Resources

Sci-Quest  E-Procurement

Sci-Quest is an online catalog and ordering system. Users can utilize showcased suppliers or utilize non-catalog items that need to be purchased. Sci-Quest also allows users to complete a form for specific purposes such as requesting equipment, a new supplier, move requests and even a courier request.

Policies and Procedures

Requisition

The purchase requisition process is a procedural method by which departments may request the purchase of goods and/or services which require processing by the Purchasing Office, usually because of the dollar value, the nature of the purchase or the type of goods and services. 

Purchase Order

A purchase order (PO) is an offer to purchase by the University, and acceptance is a legal commitment by the vendor to supply the University with goods and services. A regular purchase order is generally used for a one time purchase of known goods and/or services.

Standing Order

The purpose of a standing order is to provide a procurement method for repetitively purchased, lower dollar value goods and services during a specific period (typically the University's fiscal year).

Change Order

A change order is an amendment to an existing Purchase Order. The vendor or the University may initiate an amendment or cancellation of a Purchase Order requiring a Change Order. A Change order is necessary to make any type of change to the original Purchase Order such as: price, quantity, additional items, etc.

Emergency Purchases

A crises or emergency is defined as any unplanned event that significantly threatens the health and safety of multiple members of the Ball State community; causes operational disruption, or physical or environmental damage, and harm to the university's public standing. Emergency purchases may only occur when the usual purchasing procedures cannot be followed due to a disruption in the ability to conduct business in the normal manner. Poor planning does not constitute an emergency or crisis situation.

Non PO Payment Request

A Non PO Payment is for a direct pay or after the fact that should only be used for payment when the vendor does not accept a purchase order or specific direct pay scenarios that are found in our policy.

Policies and Procedures

FAQs