Standing Orders

A standing order facilitates your order process by:

• Reducing processing costs, because only one eReq is required for each supplier.
• Quickening the ordering process, because you place your order directly with the supplier.
• Providing immediate notification of the availability of your item, if you ordered through an online account.

1. Create an eReq for the specific supplier. Be sure to encumber it with a Not to Exceed dollar amount.

• When ordering items on state contract, there is no dollar limit. Check to see if your supplier is on state contract.
• Orders with a non-contract supplier are limited to $10,000.
• Any outstanding encumbered funds will be liquidated at the end of the fiscal year or when the grant ends. 
  

2. Specify the start and end date of your order.

• State funds date range can be up to one year within the fiscal year, July 1— June 30.
• Research Foundation (RF) funds date range can be up to a one-year period.  The end date should be in accordance with your grant-ending date.
• UB Foundation (UBF) funds date range should be for no more than 12 consecutive months.

 3. Limit the PO to one account number when possible due to business system limitations.

• If multiple accounts are necessary, indicate the exact dollar amount to charge to each account.
• One PO can have multiple authorized users.

• Change orders are not allowed on standing orders, so if you need to make a change to the PO, then contact the buyer, who will determine the best course of action.
• When you create a replacement standing order for the new fiscal year or grant year, you should reference the old PO that is being replaced.
• Be sure to use a valid PO number when ordering from the supplier and update the online account with the new PO number, when applicable.