Purchase Order Changes

A Change Order is a formal modification to an existing, approved Purchase Order. It is required whenever there is a significant material change to the original agreement before the invoice is paid.

When a Change Order is Required:

• Price Increases: The actual cost exceeds the original PO amount by more than a standard variance (typically 10% or $100, whichever is greater).

• Quantity Changes: Adding or removing items, or changing the scope of services requested.

• Accounting Changes: Changing the budget index, fund, or account code being charged.

• Cancellations: Partially or fully canceling remaining lines on an active PO.

The Process: Departments must submit a formal Change Order request through FINBUY (Jaggaer), detailing the exact modifications and providing justification.

• Important: No work should be performed by the vendor, and no additional goods should be accepted, until the revised Change Order has been officially approved and issued by the Purchasing Department.