Limited Purchase Order

Departments may utilize the Limited Purchase Order system for their purchases of supply items costing $500 or less (including shipping), with any vendor who will accept its use and regulations.

The limitations on the use of the LPO system are listed below along with a corresponding list of the correct form to use:

        NOT VALID FOR                                   CORRECT FORM TO USE

        Any purchase in excess of $500                  Requisition
          including shipping & handling
        Maintenance agreements                          Requisition
        Reprints and/or page charges                    Requisition
        Animal orders                                   Requisition
        Travel related expenditures                     Requisition
          car rentals
          hotel reservations
          conferences & workshops
        Contracted scientific supply vendors            Requisition
        Contracted office supply vendor                 Office Supply Order Form
        Campus relocation                               Requisition
        Lease or rental of equipment                    Requisition
        Storage space/rental of facilities              Requisition
        Subscriptions                                   Requisition
        Memberships/dues                                Requisition
        Temporary services                              Requisition
          
          

You should be aware that the LPO system can be a very useful tool if used properly. However, its use may not be appropriate in all cases. We recommend using the Limited Purchase Order form for local pick up orders only. The requisition process utilizing the Purchasing on-line system is the most beneficial way to purchase something at UVM. Repetitive purchasing from the same vendor (more than five times during the fiscal year) indicates that you should have a blanket order for that vendor(s) and not use LPO's. The Purchasing Department has established specific pricing programs through account representatives with many of the vendors. Departments using Limited Purchase Orders and placing orders directly may not always obtain proper UVM pricing that has been established.

Limited Purchase Orders are only available from the Purchasing Department, 622 Main St. Because of security, they cannot be sent to departments by campus mail.

To avoid delays in processing payments of Limited Purchase Orders, please make note of the following:

• forward your completed LPO form to Accounts Payable immediately
  
• if you receive an invoice, forward it to Accounts Payable immediately for payment
  
• do not place an order if the total dollar amount exceeds $500 (including shipping/handling)
  
• do not use more than one LPO to the same vendor to bypass the $500 limit
  

If you have any questions regarding the usage of Limited Purchase Orders, please call the Purchasing Department at ext. 62174. Any questions regarding payment of the Limited Purchase Orders should be directed to Accounts Payable at ext. 64192.

Please note that the UVM Board of Trustees has approved these guidelines for the usage of Limited Purchase Orders. Failure to follow the guidelines may result in a department being deprived of the privilege of utilizing LPO's.