Confirming Orders

A confirming order occurs when a department wishes to place an order for a needed item or service without subjecting the purchase to the normal purchasing procedures of the University.  Confirming orders are permitted only in bona fide emergency situation.  Examples of bona fide emergencies are a university owned motor vehicle in need of road repairs, emergency equipment repairs and other situations resulting from unforeseen circumstances.  Poor planning or poor management are not acceptable reasons for placing a confirming order.  The Chief Procurement Officer is responsible for the interpretation of “emergency situations.”  The nature of the emergency which promulgated the confirming order should be stated in the notes section and approved by the department head for University purchases or the principal  investigator for grant purchases.

If a bona fide emergency condition exists which warrants a confirming order, the following procedure is to be utilized when the emergency exceeds $500 where a quick order can be used.  An emergency purchase order number must be obtained from Procurement Services prior to placing the order with the vendor. Enter your request electronically into PROS, call Procurement Services at (718) 430-3001 giving specific information regarding your order (i.e., Req. Number) to the Procurement Services personnel, who will complete the order and issue an emergency purchase order number after financial approval has been obtained.

When an emergency purchase order number is requested for repairs or service, the requisition should be submitted after the service is completed and the service report must be forwarded to Procurement Services.  The vendor should be requested to mail the invoice showing our purchase order to Yeshiva University, Accounts payable Office, for processing and payment.

Individuals requesting Emergency Purchase Order numbers for confirming orders who abuse the system through excessiveness or lack of follow-up documentation, will forfeit the ability to use the emergency system.