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Purchasing
Purchasing
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Transactions of $5,000.00 or less should be processed by AP Invoice Distribution through the Accounts Payable Department. Transactions of $3,500 or less should be processed through the use of the P-card (see P-card Policies and Procedures).

Procedures:

If total purchase is less than $3,500.00:

I. Purchase the product(s) using the P-Card if at all possible. This is the most economical way to make a small purchase.

  1. Preview the P-Card Prohibited Purchases/Restrictions List here to determine if the P-Card can be utilized.
  2. Determine if your requested Vendor will accept the P-Card.
  3. Determine if there is an alternate Vendor that will accept the P-Card.
  4. Purchase product, keeping a copy of the sales receipt for the Card Manager's files.

II..If the P-card cannot be used due to exceptions list, vendor's inability to accept card, or P-card purchasing limit:

  1. Review and utilize the listed procedure for Small purchases. These rules apply as long as the purchase you wish to make is not on the Exceptions list for Small purchases as listed below:
  1. All computer equipment purchases, regardless of the dollar amount, must be processed through the Purchasing Department on a purchase requisition.
  2. If a Vendor is coming on Campus to perform a service (i.e. repairs, installation, training, etc.), a purchase requisition must be submitted regardless of the dollar amount. This allows Purchasing to assure that a completed Insurance Certificate is on file for that Vendor.
  3. All radioactive material purchases, regardless of the dollar amount, must be processed through the Purchasing Department on a purchase requisition.
  4. If a signed contract or agreement is involved, a requisition is required only if the transaction is over $5,000.00. If the transaction is less than $5,000.00 you may send a completed AP Invoice Distribution Form (or Invoice Voucher for Grant and Foundation Accounts) with the Vendor's invoice and the contract or agreement attached to Purchasing. See Authority to Sign Contract.
  5. NOTE: Please review Categories List here for specific notes and information that apply to some purchases.
  1. Purchase item(s) or secure service, such as honoraria, etc.
  1. Prepare and submit an AP Invoice Distribution Form with necessary backup material:
  2. Invoice from Vendor or
  3. Vendor's signature on IDF form.
  4. If paying an individual, see instructions.
  5. Submit form to Accounts Payable for Payment.
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