Effective Management of Confirmation Orders in University Procurement
University procurement processes should strictly adhere to policies regarding confirmation orders to avoid unauthorized purchases and ensure compliance with procurement directives. Violations can lead to financial risks and non-compliance. Proper awareness, communication, and adherence to procedures are crucial in managing confirmation orders effectively.
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CONFIRMATION ORDERS: When product/services are received and no PO is in place. Bad Business Practice University isn t covered by terms & conditions Vendor waits for payment Violation of UF Policies Use the Confirmation Purchase Request Form. Requires a justification as to why the PO is after the fact. May be reported to senior leadership [Purchasing 101]
CONFIRMATION ORDERS: Procurement Directives: 9. Unauthorized Purchases Confirming Purchase Orders. Departments are not authorized to place orders directly with vendors for goods or services for which a purchase order is required. Procurement Services is the only authorized agent for the University. If a department has an immediate need, Procurement Services may confirm an order with a vendor after the proper acquisition method has been selected and executed. In the event that the department receives goods prior to the approval of Procurement Services, an explanation/justification shall be provided with the requisition. https://procurement.ufl.edu/uf-departments/directives-procedures/
CONFIRMATION ORDERS: Are appropriate only when: There is an emergency* and a UF Contract supplier is used Most commonly used in Facilities offices (for repairs) There is a systems issue vouchering/paying against an existing purchase order so a new one is needed *immediate danger to public health or safety
CONFIRMATION ORDERS: CommonConfirmation Order justifications: The invoice came in for more than my PCard limit No one told the fiscal staff the order was placed The faculty don t know UF policy requiring a PO or PCard We didn t know how much it would cost Unable to predict costs No quote was provided before services rendered
CONFIRMATION ORDERS: Avoid Confirmation Orders by getting the word out: When onboarding new staff/faculty ensure they know department practices for how to get what they need Ask leadership to share information at meetings Repeat the message as many times as possible (example: quarterly) Before you commit funds which means before talking to a supplier anyone who is going to charge UF money, check with or inform fiscal staff
