Purchase Requests are generally used to place orders for $2,000.01 or higher—the exceptions being for purchasing radioactive materials or ordering from a vendor that doesn’t accept a PCard. A Purchase Request is not a Purchase Order, but a request upon Procurement Services to issue an official order with a vendor. It must be completely filled out and clearly written to avoid mistakes; incomplete requests will be returned for correction and delay the purchase.
Approved and processed orders can be viewed on the University’s Web*Financials page.
Submit a Purchase Request
Please note: the Drexel University College of Medicine, College of Nursing and Health Professions, School of Public Health, and Academy of Natural Sciences have special Purchase Request forms that must be used.
After electronically filling out a Purchase Request form, you must print it and obtain all necessary signatures. Completed forms should be submitted to Procurement Services by one of the following methods (emailed submissions are preferred):
- scanned and emailed (firstname.lastname@example.org)
- faxed (215-895-2877)
- sent by inter-departmental mail
- delivered in person (Administrative Services Building, 225 32nd Street)
Purchase Request forms automatically calculate each item's Extended Price and the Purchase Request Total. Simply enter the Quantity (Qty) and Unit Price (on the same line) for each item.
Purchase Requests submitted to Procurement Services must be signed by the person with authority to release funds for the entire amount of the purchase or contract.
Limits on the amount an authorized person has are established by the University and based on the type of fund and the employee's position. Contact your department's budget administrator with questions regarding signature authority.
Receiving Your Order
After submitting a Purchase Request, you will receive an email from Procurement Services indicating whether your order was placed with the vendor using a PCard or a Purchase Order. If a Purchase Order greater than $2000.00 was used, a Payment Approval Form will be sent with the email.
Upon receiving your order, the Payment Approval Form must be signed and sent to Accounts Payable (NOT Procurement Services).
If only part of a delivery is received, send a copy of the Payment Approval Form or an email to Accounts Payable indicating what items are approved for payment. Be sure to include the PO number if sending an email. If the vendor sends you an invoice directly, you may also sign-off for payment on the invoice and send that to Accounts Payable.