Change Orders

Learn how to request changes to High Value Purchase Orders.

In the right place? If you want to make changes to a purchase order for a subcontract, please see use the Electronic Subcontract Change Order Request (ESCOR) form (PDF) (Word file).

It is possible to change certain elements on a High Value Purchase Order. These changes can only be made by a procurement or contract specialist. Department Orders (LVPOs) can't be changed.

When you want to request a change order simply send an e-mail to the procurement or contract specialist who processed the original purchase order. The e-mail should include:

• The purchase order number in the subject line
• Your name or the name of a contact person
• Your telephone number or the number of a contact person
• Details of the change(s) you are requesting
• Explanation/ justification for the change
• Amount of unpaid balance (if changing accounting data)

Generally, change orders can be processed to do the following:

• Increase or decrease unit price on an existing line item
• Increase or decrease quantity on an existing line item
• Eliminate or add tax
• Add a new line item to purchase order
• Delete a line item
• Add or change text
• Change the vendor address type
• Change the ship-to code

You can make changes or corrections to accounting data only on unpaid balances. You must provide the amount of the unpaid balance.

You can use the change order process to extend blanket end dates and increase funds. However, these conditions must be met:

• The blanket end date must not be past.
• The existing blanket purchase orders can be extended only once, and for one year only.
• The extended blanket purchase order must use the same accounting distribution as the original.
• You can not make changes to the accounting distribution or change split funded accounting distributions, only increase funds.
• All terms and conditions must remain the same.

Change orders can't be used to change the following:

• Vendor code/ name
• Header organization code
• Tax code
• Discount percentage
• Payment terms
• FOB point

Note: Change orders can't be used to lift an encumbrance or lien balance.

For further assistance on how to do a change order on a particular purchase order, contact the procurement or contract specialist who processed the original order. You can get this information from the hard copy of the purchase order, or from FinancialLink Reports.

Notice: This is a summary of campus business services. In case of conflict in interpretation, the actual policies apply.

Buy & Pay

High Value Purchase Requisition

• How to Check Status
• Change Orders