Purchase Orders - A valid purchase order must be issued before any orders may be placed with a vendor, unless a procurement card is used.

Placing a verbal order for goods or services without a purchase order is prohibited by the Uniform System of Financial Records and Arizona Revised Statutes.  Technically, the District could be held harmless for payment on this order and the responsibility for payment shifted to the individual who placed the order.

Acceptance of a purchase order by the vendor implies agreement with the quoted pricing.  Any change in the order, whether it be pricing or product substitution, must be authorized by the issuance of a change order by the Purchasing Department.

The District's fiscal year runs from July 1st through June 30th.  Any order placed within one fiscal year may not be accepted for delivery after the fiscal year's end.  Delivery of an order placed on or prior to June 30th will be refused on or after July 1st.

Arizona law prohibits payments on current fiscal year purchase orders after August 30th of the following fiscal year.  All invoices must be submitted and approved for payment by August 20th if payment is to be assured.