue copy to the Purchasing Office immediately, even if the DOF has been voided. The number is assigned to your Department, and you are accountable for the numbers.
- Keep the green copy for your departmental file.
Record the necessary order information on your department's Departmental Order Log form.
Additional copies of the Departmental Order Log form can be obtained from the Purchasing Office. Bring a copy of your most recently completed DOFLog.
- Enter the Departmental Order Number given to the vendor/supplier when the order was placed.
- Enter the date the order is placed.
- Indicate whether telephone order or written purchase order.
- Enter vendor's name.
- Enter a brief, general description of the order.
- Enter total dollar amount of order (including shipping and handling) as confirmed with vendor.
- Enter date goods are received. Note: To provide a proper audit trail for purchases made by the University, the Departmental Order Log should also identify the name of the person receiving or inspecting the product or service when applicable.
- Enter date invoice is received.
- Enter invoice number.
- Enter date the original invoice and pink copy of Departmental Order Form are sent to Financial Services.
- Enter the name of the person who placed the order and entered the log entry.
- Submit a copy of the DOF log, to date, to the Purchasing Office, when you pick up additional DOF's.
This form and all delegated purchase activities are subject to audit by the Internal Auditors and the University's independent auditors. All records must be kept in a complete and orderly manner. All DOF forms, and numbers, are assigned to your Department, and must be accounted for.
- Once the goods and invoices are received and accepted, sign the pink copy (to indicate
receipt of goods), staple the original invoice to the pink copy of the Departmental
Order Form, and forward entire packet to Financial Services immediately. Returning
these documents to Financial Services in an expedient manner may allow payment discounts
to be realized, resulting in a lower cost to the department. It should noted that
compliance with the Missouri Prompt Payment Law, payment of the invoice within 45
days of receipt of goods or the invoice, to avoid liability for interest to be paid
to the vendor, is expected of every DOF user.
Should your original order indicate an approximation of the price, please change the copies to indicate the exact amount of the invoice before forwarding these documents to Financial Services. Note: Facsimile and photocopies of invoices are NOT acceptable for payment.
The order must be considered complete upon receipt of merchandise and invoices. Those portions not shipped are not to be back ordered and must be canceled by the department. A reorder may be necessary if the unshipped portion of the order is still needed.
- Attach the duplicate invoice to the department copy of the Departmental Order Form (green copy) and retain in your files.
Once a departmental order has been submitted, the following steps must be performed to properly cancel it (should this become necessary):
- Notify the vendor (in whatever method required by the vendor) that the order is to be canceled. If you have already received a portion of the order, notify the vendor that the remaining portion of the order is to be canceled.
- Notify the Receiving department that the order has been canceled. Provide the associated Departmental Order Number.
- Notify the Purchasing Department that the order has been canceled, and if the order has been replaced by another acquisition process, identify the manner in which the goods or services are being obtained.
All equipment items (items which are tagged and/or inventory) which must be returned to the vendor for any reason must be processed through the Property Control Office. For detailed information concerning this process, please see your department's copy of the "Procedures Manual for Property Control.".
The Office of Internal Audit and Risk Management will conduct periodic audits, on a sampling basis, of departments using the Departmental Order procedures to determine whether:
- Departments are directly purchasing items or services from non-University vendors that are available from Central Stores or other University sources;
- Unauthorized items are being purchased;
- Items were actually received and are being used for University purposes;
- Departments are splitting or stringing purchases to keep individual orders under $ 750. Note: Splitting or stringing purchases is thought of as the purchase of like items or services at different intervals with the willful intent to deceive or circumvent purchase limitations. Splitting or stringing purchases will be dealt with as an impropriety and may result in withdrawal of delegated purchase authority for less than $750, or may personally obligate the person(s) making such purchases to pay for the items or services. See the definition in the Glossary, page 32, for further clarification.
- Departments are making follow-up inquiries for delinquent deliveries, shortages, damaged or incorrect materials;
- Adequate department control records are being kept; and
- Departments should be allowed to continue the privilege of making direct purchases.