Purchasing Procedures

How to request a purchase order for computer equipment/software/services

TSS provides you with 3 primary services relating to Purchase Orders for computers and related purchases.

  1. We can provide you with a quote which is a vendors offer to sell UIW an item with certain specifications for a specific price. It IS NOT a purchase order request and we do not treat your request for a quote as a request for a Purchase Order.
  2. We can provide you with a Purchase Order Request (POR). This will have all the information that the Purchasing Department needs to generate a purchase order for your department. It will require you to put an account number on it and to have it signed by a person authorized to expend funds from the chosen account.
  3. We will convey the Purchase Order to the vendor with a solid audit trail for your department. This is done by emailing the PO to the vendor with a copy to your department.

Heres how our portion of the purchasing process goes

Email with the particulars of the desired item. Make sure that email subject line consists of one of the following:

  • PO Request - Hardware
  • PO Request - Software
  • PO Request - Services

You will receive a Purchase Order Request back by return email.

All you need to do after that is put the account number on it, have it signed and then taken to purchasing. Tech Support will pick it up and get it to the vendor with an electronic copy for your records. You will be contacted if further input is required in order to generate the purchase order request.

Some software purchases will require the review and approval of the VP for Information Resources before the POR can be generated, so allow for some extra time for this step.