Unauthorized purchases occur when an individual without proper authority makes a transaction on behalf of the University, uses an unapproved procurement method, or exceeds their delegated authority.
"After the Fact" Requisitions: Creating a purchase order after goods or services have already been delivered is considered unauthorized. Individuals may be personally liable for charges incurred from unauthorized purchases. The Chancellor may require the individual to pay:
- The full amount, whenever the purchase is found to cover unneeded items or unauthorized items that cannot be canceled/returned.
- The amount of any cancellation charges incurred, whenever the unauthorized purchase can be canceled/returned.
- The difference between the charges incurred and those the University would have incurred if proper methods were used, provided the purchase is found to be otherwise proper.
If a Department Accepts Responsibility, submit the following:
- A purchase requisition with all required information (see Policy 750-60).
- Provide proof of purchase and receipt, such as invoices or packing slips.
- Submit an Unauthorized Purchase Declaration Form to Procurement Services with a statement explaining the circumstances that led to the unauthorized purchase and the steps taken to prevent its reoccurrence - see Forms & Resources
If the department does not wish to approve payment, they should contact the Chief Procurement Officer (CPO) in Procurement Services for guidance.