San Jose State University : Procurement and Support Services

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photo: Boccardo Business Center

Department Responsibilities

Department Records

Please remember that your department files are subject to internal and external audit. For blanket orders and service orders, you will need to maintain records that provide proof of receipt of products or services. Acceptable proof of receipt includes packing slips, invoice copies, requisition copies, purchase order copies and/or email, At a minimum, the proof of receipt should indicate date of receipt, purchase order number and signature (can be electronic).

Funding

Make sure there is adequate funding available before ordering. Do not exceed blanket order or service order limits when ordering from vendors. If blanket order or service order limits are exceeded, a Change Order Request (pdf) must be submitted to Purchasing.

Reference Numbers

Provide the correct purchase order or direct payment voucher number to the vendor when ordering by phone or picking up products in person. Inform the vendor that they must reference the purchase order or direct payment number on all correspondence (acknowledgments, invoices, packing lists, etc.).

Invoices

Instruct vendors to send invoices directly to Accounts Payable. If an invoice is mailed to the department, it must be approved and forwarded immediately to Accounts Payable. A purchase order or direct payment number must be listed on the invoice(s).

PeopleSoft Receiving

Sometimes products from a purchase order are shipped directly to the department or picked up by a department member. If this happens, enter the receiver in PeopleSoft or ask Shipping & Receiving to enter the receiver.

Referral Transmittals

Accounts Payable may send you a Referral Transmittal. Please read these notices carefully and respond with requested information immediately.

Policies & Guidelines

Be familiar with SJSU policies and guidelines, specifically those related to Procurement & Support Services. For a complete list, see Policies & Guidelines.

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