Mandatory Purchase Order Numbers

The State of Texas requires that purchase orders be obtained before purchasing goods and services.  The school has delegated authority to make purchases within specified dollar limits (up to $5,000).  A purchase order number may be requested through the departmental administrative contact or SPH business office.  For purchases exceeding the delegated dollar limits, a requisition is generally submitted through HSC Procurement Services to process the purchase order.

Failure to obtain purchase orders in advance may leave the purchaser liable for payment of the goods or services.  Departments are encouraged to purchase goods and services from Historically Underutilized Businesses (HUB’s).

Procedures:

    1. Submit a purchase (PO) request by email to the departmental business office contact with a description of the good or service, actual or estimated cost, and payment account.   The purchase will either be made by the departmental contact or a PO# will be provided to the person requesting a PO to place the order with the vendor.

    2. The school is exempt from state sales tax.  A Texas state sales & use tax exemption form will be provided by the business office if required by a vendor.

    3. Generally, a purchase will be made from vendor with a direct bill agreement with the school in which an invoice will be generated by the vendor for payment by the business office.

    4. An employee may also be reimbursed for a purchase made from a vendor that does not extend credit or is not able to directly bill the school.  In this case, a PO# should be requested in advance to authorize the purchase and reimbursement.

Contractual Agreements with Texas A&M University System Components

Administrators, faculty and staff of the School of Public Health will not enter into discussions concerning the terms and conditions of a contractual agreement with any Texas A&M University System component without notification to the Dean and the Dean’s written acknowledgement. 

Administrators, faculty and staff of the School of Public Health will also not enter into a contractual agreement with any Texas A&M University System component without written approval of the Dean, Associate Dean for Academic Affairs and the Texas A&M HSC Vice President for Academic Affairs (if academic related), the Associate Dean for Research and the Texas A&M HSC Vice President for Research (if research related), and the Assistant Dean for Finance and Administration. 

In addition, if deemed appropriate by the Dean, approval of the Texas A&M HSC Office of Finance and Administration (Contract Administration), and the Vice Chancellor and General Counsel for the Texas A&M University System will be obtained.