Purchasing
The BYU Purchasing Department is operated by the Church Purchasing Department. Specific instructions are available at the Purchasing Department's website. In general, the Purchasing Department:
- Accepts purchase requisitions from campus departments to purchase goods or services from off campus vendors:
- Academic purchases are limited by approved budget limits. Certain purchases require special review and approval, including: vehicles, research equipment, building improvements and furniture and hazardous materials
- The recommended minimum amount for purchase orders is $500. Smaller purchases may be made using Check Requisitions, Limited Purchase Drafts, and Purchasing Cards (which in many cases may make larger purchases)
- Purchases from campus vendors should be done via a Campus Purchase Order
- Negotiates pricing and terms with vendors and issuing purchase orders
- Arranges product shipment to BYU's Receiving Department
- Arranges return of improper or damaged products after coordination with department
Receiving
The Receiving Department:
- Receives products from vendors
- Assures that products ordered agree with purchase order specifications
- Compares products received to purchase order information
- Performs a visual inspection for general condition of goods
- In accordance with Purchasing Department instruction, returns improper or damaged products
Accounts Payable
- Compares vendor invoices to purchase orders and receiving documentation to assure that delivered products and services are billed as ordered
- Prepares check payments to vendors according to negotiated terms
- Disburses check payments via mail
- Accepts department approved check requisitions to pay vendors for services and products below the minimum recommended purchase order amount; Check Requisitions are to be accompanied by supporting vendor invoice
- Tracks payments to vendors requiring IRS form 1099 reporting and provides end of year reporting for same
