Limited Purchase Orders

Limited Purchase Orders (LPO's) are prenumbered and are designed as an easier method for departments to make small-dollar purchases. LPO's should only be used when the acquisition of goods or services total $500.00 or less in value. The dollar limit printed on the LPO form can be exceeded only by the cost of freight, postage, and normal handling charges. If the total amount of goods and services is less than or equal to $500.00, use Purchase Orders (PO's). All LPOs follow Union College's Purchasing General Terms & Conditions.

LPO Instructions
  1. The LPO form and control sheets can be obtained from the Purchasing Office by calling 388-6107 or emailing Purchasing. As LPO's are used, the control sheet must be updated and returned to the Purchasing Office before additional LPO's will be issued. Any LPO form that is not usable for any reason should be marked void and returned with the control sheet.
  2. Type or print all information in the designated fields on the LPO including the vendor information, delivery locations, goods or services required, estimated freight or delivery charges, and account(s) and object code(s).
  3. Obtain the appropriate signature(s) of the Account Director(s) paying for the purchases.
  4. Send or fax the original LPO directly to the vendor. The canary colored copy should be sent to Accounts Payable.
  5. In the event that the department feels that the goods or services have not met the terms and conditions of the specified in the LPO, the department should notify Accounts Payable immediately to expedite resolution and stop payment. It is the responsibility of the department to notify Accounts Payable if payment must be stopped for any discrepancies or price adjustment.
  6. If the department has not previously contacted Accounts Payable because of anissue, AP will assume the products were received in full and process payments if the vendor invoice matches the LPO within a 10% tolerance. If the invoice does not match the LPO within a 10% tolerance, AP will contact the department for resolution.