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Purchasing Guidelines

The official LIU purchase order is one type of contract between the University and a vendor for goods and/or services. The purchase order details commodities, prices, shipping requirements, each party's rights and obligations and the University's terms and conditions.

Submitting a purchase order requisition through the PeopleSoft System, by the ordering department, creates the purchase order. However, whenever the transaction requires provision of goods or services in excess of $5,000 for non-construction items, an LIU contract should also be used.

A contract details commodities, prices, and terms and conditions specifying each party's rights and obligations. The general conditions on the purchase order or University contract detail the terms and conditions for suppliers using these documents.

The purchase involved is the basis for determining which procurement document to use. Services based on dollar values should be processed in a more formal agreement. The University has established several basic contract templates to be used in most circumstances involving acquisitions in excess of $5,000 ($25,000 for construction services). Whatever the format, the agreement should comply with University contracting requirements to protect the University's interests and insure that the University does not assume inappropriate risks. The guidelines and the additional terms and conditions and insurance requirements can be viewed in the Bid Matrix/Contract Guide and the Contract Policy.

Disbursement Type When to use For questions, please contact:
Purchase Order Requisition The requisition form is an internal document used to initiate the procurement of goods and services. It is superseded by a purchase order or LIU contract. Procurement and Sourcing Services
Direct Payment Request (formerly Check Request) This document is very limited in scope and may be used to issue payment to a vendor. Campus Financial Services
Expense Report/Reimbursement This document is very limited in scope and may be used to issue payment to a vendor. Campus Financial Services
Request Travel Advance/Prepaid Expense Request This document is very limited in scope and may be used to issue payment to a vendor. Campus Financial Services