Completing a Purchase Order

Click here for step by step instructions on completing and submitting purchase orders

A Rice University purchase order is required for all purchases above $5,000 except those noted below. A purchase order should be completed and approved prior to a purchasing commitment being made. For purchases of $5,000 or less, a purchase order is not necessary.

Invoices for maintenance agreements and professional services do not require a purchase order provided a prior written agreement or contract has been negotiated and approved. Professional services include such services as provided by:

  • accountants
  • attorneys
  • architect
  • consultants
  • engineers
  • guest lecturers/speakers.

Invoices for maintenance agreements and professional services do not require a purchase order provided a prior written agreement or contract has been negotiated and approved. Departments are encouraged to work with the Office of the General Counsel to review written agreements and contracts prior to these documents being approved.

For all purchases greater than $5,000 acknowledgement of receipt of goods and services must be performed by a Rice employee other than the employee who authorized the purchase of the goods. This additional authorization signature is required on page 4 of the document.

In compliance with Rice University policy, the JGS Accounting office will not process payment from an account statement or from a copy of an invoice. If the original invoice cannot be obtained, and only a copy is available, a compelling reason must be given by the approving department, in writing, as to why the invoice should be paid from a copy