Purchase Order Requests

A Purchase Order (PO) is an official request for the allocation of University funds to cover the costs of a specific purchase or a set of related purchases. Trinity’s policies require that a purchase order be completed and submitted online, and approved, prior to all purchases at Trinity. 

To avoid delays or returned forms, every PO must include:

  • Approver Information
    The request must be reviewed and approved by your immediate supervisor, department head, or designated approver. This ensures alignment with departmental goals, funding availability, and University purchasing policies.
  • Vendor Information
    Clearly state the name of the individual or company providing the goods or services. This can include external vendors or internal parties such as staff, faculty, or students when relevant.
  • Purchase Description
    Provide a concise summary of the items or services being requested. Be specific and include quantities or types of services where appropriate.
  • Department and Budget Code
    Indicate the department or grant responsible for the purchase and include the correct budget code that should be charged.
  • Cost Breakdown
    Detail the full cost of the purchase, including any applicable taxes, shipping, or service fees. If multiple items or services are being procured, provide a clear breakdown.
  • Purchase Rationale
    Include a detailed justification explaining why the purchase is necessary. This should include how the purchase supports academic, research, or administrative functions.
  • Supporting Documentation
    Attach all relevant documentation to support the cost and necessity of the purchase. This may include vendor quotes, contracts, calculations, agreements, estimates, screenshots, or pricing comparisons.

Incomplete purchase orders will not be approved and will be returned for corrections.

Once your PO is fully approved, you’ll receive a confirmation email from Dynamic Forms with your Purchase Order Number. Please include this number on all related forms and communications.

Purchase Order Request Form

Please note that Trinity requires that we have taxpayer information on file for all vendors before payment can be issued.  If you are working with a vendor that has not been paid previously, please make sure that a W-9 form is completed and sent to Accounts Payable. The W-9 form is available on our Business Office Forms page, or contact us for a blank copy.

Purchasing Order Frequently Asked Questions

  • What do I put down in the Approver Email box?
    • The Manager/Director who is responsible for the department that the expenses are to be coded to.  Please note that all academic purchases should be sent to Provost Dr. Carlota Ocampo. In general, the Approver Email box should be another individual, except if you report to President McGuire.
  • Why do I need to submit an attachment?
    • An attachment is needed for all purchase orders to justify the cost of the item or items being purchased.  The attachments can be in any valid file format.  To add an attachment, please click on the “Attach File” under the Purchase Rationale section.  Examples of acceptable attachments include quotes from vendors, prior invoices from vendors supporting the pricing, or printed pages from a company’s website.  Please be sure to include shipping costs and taxes (if applicable) in your purchase order cost total as well!
  • How long does it take for the purchase order number to be assigned?
    • Purchase orders that are correctly completed will typically take about a week to have a PO number assigned.  Purchase orders may be held for longer if there are additional documents needed, or if there are questions along the way.  If a member of the Business Office team contacts you regarding additional information needed, please be prompt in sending the materials needed so that the purchase order process continues appropriately.
  • Once my approver signs off on the purchase order, who else has to look at it?
    • Once your approver signs off on the purchase order, there is a several step review process within the Business Office.  In addition, all purchase orders over $1,000 are reviewed by President McGuire. All purchase orders less than $1,000 are reviewed by multiple members of the Business Office and the Chief Financial Officer.
  • What do I do if I need a check immediately on a purchase order I am submitting?
    • If you need a check immediately on a purchase order you are submitting, please indicate that in the “Purchase Rationale” box on the Purchase Order.  In addition, please reach out to the Business Office at accountspayable@trinitydc.edu.