PO vs. Non-PO Payments

Purchase Orders vs. Non-Purchase Orders

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

 

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

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

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)

 

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)

 

Examples of when to use a Travel Reimbursement Form:

  • 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