III. Payment Documents

a. Internal Documents

  • Paper Purchase Requisition (PR) – generated for the purchase of goods and services from another internal on-campus department which is issued and routed directly to the selling department.
  • LoboMart Purchase Requisition (PR) – generated for the purchase of goods and services from an external, off-campus vendor that is routed electronically to the appropriate departmental and central accounting office approvers and then routed to the Purchasing Department for the issuance of a Purchase Order.
  • Petty Cash Voucher – reimbursement to UNM Employees for goods purchased on behalf of the University and limited to $100.
  • Direct Pay Approval form – reimbursement to UNM employees for goods purchased on behalf of the University, not to exceed $1,000; reimbursement to UNM employees for University business travel related expenses; approved transactions as detailed in the University Business Policies Manual, Policy #4320 (exhibit A), which can be accessed at: http://policy.unm.edu/university-policies/4000/4320.html.

b. External Documents

  • Purchase Order (PO) – issued by the Purchasing Department from an approved PR initiated in LoboMart for the purchase of goods or services to an off-campus vendor.
    • Regular PO – order for goods, anticipated one delivery and one payment.
    • Standing PO – order for services, may be one time service and payment or multiple services and payments.
  • Direct Pay Invoice – used to request checks for specific transactions as detailed in the University Business Policies Manual, Policy #4320 (exhibit A), and can be accessed at: http://policy.unm.edu/university-policies/4000/4320.html, or that are pre-approved by the Director of Purchasing and which are exempt from the State Procurement Code.
  • Purchasing Card – program for purchases of goods not to exceed $10,000 and allowable services not to exceed $5,000 per transaction.

Remember: All Purchase Orders are contracts with terms and conditions that specify and protect the rights and obligations of the University.