Make a Purchase of $10,000 or Less

Departments are granted delegated purchasing authority for approving the purchase of goods/services without competition provided the price is fair and reasonable up to $10,000. In order to provide departments with this purchasing flexibility, compliance with purchasing policies and procedures must be observed when ordering goods and services.

Step by Step

  1. Know the Acceptable Forms of Documentation for Purchase

    Quote – written documentation from the vendor with the description of the
    goods and/or services, the price, and delivery date. If the pricing is obtained
    over the phone the individual in the department obtaining the quote should
    record the date, name of the vendor, the name of the individual providing the
    information, the price (including shipping/delivery charges), and the expected
    delivery date. 

    Note: An Independent Contractor Agreement form serves as the quote for services from individuals.

    Contract Order – established contracts (e.g. RealSource, State, VITA, etc.). Contract
    number must be referenced in the designated RealSource field on the requisition. View Search for an Existing Contract.

    RealSource eCatalogs – orders from vendors catalogs that provides description and
    pricing on the resulting order. No additional supporting documentation is

    Published Price - can be used when price is determined from the vendor’s
    website or from a catalog. Documentation should show a screen shot with the
    price or by recording the catalog page from a current catalog.

    Invoice - generally should not be used as supporting documentation because
    RealSource is the ordering system. Can be used for certain renewal purchases of
    subscriptions, membership dues, etc.

    Receipt - obtained from the vendor when the order is placed. Generally applies
    to P-Card orders purchased at the vendor’s business location or for on-line

  2. Search for the Vendor

    View Search for the Vendor. This will help you determine if the vendor is registered in the eVA and RealSource systems.

  3. Determine If You Can Use Your Purchasing Card (P-Card)

    View Use a P-card.  P-Card is the preferred method of purchase for goods and services under $10,000. Any purchase must be within the cardholder's transaction and monthly credit limits.

  4. Ensure the Vendor is Set Up in the RealSource System (Applicable Only for Purchase Orders, not P-Card transactions)

    View Ensure Vendor is Set Up in RealSource for instructions.

  5. Create Requisition in RealSource


  6. Submit a Vendor Contract for Review and Signature, if Applicable:

    If a vendor requests that the university sign a vendor’s contract, the contract must be sent to Procurement Services Contracts Team for appropriate review and execution. If the vendor does not require a signature, you may issue a Purchase Order. View Manage Contracts Page, Contracts ≤ $10k

  7. Know the Tax and Freight Charge Information

  8. Send Purchase Order, Vendor Contract (if Applicable), and Sales Tax Exempt Form (if Applicable) to the Vendor

    It is the department's responsibility to request a duly signed copy of the agreement for department records, if applicable.

  9. Upon Receipt of Goods or Completion of Services, Receive in RealSource

    View Receive in RealSource for instructions.

  10. Maintain Supporting Documentation

    Departmental purchase files must be maintained in an appropriate and accessible fashion and will be subject to review by University Audit and Management Services, various state agencies, and the Office of Procurement Services.

  11. If Necessary, Report a Problem with a Vendor

    If departments have issues with the performance of a vendor, then documentation must occur through a Complaint on Vendor Performance. Contact University Purchasing for details.

Edit | Last updated: 09/27/2022