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After the Fact PO Process

Per UC BUS-43 policy, Purchase Orders (PO) should be used for purchases. POs ensure proper policy and insurance compliance, authorization, and financial controls. Purchases made without first issuing a PO (after the fact purchase) is unauthorized per UC policy.
 
To improve policy compliance, the campus must follow a new process beginning March 1, 2016 for after the fact purchases. After the fact purchases will be tracked for reporting purposes in this new process.
 
Process Highlights
  • Use a new BearBuy After the Fact PO Form to create requisitions, POs, and pay vouchers for after the fact orders.
  • A printable After the Fact Justification Form must be completed to justify the purchase. The completed After the Fact Justification Form must be attached to the BearBuy After the Fact PO Form.
  • Any necessary supporting documentation and the invoice associated with the purchase must be attached to the BearBuy After the Fact PO Form.
  • Requisitions created from the BearBuy After the Fact PO Form must always be approved by department Requisition Approvers at any dollar amount.
  • Procurement Buyers will review and approve high dollar After the Fact PO Form requisitions.
  • Purchase Orders created from After the Fact PO Forms are not sent to the supplier.
  • Vouchers created from the After the Fact PO Form must always be approved by department Voucher Approvers at any dollar amount.
For complete details on this new after the fact PO process, please review the After the Fact How to Buy Guide and the After the Fact PO Form Overview Presentation.

The after the fact PO process should not be used regularly. The campus should avoid after the fact purchases by creating a PO prior to requesting goods or services from a supplier. A supplier should not deliver goods or start services until a PO is in place.
 
BearBuy Payment Request Form

With the introduction of the after the fact PO process on March 1, 2016, the BearBuy Payment Request Form (PRF) can only be used for the following transaction types that cannot be purchased using a PO or P-Card:
  • Donations/Contributions
  • Government Fees/Visas
  • Guest Lodging
  • Honoraria
  • Memberships/Subscriptions
  • Refunds
  • Registration Fees
  • Relocation
  • Student Summer Programs
  • Suppliers who will not accept a PO
  • Telecom/Data Services
  • Utilities
PRFs submitted that do not qualify will be rejected beginning March 1, 2016, and the department will be required to resubmit the request using the After the Fact PO Form.
 
Contacts: