Work Started Without a PO? Here’s What to Do
If goods and/or services have already been ordered or a vendor has started work without the required purchase order, contact Procurement Services as soon as you recognize the issue.
Do not wait until the invoice arrives to address it.
What happens next?
When VCU has committed to the delivery and acceptance of goods and services prior to the appropriate purchasing process being completed, Procurement Services may need to determine whether and how the purchase can be addressed.
Depending on the circumstances:
- Additional documentation and review may be required.
- Payment may be delayed or may not be approved.
- Procurement may need to review pricing, terms, competition or other requirements after the commitment has already been made.
- An unauthorized commitment may create personal financial responsibility for the individual who made the commitment, depending on the circumstances and applicable requirements.
- Serious noncompliance or recurring issues may require a corrective action plan explaining what occurred and how the department will prevent it from happening again.
- Significant or repeated issues may be escalated for additional review.
Why can payment be a problem?
A vendor beginning work does not, by itself, create an authorized VCU purchase.
The purchasing process is intended to establish VCU’s commitment before goods or services are provided.
What should you do?
Contact Procurement Services promptly and provide the facts. The earlier the issue is identified, the more opportunity there is to determine the appropriate path forward.
Need help?
Contact University Purchasing at [email protected].
Related guidance
- Make a Purchase of $10,000 or Less
- Make a Purchase over $10,000
- Procurement Methods
- Before Signing a Vendor Document
- Link the Contract and Protect the Deal in RealSource