Purchasing and Payments

Purchasing
The BYU Purchasing Department is operated by the Church Purchasing Department. Specific instructions are available at the Purchasing Department's website. In general, the Purchasing Department:

• Accepts purchase requisitions from campus departments to purchase goods or services from off campus vendors:
• Academic purchases are limited by approved budget limits. Certain purchases require special review and approval, including: vehicles, research equipment, building improvements and furniture and hazardous materials
• The recommended minimum amount for purchase orders is $500. Smaller purchases may be made using Check Requisitions, Limited Purchase Drafts, and Purchasing Cards (which in many cases may make larger purchases)
• Purchases from campus vendors should be done via a Campus Purchase Order
• Negotiates pricing and terms with vendors and issuing purchase orders
• Arranges product shipment to BYU's Receiving Department
• Arranges return of improper or damaged products after coordination with department

Receiving
The Receiving Department:

• Receives products from vendors
• Assures that products ordered agree with purchase order specifications
  
• Compares products received to purchase order information
  
• Performs a visual inspection for general condition of goods
  
• In accordance with Purchasing Department instruction, returns improper or damaged products
  

Accounts Payable

• Creates payments for purchase orders by comparing them to vendor invoices and receiving documentation where required to assure delivered products and services are billed as ordered
• Processes department approved Fast Track, non-contract, petty cash reimbursement and freight payment requests with supporting documentation
• Prepares paper check and electronic payments to vendors according to negotiated terms
• Creates Positive Pay files for bank use
• Assists Treasury Services in disbursing paper checks vial mail
• Solves vendor payment disputes
• Tracks and reports to vendors and the IRS form 1099MISC qualified payments