This guide explains how make one-time purchase requests, including supplies that are listed or not listed in BearBUY punchout catalogs (Office Max, Grainger, Apple, etc.), OR invoice payment requests.
Step 1: Staff
Gather Order Details
- Complete the One-Time Purchase Request Form
- If you are requesting purchases from two different vendors, submit two separate requests; this ensures adequate tracking and status updates.
- Acquire approval from your supervisor. Approvals should include:
- Detailed business purpose that clearly explains how the expense supports the program and/or University's mission
- Chartstring & Expense Total Amount
- Wet or Digital Approval Signature (Email approvals are no longer accepted).
- For Invoice Payment Requests, upload the invoice along with the One-Time Purchase Form.
Step 2: Admin Team
Review and Process Purchase Request
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Once your request have been received by the Admin team, it will be moved to our queue to be processed within 3-5 business days
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Once your request has been reviewed, it will be submitted to the appropriate processing portal (e.g., BearBUY, Student Information System, Reimbursement Portal, Connexxus, or a vendor-specific system).
Step 3: BearBUY
BearBUY Workflows
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Requisition Creator receives, reviews, and processes the request to initiate purchasing
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Org Node Approver (Financial Analyst) reviews and approves the request
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A Purchase Order (PO) is created and purchasing will begin.
Step 4: Staff
Supplies Delivery OR Invoice Payment Processing
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Supplies/Goods Delivery:
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Receive items from vendor (delivery or pick-up)
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Notify the Admin Team upon receiving items
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Invoice Payment Request:
- The invoice will be processed and paid.
Step 5: Admin
Mark the Request Complete
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Supplies Requests:
- Once the Admin Team receives confirmation from Staff of delivery of goods, the Admin Team will mark the Request complete.
- Staff will receive a confirmation email, and the request will be marked as "completed."
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Invoice Payment Requests:
- Staff will receive a confirmation email, and the request will be marked as "completed."