Wayne State University

Warrior strong
Login
Search

Policies and Procedures

APPM

2.6.1 Amendments to Purchase Orders (Revised 03/05/2024)

Administrative Responsibility:   Associate Vice President for Business Services / Procurement

PURPOSE

This Policy is designed to clarify the appropriate process for amending an existing purchase order with a supplier, such as then adding or subtracting either goods or services, or when extending a blanket or service contract PO out for a longer period of time.

SCOPE

This Policy and related policies 2.0 through 2.6.1 apply to all WSU employees and external contractors involved in the procurement of goods and services for the University, whether as an administrator within a Department or Unit, or the final end user of such goods and services.

DEFINITIONS

The following are terms and definitions of some commonly used terms in preparation of a Requisition:

Change Order Request (COR)

An online WayneBuy Requisition used to make a request to Amend an existing PO issued in the WayneBuy system
Purchase Order Amendment

After a PO has been approved, it is necessary to record all changes that are made to the purchase order. This is accomplished through the Purchase Order Amendment process.

WayneBuy

The University branded name for the cloud based eProcurement system, used for both the Requisitioning / PO process and for the Direct Payment Request (DPR) process. 

POLICY

Amendments or changes to Purchase Orders (POs) are approved only by authorized Procurement Personnel.

If an existing Purchase Order must be amended for any reason, the Department must communicate the specific change by completing a WayneBuy Change Order  Requisition form (COR),  by following the integrated form instructions or online Job Aids.  Job Aids are found on the Procurement website under WayneBuy.  Upload any appropriate support documentation to the WayneBuy Requisition as either "internal" or "external" attachments. 

Please note:  A Purchase Order issued below $50,000 cannot be increased above $50,000 unless it has been competitively bid (See APPM 2.4), or the department submits a Bid Waiver Request Form (see APPM 2.4).

A Purchase Order may be amended for a variety of reasons.  See the Procurementwebsite at www.procurement.wayne.edu under "About Us / Amendment Team" for detailed instructions. This page includes the following features:

  1. Steps to do an Amendment

  2. Standard Amendment Clauses 

Prior to the approval of the PO Amendment, PASS may consult with the department.

PASS reserves the right to independently issue amendments to POs when appropriate.

PROCEDURE

Responsibility

Action

Department

  1. Complete a WayneBuy Change Order Requisition form (COR), referencing the original PO.

    NOTE: A Not-to-Exceed amount may be indicated. For multiple accounts, stipulate the account distribution in the Amendment description box.

  2. Verify budget balance available in Banner.

    1. If balance is not available, the change is not permitted.

    2. If balance is available, complete the COR, which routes the transaction through the department's established approval queue.

  3. Upload any related support documentation to the COR in WayneBuy, for Procurement and the Dean/Director's approvals. 

Procurement

  1. Review and approve or reject the online COR in the WayneBuy system.

  2. COR will automatically route back to the requesting department based on the department's established approval queue.

Dean/Director or designee

  1. Review and approve or reject the online COR in the WayneBuy system.

  2. If the commodity requires special approval, the COR will automatically route to the appropriate department.  Otherwise, the COR will route back to the Procurement approval queue.

Special Approval Department

  1. Review online COR for appropriateness.

  2. Approve or reject the online COR.

    1. Approved CORs will automatically route back to the Procurement approval queue.

    2. If a COR is rejected, WayneBuy will send an eMail to the originator, indicating the COR has been rejected, with a brief explanation. 

Procurement

  1. Review final request and, if appropriate, approve the COR in the WayneBuy system.  University Policy 04-6 indicates the appropriate level of Procurement approval.

  2. Create and finalize a Purchase Order Revision against the affected WayneBuy PO.

APPENDICES

N / A

RELATED UNIVERSITY/BOARD POLICIES

  1. 2.81.01 Contract Awards           

Effective Date: Prior to 2000

Revised Date: 6/27/2024

Reviewed Date: 3/05/2024

To be reviewed, at minimum, every three years and/or revised as needed by:  Associate Vice President for Business Services / Procurement

Next Review By Date: 3/05/2027

SUPERSEDES POLICY

  1. N / A

HISTORICAL DATES

01/01/2013, 04/01/2012, 09/01/2010, 08/01/2009