Illinois law and university policy prohibits payment for goods and services if the services are provided without prior authorization. "Authorization" usually takes the form of a contract or a purchase order. Because the unauthorized purchase does not comply with state law, the university has no legal obligation to pay for the goods or services.
To comply with university policy and state law, you should not order goods, services, equipment repair, equipment maintenance, or software without first obtaining a purchase order. You should also not sign any agreements, memoranda, order confirmations with terms and conditions, or contracts. If you do so, you can be held personally liable for the obligations arising under the contract if the university decides not to ratify the unauthorized transaction.
Paying for goods and services after the fact is extremely difficult because a lot more processes and paperwork are involved than when the correct processes are followed. Among other things, the supplier may need to be added to the university's systems and will be required to sign a legal release. The delay in making payment after the fact strains relations with the supplier, which affects the college's reputation. In some instances, suppliers have suspended our credit accounts, cutting off our ability to obtain goods or services until the outstanding amount is cleared.
If you wish to obtain goods and services for your unit, even in an emergency situation, please contact the Business Service Center. We can provide guidance on making emergency and exempt purchases that comply with state law and university policy. We may also be able to purchase the item with a university credit card.
If you have a P-Card and you intend to use it to make an immediate payment, please check to ensure that the goods or services being purchased are not on the restricted or prohibited transactions list.
When in doubt, please consult the Business Service Center.
Here's how to reach us: