Office of Research Administration
Purchase Requisition & Purchase Order Approval Process


1. Overview

Purchase Requisitions and Field Purchase orders are sent to the Office of
Research Administration as part of the approval for setting up a Purchase
Order for subcontracts and equipment and other supplies, or paying a Field
Purchase Order. The purchase requisition is initiated by the ordering
department.

Each grant administrator is responsible for approving purchase requisitions
and field purchase orders for the departments for which they are responsible.


2. Approval Process for Purchase Requisitions on Subcontracts

The grant administrator will review the fund for:


 Fully executed subcontract agreement
 Period of Performance
o The fully executed subcontract period of performance must be
within the period of performance of the agreement.
 Balance available:
o Funds must have been budgeted for subcontracts with the first
$25,000 of each subcontract amount capturing CSM indirect
costs on the subcontract. The remaining monies over $25,000
on the subcontract, if any, are exempt from IDC calculation.

 If the review meets the above criteria, the grant administrator signs and
dates the purchase requisition and returns it to the purchasing
department for assignment of a purchase order number.




3. Approval Process for Purchase Requisitions on Equipment

The grant administrator will review the fund for:

 Period of Performance
 Balance Available
 Federal and Federal Flow-through funds:
Purchase Requisition & Purchase Order Approval Process

o Allowability according to OMB circular A-21: Reasonable,
allocable and consistent.

 Non-Federal funds:
o Compliance with agreement terms and conditions.

 Special conditions requiring sponsor prior approval of purchase of
equipment

 Compliance with CSM’s Property Manual

 If the purchase requisition is in compliance with sponsor terms and
conditions regarding equipment purchases as well as meets the above
criteria, the grant administrator signs and dates the requisition and
returns it to the purchasing department for assignment of a purchase
order number.


4. Approval Process for Field Purchase Orders

The grant administrator will review the fund for:

 Period of Performance
 Balance Available
 Federal and Federal Flow-through funds:
o Allowability according to OMB circular A-21: Reasonable,
allocable and consistent.

 Non-Federal funds:
o Compliance with agreement terms and conditions.

 If the field purchase order is in compliance with sponsor terms and
conditions and meets the above criteria, the grant administrator signs
and dates the field purchase order and returns it to the purchasing
department for processing.

Purchase Requisition & Purchase Order Approval Process