Purchase Orders vs. Non-Purchase Orders

Use this guide to help you determine when to use a Purchase Order Form vs. a Non-Purchase order form: PO vs. Non-PO

 

Purchase Order (PO Form) – PO is required on any purchase of goods or service and for a contract

• Vendor Payment Authorization Form (VPA)

Examples of when to use a VPA Form:

• Special handling of a check: “G” for a pick-up; “D” for enclosures to go out with a check
• Payment to a vendor who will not be invoicing UCH, ex: rental payments
• Honorariums
• Hotels for Sleep Study

 

Non-Purchase Order (PO) Form

• Travel Reimbursement Form

Example of when to use a Travel Reimbursement Form:

• Employee and student reimbursement for Travel (Requires copy of fully signed Travel Authorization Form and additional documentation in line with the Travel Policy)

 

• Mileage Reimbursement Form

Example of when to use a Mileage Reimbursement Form:

• Employee and students for business mileage and parking (Business purpose must be disclosed for an event not requiring a TA)

 

• Miscellaneous Payment Reimbursement Form

Examples of when to use a Miscellaneous Reimbursement Form:

• Stipends

• Reimbursement for Professional License Renewal (Employee has paid)
• Professional Society Dues as approved by department (Employee has paid)
• Employee Reimbursement for expenses incurred for visiting guests (Requires copy of Guest Travel Authorization and additional documentation in line with the Travel Policy)
• Guest Travel Reimbursement (Requires copy of Guest Travel Authorization)
• Reimbursement for non-PO purchase with prior authorization obtained from Procurement