Need Help?
Call 459-2311
buy4me@ucsc.edu

University Business Services
UC Santa Cruz
1156 High Street
Santa Cruz, CA 95064-1077

© UC Santa Cruz

When to Request a Change Order

Summary: Learn when to request a change order.

Tip: The fastest way to order a new item or to increase the quantity of an existing line item is to place a new order.

It is possible to change certain elements of a purchase order that has been completed and approved. Generally, a change order can be processed for the following reasons:

• Change a FOAPAL
• Increase or decrease unit price on an existing line item
• Increase or decrease quantity on an existing line item
• Add a new line item to the purchase order, when associated with original items ordered
• Change the description of an existing line item (for a different item, cancel and process new order)
• Change terms, including adding special notes (except UCSC42 - see Restrictions)
• Cancel a purchase order processed with the "Hold PO" feature (order not sent to supplier)

Purchasing will contact the supplier with the change information.

• If you ordered the wrong item and the supplier has received the PO, contact the supplier and request that s/he cancel the order.
  • If the supplier has not shipped the order, submit a CO to Purchasing, requesting that the order be cancelled.
  • If the supplier has already shipped the order, ask the supplier how you can return, and then notify Purchasing by processing a CO, explaining details in both the CO Description and in the Internal Notes.

Before requesting a change order that increases the total dollar amount of a purchase order to more than $50,000, contact the Purchasing Department, preferably the buyer who processed the original PO.

Tolerance level on POs: Current policy allows FAST/AP to pay invoices for POs with a price discrepancy of $100.00 or less. It is not necessary to process a change order if the final price is within this range.
If the discrepancy between the PO and invoice is between $100 and $500, FAST/AP must receive an explanatory email providing authorization from the requestor before the invoice will be paid.
A change order must be processed for any order whose final price increases by $500 or more.

Restrictions for Change Orders

• Change Orders cannot be used to change the supplier name. To change the supplier name, you must cancel the PO, if possible, and complete a new order to the correct supplier.
• Change Orders cannot be used to add "UCSC42" to a commodity description (to specify required review and approval by an authorized departmental or divisional employee prior to invoice submission to FAST/AP for payment.)
  Contact FAST/AP directly, via email, to request special handling if "UCSC42" was needed at the beginning of the commodity description but was not entered when the requisition was submitted.

Resources

• How to Submit a Change Order Request in CruzBuy

[Top of Page]

Last revised: April 07, 2009 (am)