Financial Services
Policies and Procedures - Purchasing
Procedure 2 - Request for Change Order
Change Order
A change order is required to notify vendors and/or departments of needed changes to an existing Purchase Order to modify quantity, unit price, performance, specifications and/or statement of work.
Change orders are required for any cost discrepancy between the dollar amount of the purchase order and the invoiced amount for a quote/bid purchase of state contract items. Any invoiced amount in excess of 10% per line item must be authorized with a change order. No change orders are required for shipping charges.
As is the case with the purchase order, the change order can only be issued by the Purchasing Department, as only the Purchasing Department is authorized to change or amend the contractual liability of the University initially established by the issuance of the purchase order.
To request a change order, email the appropriate buyer with your request for change. Include in the email:
- The purchase order number.
- Line item to be changed (if applicable).
- Detailed description of requested change (i.e. increase quantity from A to B; change unit price from $X to $Z).
- If funding source is to be changed, please provide original and new data.