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Limited Value PO (PDLVPO) Procedure

Departmental Limited Value Purchase Orders

Procedure

To order items on an PDLVPO, the issuing unit must:

  1. Complete the paper PDLVPO form and log the information onto the Departmental Limited Value Purchase Order Control Form.
  2. Mail/fax/present original paper copy to vendor, send appropriate copy to Purchasing and Business Services, and file department copy in departmental file.
  3. Process the PD document online within three days of sending the PDLVPO form to the vendor.
  4. Process a receiver (RC) document online as soon as the goods are received. If the goods have already been received, process the receiver immediately after entering the PD document.
  5. If the order needs to be cancelled, notify the vendor and Purchasing and Business Services by sending or faxing the departmental copy of the PDLVPO marked “cancelled,” dated and initialed, and:
    • if the PD document was entered but has not been accepted, retrieve and delete the PD from the Suspense File
      or
    • if the PD has been accepted, modify the document down to zero.
  6. The vendor sends an invoice referencing the PDLVPO number to Accounts Payable.
  7. Accounts Payable enters the invoice into Advantage as a VI document.
  8. Advantage performs the three-way matching process between the PD document, the receiver, and the vendor invoice. This process generates a check to pay the vendor.
  9. A check is cut, the vendor is paid, and the order is closed.

PDLVPO Prohibited Purchases

Commodity

Commodity Code

Alternative Ordering Option

Policy

Alcoholic beverages

—

Only ASU Foundation funds may be used to directly pay for alcoholic beverages.

FIN 401–03

Animals

732077

PO to Animal Care Program

PUR 401–01

Bulk items that require special handling

—

If the delivery requires transportation larger than a minivan, delivery must be by the vendor to the department. Use an RX.

  

Business cards, printing of

731022

Business Card Request form to Design Print Services. Call 480/965–3529, for assistance.

PUR 402–05

Construction or building costs

788016PP

PO to Facilities Management

FIN 430–01

Consulting fees/reimbursements

731001

PV for Departmental Professional Services order transactions, or RX

FIN 421–01
PUR 307–04

Copiers, purchase of

781037

PO to Office machine Rental and Repair

  

Copiers, rental/repair of

734010

PO to Office Machine Rental and Repair

  

Employee reimbursements

739041

Petty Cash or PV

FIN 420–01
FIN 430–01

Entertainment

731037

RX

FIN 430–01

Envelopes, printing of

731022

PO to Design Print Services 480/965–3529, for assistance.

PUR 402–05

Firearms, ammunition, and explosives

732599FA

RX

State and federal statutes
Floor coverings and related services 732595CA, 789095CA or 731099CA PO to carpet (as vendor) PUR 401-08

Flowers

732029

Prohibited on state and sponsored accounts only

FIN 401–03

Food and related expenses

739006

Employee Reimbursement, Petty Cash, or Purchasing Food Only Card

FIN 420–02
FIN 430–01

Furniture

781021 or
732521

PO to Furnishing Services

Tri-university contract

Gases (compressed cylinders)

732009

For rental or purchase except small amounts of helium for balloons. Order via SR to Lab Stores. Call 480/965–9079 for information.

PUR 702

Goods from any officer or employee of the university

—

This also includes a near relative or company associated with any officer or employee.

FIN 401–03
PUR 103

Maintenance contracts that require an ASU authorized signature

—

RX to appropriate vendor

  

Materials prohibited by state or federal statute (e.g., controlled substances, fireworks, etc.)

732599FA

RX

State and federal statutes

Narcotics and all drugs

732005ME

RX

  

On-campus goods or services

—

Use PO or SR

FIN 407
PUR 302–01

Printing

731022

PO to Design Print Services Center

PUR 402–05

Radioactive materials

732010

RX

PUR 401–03

Rare and precious materials

732089

Does not include machine parts including small amounts of these materials. Use an RX to appropriate vendor.

  

Refrigerants, such as freon and its substitutes

732009

PO to Facilities Management

  

Student support or stipends

—

PV

FIN 430–01

Travel of any type by employees

—

Submit appropriate travel documents. Conferences, seminars, and registration fees are not considered travel and a PDLVPO or PV may be used.

FIN 430–01,
FIN 500 Travel Section

Window coverings and related services 732595WC or 731099WC PO to carpet (as vendor) PUR 401-08

Note:

Certain sponsored accounts have additional restrictions. Departmental Limited Value Purchase Orders (PDLVPOs) cannot be used for purchases that would be in violation of ASU's Costing Policy as described in the 12/15/97 memo from the provost to sponsored project directors. This policy addresses, in part, the requirement to consistently treat costs incurred for the same purpose as either direct or indirect costs. For example, office supplies or postage and other mailing costs are typically treated as an indirect cost and therefore should not be directly charged to a sponsored project account by any means, including the use of a PDLVPO. (See the Research and Sponsored Projects Policies and Procedures Manual—RSP 508-01, “Charging Direct and Facilities & Administrative Costs to Sponsored Projects.”)

Prohibited Vendors

Vendor

Alternative Payment Options

Apple Computer

Use on-line PO to ASU Bookstore.

Cellular telephone service providers and pager providers

Cellular phone service and pager service are provided by contract with ASU Telephone Services. Submit a Telephone Service Request (TSR) form to Telephone Services. Charges are billed through Advantage and appear on the TC0110 Telephone Report.

Staples Office Supplies

Use Internet ordering or Stores order form to ASU Stores.

Home Depot

Incompatible billing system does not post payments specific to charges and allocates payment to oldest charges first. See above for alternative payment options.

On-campus servicing departments

Use an online PO, Quick Turnaround Form, Debit Card, or Purchasing Card.

Costco/Sam's Club

Department must have departmental membership and use cash, personal check, or Discover Card for payment or use an individual employee’s membership and submit receipts for employee reimbursement via an online PV document. Employee reimbursements are limited to $500 total amount.

U.S. Post Office

ASU Mail Services
Best Buy Incompatible billing system does not post payments specific to charges and allocates payment to oldest charges first. Use Purchasing Card or submit receipts for employee reimbursement via a PV document. Employee reimbursements are limited to $500 total amount.