Policy & Procedure update - July 19, 2023

Related documents:

• Procedure 3201 PR.01 Purchase Order Process – Revised

This substantially revised/reimagined procedure originates from Procurement (the policy sponsor). Formerly named Purchase Requisition Process, this procedure has been renamed and revised to better capture the end-to-end process related to purchase orders (POs). This procedure now documents the comprehensive set of PO practices and establishes a baseline for correctly executing POs and managing the PO lifecycle.

This revised procedure is designed to, among other things:

• Establish definitions and best practices around POs;
• Assist the University community in correctly executing POs;
• Clarify roles and responsibilities throughout the PO lifecycle;
• Improve adherence to Yale’s purchasing policies and procedures; and
• Reduce re-work, audit issues, and fraud incidents for PO usage.

By implementing the revisions to this procedure, the intent is to improve the end-user experience by:

• Clarifying the current PO processes for experienced and new users;
• Having a one-stop reference for preparing, creating, and managing a PO;
• Improving understanding of why and when a PO is needed;
• Eliminating re-work, saving time, and ensuring the timely receipt of purchases; and
• Establishing the foundation for future trainings.

The document also received non-substantive, clarifying revisions to enhance clarity and consistency with related documents.

There will be a significant change management and training effort related to this document. Additional information on those efforts will be forthcoming.

Always check the Policies & Procedures web page for the latest revisions of all documents. This will ensure you that are utilizing the most up-to-date version.

If you have any questions, please contact Policy & Compliance Services at controllers.office@yale.edu.