Policies and Procedures

Purchase Orders

Contact: Ashley Hilyer
Email: Ashley.Hilyer@ucf.edu
Phone: (407) 823-4578

Updated: April 10, 2014

  • Contact vendor for quote (phone, email or website)
    • Ask if they accept purchase orders
  • Check if vendor is in PeopleSoft
  • Create requisition in ePro using the most appropriate method
  • Receive Goods and/or Services
    • Depending on category/account # used it may need to be delivered to Central Receiving for Inspection
    • All requisitions require receiving except for travel and ROTT requisitions.
  • Invoice
    • If vendor sends to F&A,
      • you will receive an email from the Vendor Payable Accountant in F&A
      • Print the Invoice
      • Verify that the goods and/or services are complete
      • Place a copy in the BUDGET TRACKING FILE
      • Reply to email to approve (will automatically happen within 10 business days)
    • If vendor sends to you
      • Verify that the goods and/or services are complete
      • Place a copy in the BUDGET TRACKING FILE
      • Mark the invoice with:
        • PO#
        • OK TO PAY
        • (your signature)
        • notate “receipt” number
        • NOTE: – Tell to either Close or Leave PO open
      • Send original to Vendor Payable Accountant in F&A
  • Payment
    • Vendor Payable Accountant will process the check
    • Release the encumbrance and issue a voucher number


In the event that you would like to employ the services of someone you must determine whether they are an independent contractor, or an employee. These are outlined in the IRS’s brochure, which details the two different relationships ( http://www.irs.gov/pub/irs-pdf/p1779.pdf ). Essentially, it can be broken down into three categories: behavioral control, financial control, and relationship of the parties.

Short list to consider:

  • If you intend to give the candidate specific instructions on how to do a task, and provide training for said task, it implies that you would like them to be an employee.
  • If less extensive instructions are necessary, you may want to employ them as independent contractor.
  • If the intended candidate has an opportunity for profit or loss, or will not be reimbursed for some or all business expenses, it suggests that they are an independent contractor.
  • If you would like the intended candidate to receive benefits, it indicates that they are an employee.

Once the employee or independent contractor relationship has been established, then you can move forward.

Independent Contractor: To “hire” them as an independent contractor, a requisition & purchase order are necessary. The employer and independent contractor may develop an agreement and there are several templates available online. The agreement should be reviewed by general council. Once the work is completed and/or a partial payment is needed, the independent contractor needs to submit an invoice to the Department/School/Institute/Center/Office. The invoice is submitted to F&A (similiar similar to all other invoice payments associated with purchase orders). F&A will issue a check.

Note: You can request F&A not to mail the check and an individual listed on the department/project number’s DAL as CSA could pick-up the check. A memo requesting this process should be submitted to F&A.

Employee: To hire them as an employee, you need to determine if the arrangement is based on an hourly rate or fixed amount. This will determine which employee group you pursue. More information regarding employee classifications is found on the COS HR webpage.