Type of Policy
Administrative
Policy No
5.2.2.4
Effective Date
Last Revised
Review Date
Policy Owner
Purchasing and Procurement
Policy Owners
Accounting Services
Contact Name
Ajay Patel
Contact Title
Director of Purchasing
Contact Email
ajay.patel@business.gatech.edu
Policy Statement
- Non Catalog Purchase Orders in the Georgia Tech E-Procurement System can be changed in any of the following ways:
- Change in accounting distribution, such as account code and project number
- Change in line item details, such as quantity, unit price, item description or scope of work
- Closing of remaining encumbrance
- Adding a new item
- Cancel partial or entire order
- Purchase Order changes are initiated by the campus department by submitting a Georgia Tech E-Procurement System Purchasing Change Requisition.
- The Purchasing Order Change Request form can only be submitted for non catalog orders
- Campus departments will need to submit a journal entry for project or account changes to catalog orders
- Campus departments are responsible for contacting the catalog vendor, if necessary
- Purchase Order Change Requests are processed by the Purchasing Department
- No change request is required if the increase is less than $250 for purchase orders between $0 - $5,000 or if the increase is less than $500 or 5% (whichever is less) of the purchase order amount for purchase orders $5,000 or greater.
- Decisions may be made by senior Financial and/or Business Services staff to close low dollar encumbrances. When made, these decisions will be communicated to the campus.
- Departments are encouraged to run and review the Open Encumbrance Report for their department/unit and to close unused balances in a timely fashion. This process can be completed in lieu of the Purchasing Change Requisition when appropriate.
Scope
This policy applies to all Georgia Tech faculty and staff.
Responsibilities
It is the responsibility of the department/unit to monitor open encumbrances and to submit purchase change requests in a timely manner.
Enforcement
To report suspected instances of ethical violations, please visit Georgia Tech's Ethics Hotline, a secure and confidential reporting system at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508
Policy History
|
Revision Date |
Author |
Description |
|
11/2020 |
Purchasing Department |
Editorial updates to align with Workday implementation. |
|
05/2018 |
Purchasing Department |
New Policy |