Requesting a Purchase Order

Trinity’s policies require that a purchase order be completed and submitted online, and approved, prior to all purchases at Trinity.  Please use the form below to submit all purchase order requests.

The purchase order form must include attachments, showing all relevant information that justifies the pricing of the items.  Purchase orders should also have a purchase rationale included, which specifies why the purchase is necessary.  If the room in the purchase rationale box is insufficient, please attach a separate memo.  To add lines to the purchase order form, please click on the plus sign under the line item section.

For your records, you should write down the Requisition Number, as it is how the Business Office will be able to track the status of the purchase order.

Purchase Order Request Form

Please note that Trinity requires that we have taxpayer information on file for all vendors before a check 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 faxed to the Business Office at 202-884-9029. The W-9 form is available on our Business Office Forms page, or contact us for a copy: accountspayable@trinitydc.edu

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, using the new form.  To add an attachment, please click on the “Plus Sign” under the Attachment 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 factor in shipping costs in your purchase order 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 our Chief Financial Officer and President.  All purchase orders less than $1,000 are reviewed by our 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 complete the check request form (located on the Forms page), and include the purchase order requisition number in the ‘PO #’ box.  Once you receive confirmation that your purchase order has been approved, it is never a bad idea to follow up with us to make sure that we have the check request in process.  Please feel free to contact the Business Office at accountspayable@trinitydc.edu with check request inquiries.