Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Confirming Purchases

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When regular purchasing procedures are not feasible, a University employee and her or his department may process a confirming purchase. A confirming purchase should be used as an exception only. See the tables in 70.01 for a list of purchasing procedures which should be considered before initiating a confirming purchase.

Call Purchasing Services to obtain verbal prior approval before making the purchase. A Purchasing Services buyer reviews the circumstances and advises the employee.

Occasionally a transaction occurs without appropriate prior approval. Without Purchasing Services' prior approval and approval from the employee's department, the employee is personally responsible for the purchase. The employee remains personally liable until both the employee's department and Purchasing Services have approved the purchase. This is true regardless of the source of the funds.

If the employee pays for the item and seeks reimbursement:

• Prepare a State of Washington Invoice Voucher. (See 30.45.) Itemize the product or service purchased. Restate the circumstances that required the use of this exceptional procedure under Description. If Purchasing Services' verbal prior approval has been obtained, indicate the name of the buyer who authorized the purchase and the date of that authorization. Conspicuously label the invoice "Confirming Reimbursement."


• The chair indicates approval of the purchase by signing the State of Washington Invoice Voucher under Authorized Signature.

NOTE: A University employee may not authorize reimbursement to himself or herself. When the chair is seeking reimbursement, the Invoice Voucher is to be signed by the chair's supervisor.

If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.

• Indicate the name, home address, and social security number of the employee purchaser under Vendor or Claimant.


• The employee signs the Vendor's Certificate.


• Attach the receipt, canceled check, bank card slip, bank card statement, or other record indicating that the employee paid the vendor.


• Submit the documents to Purchasing Services.

If WSU is to pay the vendor for a product or service:

• Upon receipt of the vendor's invoice, prepare a Departmental Requisition. If Purchasing Services' verbal prior approval has been obtained, indicate the name of the buyer who authorized the purchase and the date the approval was obtained. Describe the circumstances that required the use of this exceptional procedure under Description. Conspicuously label the requisition "Confirming Requisition." Under Dept. Price Source, indicate "Invoice Attached."


• Obtain appropriate departmental approval.

If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.

• Submit the documents to Purchasing Services.

If a Purchasing buyer has already approved the purchase, Purchasing Services forwards the documentation to Accounts Payable for payment.

If the transaction occurred without prior approval, Purchasing Services reviews the justification and circumstances. If the purchase is appropriate, a buyer approves the purchase and forwards the documents to Accounts Payable for payment. If the purchase is not approved, the buyer returns the requisition or invoice to the employee via the department.