Departmental Purchase Order (DPO)
• Use of the DPO
• DPO forms
• General Instructions
• DPO Preparation Instructions
• Restrictions
• Terms, Conditions and Instructions to
Vendors
Use of the DPO
The DPO is to be used for items when the department and/or the vendor needs paper documentation of an order that is not required to be entered into eVA (it is an eVA Exclusion). The DPO may be used by university departments to purchase goods and services directly from a vendor if the total cost, including freight and taxes (if applicable), is $4999.99 or less with the exception of the items listed under "Restrictions" below.
The department head is responsible for the proper administration of the DPO to ensure proper procurement practices and for ensuring that there are sufficient funds in the departmental budget to cover the expenditures of the DPO.
For all invoices without an eVA DO number shown on it, the department must complete an Accounting Voucher to initiate payment. See the Financial Procedures Expenditures Section for more information.
DPO Forms
- Departmental Purchase Order For Purchases Excluded From eVA - Updated 02/17/2005
General Instructions
- Usage of the DPO is limited to items that are considered eVA
Exclusions.
- The DPO may be used for any purchase of $4999.99 or less except
as noted in the restrictions. If a department chooses not to use a
DPO, or another approved method, a Requisition for Purchase must be
completed and forwarded to Procurement.
- Order splitting is prohibited. If the total cost of an
item, including shipping, is over $5000 a purchase requisition must
be submitted to Procurement Services. You may not issue
multiple DPO's to the same vendor in order to reduce the amount of
the DPO to under $4999.99.
- The DPO should be typed and completely filled out prior to
order placement.
- Prices should be confirmed and determined to be reasonable
prior to order placement.
- The Procurement Services copy of the DPO should be sent to
Procurement Services immediately upon order placement in order to
conform to audit requirements.
- Vendors should be rotated to avoid favoring a particular
vendor.
- Transportation costs, and any taxes if applicable, must be included in the total price which cannot exceed $4999.99.
DPO Preparation
- TO: (Vendor): Enter vendor information
including complete company name, street address or post office box
number, city, state, and ZIP code, vendor phone number, vendor fax
number and vendor identification number (i.e. FIN, FEI or Social
Security number).
- Deliver To: Departments who wish to have
delivery made directly by the vendor to their department should
type their building name and room number in the space provided.
Departments wishing to have their goods delivered to the JMU
Facilities Management Warehouse for delivery by warehouse or
buildings and grounds personnel, should type "Facilities Management
Warehouse" in the address portion of this space. Also include on
the ATTN: line the name and telephone number of the person
responsible for the purchase. Partial shipments are allowed
only if vendor does not require partial payment. One payment will
be made when all items are received.
- Send Invoice To: Unless your department is
listed as an option, mark the Accounts Payable block.
Please Note: For any invoices without an "eVA DO #" shown on
it, the department must complete an Accounting Voucher to initiate
payment.
- Date Ordered: Enter the date purchase order is
typed and sent to vendor.
- Delivery Required On or Before: Enter the date
delivery is required. Choose a realistic date or check with vendor
for lead time. DO NOT use ASAP or any other
abbreviation or phrase which is not a specific date.
- Work Order Number: For FACILITIES MANAGEMENT
use only.
- Restricted Items: Any restricted item listed
cannot be purchased using this form.
- Exclusion #: Enter the appropriate
exclusion number that corresponds with the goods/services being
purchased.
- Detailed Description: Enter full description
of item(s) ordered including model numbers, stock numbers, colors,
sizes and any other information necessary to identify exactly the
item you require. List what, if any, equipment, supply or services
the item is to be based in conjunction with or of which it is an
integral part.
- Quantity: Enter quantity required.
- Unit: Enter unit of measure, i.e. each, doz,
set, etc.
- Unit Price: Enter the unit price of item(s)
ordered. The department is responsible for ensuring the correct
price is entered.
- Amount: Enter the result of multiplying
quantity by unit price.
- Explanation of Non-eVA Purchase If No Exclusion # Is
Provided: Provide explanation as to why this
purchase is not being made through eVA. If the order does not
have an exclusion number appropriate for the items being ordered
your department will be charged the 1% fee.
- Organization and Account Codes and Amount:
Enter the organization number, expenditure account code and
corresponding amount that goes with each code. See Financial
Procedures Manual, Section 2010 "Department
Organization Numbers", and Section 2015 "Expenditure
Account Codes and Definitions".
- Shipping and Handling Charges: Enter amount
charged by vendor to ship items to JMU.
- Total Amount: Enter the grand total of all
items ordered including shipping and handling charges. Total
CANNOT exceed $5,000.00.
- Authorized Signature and Date: Enter the
signature of the responsible department official and the date
signed. (Approved signature as indicated on signature authorization
card in accounting and reporting office). Signature attests that
sufficient funds remain in the department's current budget to cover
the purchase. This determination is inclusive of all previously
issued DPO's or Purchase Requisition Forms.
- Receiving Signature and Date: Enter signature
of department person receiving item(s). The date should be the date
the items are actually received. NOTE: The Authorized
Signature and the Receiving Signature lines cannot be the same
person.
Restrictions
These restrictions also apply to goods and services purchased without a purchase order or by means of the small purchase credit card
- Items listed as restricted on the DPO:
- Non-Virginia Correctional Enterprise Furniture
- unapproved printing
- narcotics or dangerous drugs
- alcoholic beverages
- firearms and ammunition
- property leases
- purchases from a state employee
- cellular phones
- professional services
- non-professional services that require other Commonwealth approvals
- Items restricted for other reasons:
- copier rentals (information must be captured for Accounting & Reporting)
- vehicles (require Commonwealth approval)
- construction/renovation (require Facilities Management approval)
- air conditioners (require Facilities Management approval)
- consultants
- two-way radios (require FCC approval)
- Items on a preferred use state contract which are purchased
"off-contract" from another vendor:
If an item is available on State contract the State contract is the recommended first source for the purchase. An institution can however, purchase from another source if the:
- contract does not meet the delivery requirements.
- contract products quality exceeds or does not meet the institution's needs.
- contract product cost exceeds the cost of the product available on the open market.
If you wish to purchase goods on a preferred use state contract from a vendor other than the vendor specified in the contract, you must complete a Requisition for Purchase and forward it to Procurement along with a justification as to why it is in the best interests of the Commonwealth to purchase the goods "off-contract". However, if the purchase quantity does not meet the contract's minimum purchase requirements, you may use the DPO to order the item "off-contract" from another source. For a list of goods and services available on state contract click here.
Institutions must provide DPS/DGS with quarterly reports for off-DPS contract purchases.