Before the Vendor Starts: Five Things to Check
Before telling a vendor to begin work or place an order, make sure the appropriate VCU purchasing method is approved and in place.
For most purchases requiring a purchase order, that means the vendor should have the VCU PO before work begins.
Five quick checks
- Use the right purchasing method.
Determine whether the purchase should use a PO, P-Card or another approved method. - Start early.
Leave enough time for any required competition, contract review and approvals. For more information visit our website and our blog post on starting early. - Wait for the PO.
A requisition is not a purchase order. Submitting or approving a requisition does not mean the vendor has authorization to begin. - Check the scope and amount.
Make sure the PO covers what you are asking the vendor to provide and the amount you expect to spend. - Stop if the purchase changes. If the scope or cost increases, review the revised total against VCU’s procurement thresholds and complete any required departmental approval, Purchasing review or RealSource Change Request before authorizing additional work.
Why this matters
Getting the purchasing process completed first gives VCU an opportunity to address pricing, contract terms, competition and other requirements before the university or vendor is committed.
It also helps avoid additional review, payment delays and after-the-fact corrections later.
What about P-Card or emergencies?
Not every purchase requires a PO. Approved P-Card transactions and true emergency procurements follow different processes. The key is to use the appropriate purchasing method rather than placing the order first and addressing the process later.
Need help?
Contact University Purchasing at [email protected] or VCU Corporate Card Services at [email protected] before committing to a purchase if you are unsure which process applies.
Related guidance
- Use a P-Card to Make a Purchase
- Know What I Can and Cannot Purchase with a P-Card
- Make a Purchase of $10,000 or Less