Purchase Order FAQ's

When do I use a Purchase Order?

If your purchase is estimated to be over $3,500, then you will need a purchase order through Workday. You can place your own order by searching "create requisition" in Workday. From there you can select to purchase from a pre-qualified vendor through their site by clicking "Connect to Supplier Website" or create a requisition that will turn into a purchase order by clicking "Request Non-Catalog Items".

If your purchase is under $3,500, we encourage you to use your p-card or department card to make that purchase.

Can I get bids on my own?

Purchasing Policy and Procedures at Brigham Young University require that competitive bidding be conducted for purchases of $10,000 or more and is recommended for purchases of $5,000 or more.

For more information, go to Purchasing and Travel's Finance page, click on "Uniform Guidance" and then click on "Summary of purchasing procedures for purchases using federal funds".

It is recommended that the buyer over the commodity you want to purchase contact vendors for bids. Purchasing buyers are trained on different negotiating strategies that will oftentimes get you better terms or pricing than if you negotiate on your own. Also, buyers are often aware of other departments that may need the same commodity as you, which will ensure you receive better bulk pricing.

If you’re not sure which buyer is over the commodity you need, please see the Commodity/Category Assignments link to the left of this page or call our office at 801-422-3872.

What do I do with rebates I earn?

Selecting a venue or vendor should not be based solely on whether they offer a rebate. We encourage departments to purchase through Contracted Suppliers in Workday if possible to avoid potential problems with rebates. If a rebate is earned, it should go back to your department and not used for personal reasons.

Do I have the authority to sign a contract?

The Presiding Bishop has extended actual authority to agents in the Purchasing Department to sign contracts. If you have a contract, please contact the buyer over the commodity you’re purchasing, and he/she will review and sign the contract. You are welcome to review the contract as well and suggest any additions or subtractions that you feel are necessary.

Employees should also follow the Legal Documents Policy as found in https://policy.byu.edu.

How do I make a purchase at Sam's Club or Costco?

The University has a Sam’s Club card on file at the Provo Sam’s Club. You can check the card out at the Customer Service desk and then make your purchase with your p-card or department card. Sam’s Club will not accept a Purchase Order from Workday.

Costco currently accepts Visa or debit cards, so you can use your p-card or department card. Costco.com will accept Visa or Mastercard. Additionally, the Orem Costco will accept a Purchase Order from Workday.