Procurement Change Order Request and Approvals Process Guide

 

 

Overview

 

This is a step by step guide for requesting and approving a procurement change order.

Before You Begin

 

Steps

Step 1: Submit Change Order Request

Who:
Original Requestor

Action:
Fill out the Change Order Request Form using this link:

Link:
Procurement Change Order Request Link

 

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Details Required:

  • PO Number
  • Vendor’s Email (if they need a copy)
  • PO Line Number to change.
  • Dollar Amount to change
  • Clear description of the change
  • Justification documentation
  • FOAP(s) – full account string(s)
  • Total dollar amount


Notes:

  • Ensure the PO has not been closed in a previous fiscal year as Banner does not allow closed POs to be reopened in this scenario.
  • For standing orders, increase the encumbrance to accommodate future billing through the end of the fiscal year.


What Happens Next:

  • Requestor signs electronically
  • Clicks the “Submit” tab at the bottom of the form.
  • Form is auto routed to Procurement Department


Step 2: Procurement Review/Approval

Who:
Manager of Procurement Operations

Action:

  • System generated email notification is received notifying of a change request

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  • Review for completeness, compliance, and FOAP details
  • Approve or deny the request

If Approved:

  • Signed electronically by Manager of Procurement Services
  • Clicks the “Submit” button at the bottom of the form.
  • Auto-routed to Financial Manager (FM) of the FOAP(s) listed.

If Denied:

  • Denial reason added in the form
  • Requestor is notified via system generated email.
  • Procurement Buyer is notified via system generated email.
  • Request is archived in portal by Procurement Buyer
  • No further action is taken for this change order request.

Step 3: Financial Manager Review / Approval

Who:
Financial Manager(s) for the FOAP(s)
Action:
System generated email notification is received notifying of a change request:
 

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  • Review for completeness, compliance, and FOAP details
  • Approve or deny the request.

If Approved:

  • If ≤ $5,000: Skip to Step 5
  • If > $5,000: Routed to Director of Procurement

If Denied:

  • Denial reason added in the form and form is submitted.
  • Requestor is notified via system generated email.
  • Procurement Buyer is notified via system generated email.
  • Request is archived in portal by Procurement Buyer
  • No further action is taken for this change order request.

Notes:

  • Once one FM opens the approval email, it becomes inaccessible to others. Departments should determine in advance who will take action on change orders.
  • Review the change order form carefully — Procurement may recommend an adjustment to the original amount. The approval should reflect the recommended amount.
  • Financial Manager’s approval indicates full agreement with the requested changes.

Step 4: Director of Procurement Review / Approval (Only for requests > $5,000)

Who:
Director of Procurement (DOP)

  • Action: System generated email notification is received notifying of a change request:
  • Verifies high value requests.
     
  • Final review and approval

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If Approved:

  • Auto-routed to Procurement Buyer (Step 6)


If Denied:

  • Denial reason added in the form
  • Requestor is notified via system generated email.
  • Procurement Buyer is notified via system generated email.
  • Request is archived in portal by Procurement Buyer
  • No further action is taken for this change order request.

Step 5: Notifications Sent

Who Receives Notifications:

  • Requestor – receives system generated email stating that all approvals are complete and that the change will be entered into Banner shortly.
     
  • Procurement Buyer – receives system generated email stating that all approvals are complete.

Step 6: Change Order Entered in Banner

Who:
Procurement Buyer

Action:

  • Enter the approved change in Banner.
  • Change order is automatically indexed
  • Mark the request as Complete in the portal

Additional Info

Email Notifications

Automatic notifications are sent at key points:

  • Procurement for initial review and approval
  • Financial Manager(s) of FOAP(s)
  • Director of Procurement (as needed) for approval for requests over $5000.
  • Requestor when approvals are complete.
  • Requestor and Procurement Buyer when denied.
  • Procurement Buyer when all approvals are received.

Tips for Success

  • Double-check all FOAP(s) for accuracy.
  • Attach all relevant justification documentation.
  • Review carefully before submitting / Approving.
  • Review all information for completeness to avoid delays.
  • Approvals indicate full agreement with the requested changes.

Troubleshooting & Support

Contact IT via Support Ticket

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