Purchasing Guidelines

All purchases paid with College funds must first be reviewed and processed by the purchasing coordinator. Normally this results in the issuance of a purchase order to a business or individual (vendor). This vendor provides the service or goods requested, and an invoice or bill is sent to the College with expectations of payment to follow.

More information on policies can be found in the Knox College Purchasing Manual (PDF).

Before placing an order with a vendor, you are asked to obtain a College Purchase Order (PO). The Purchase Order is a formal document letting the vendor know that the purchase is an authorized one. Before Purchasing can issue a PO they will normally require you to submit a completed (see below).

While many purchases are this simple, often times there are additional factors involved. For assistance, please call Purchasing at ext 7316 or use one of the e-mail links on the staff page.

Request Purchase Order
In completing the request for purchase order form (PDF), please provide as much information as possible. If you leave the suggested vendor field blank, the purchasing staff will research available vendors. We ask that you include as much detail as possible on the description of the items(s) needed.

Be sure the College account number to be charged. Each requisition must be signed by the assigned budget manager. Check with your department chair or supervisor, or contact the Purchasing Coordinator to see if you are able to approve purchases for the account you list.

At the bottom of the form next to the signature block is an area for you to note the disposition of the requisition. Be sure to let us know if we are to send the PO and how it should be sent.