One-Time Purchase Requests

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 to our team
  • Receive 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 an invoice

Step 2: Admin 

Review and Process Purchase Request

• 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

• Once your request has been reviewed and processed in BearBUY, staff will receive a email confirmation that the requested was processed and submitted. 

Step 3: BearBUY 

BearBUY Workflows

• Requisition Creator receives, reviews, and processes the request to initiate purchasing

• Org Node Approver (Financial Analyst) reviews and approves the request

• A Purchase Order (PO) is created and purchasing will begin 

Step 4: Staff

Supplies Delivery OR Invoice Payment Processing

• Supplies/Goods Delivery:

• Receive items from vendor (delivery or pick-up)

•  Notify the Admin Team upon receiving items

• Invoice Payment Request:

  • The invoice will be processed and paid.

Step 5: Admin 

Mark the Request Complete

• 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."

• Invoice Payment Requests:

  • Staff will receive a confirmation email, and the request will be marked as "completed."