Emergency Purchase Order

Follow the process below for a sudden or unforeseen situation that can threaten the safety of personnel or property, requiring immediate action.

Request

Email the appropriate buyer and copy your financial officer with the following details:

reason for the emergency
potential threat
name of supplier and contact information
estimated dollar amount with the quote (if available)

Approval

Most emergencies are approved by the director or assistant director of Central Procurement with a temporary purchase order within three hours.

Work can begin after the emergency order requester, and the supplier receives an email from the buyer with the temporary purchase order, including the University's terms and conditions for insurance, OSHA, and background checks.

Payment

The emergency requester enters a non-catalog request in PSUbuy.

Purchase requisition requirements:

Wait until the work is complete to ensure change orders aren't required.
Enter EMERGENCY PO# EXX-XXXXXX in the Title and Product Name fields of the request.
Mark the order as After the Fact, a unique field on the request.
Attach the final invoice and other related documents to the requisition.

Policy

BS09: Initiating Purchases from Vendors Outside the University