Embedded Files
Purchase Order (PO) Google Form link,
[Updated as of 8/19/25]
PO Process:
Complete NIF process or use project funding identified in Form 17.
Initiate PO Worksheet via Google Form
PC inputs PO Worksheet information using the Google Form link.
Approval feature is currently not working, but PC will get back an emailed copy.
For Program ID and Object Code, if you don't know what the correct source is, then input TBD.
Obtain PO approval on funding from Ruiwei Situ
PC to email copy of PO Worksheet (from Google Form), vendor quote, and Form 17 (or NIF) via email to Ruiwei and cc Denise.
Ruiwei will review and approve, and also provide Program ID and/or Object Code if needed.
Create PO
PC to email the approved email, PO Worksheet, vendor quote, and Form 17 (or NIF) to Saloua Adjir with Project Control.
Project Control will issue the PO via email to PC.
PC is responsible for issuing PO to the vendor.
Consider including the following language in the email, “Please find the attached executed official PO, no hard copy will be sent.”
Payment of PO:
Confirm with appropriate party that the equipment was delivered or service provided (for example, Graybar IT equipment check in with IT manager that equipment received).
Process same as payment request.
Date stamp
Red stamp and input info accordingly
PO# needs to be referenced on invoice.
If PO is making final payment, include HCE when routing for payment issuance (if less than $2,500 HCE not required).
Notes:
Blanketed CIP funds for PO's - Email from Derek Shigano 11/16/23 clarified that it is allowable to use blanketed funds for a PO for utilities as long as the original job number is used.
Program ID:
The first two digits correspond to a year.
The following three digits match the appropriation number.
2015: 82XXX (82+APPN)
2016: 83XXX (83+APPN)
2017: 84XXX (84+APPN)
2018: 85XXX (85+APPN)
2019: 86XXX (86+APPN)
2020: 87XXX (87+APPN)
2021: 88XXX (88+APPN)
2022: 89XXX (89+APPN)
2023: 73XXX (73+APPN)
2024: 74XXX (74+APPN)
*Old Version (DO NOT USE, only for reference)*
Create PO in Lotus
Refer to previous POs for content filling of form
Attach supporting documents including vendor quote, Form 17 or NIF to show source of funds
Route for approval to Derek Shigano
Concurrently route hard copy with attachments for approval
PO is finalized if PO# and date noted in right top corner
Payment of PO
Process same as payment request
PO# needs to be referenced on invoice
If PO is making final payment, include HCE when routing for payment issuance (if less than $2,500 HCE not required)
Life of PO (reference Comptroller Memo 1997-37):
If it's a purchase order using Operating Funds -- State Accounting rules is 1 year after the lapse date of the appropriation. However, DOE Accounting/Budget rules is about 6 months after the lapse date of the FMS Program ID (i.e. FMS Mid-Year Close.)
If it's a purchase order using CIP funds -- State Accounting rule is 3 years after the lapse date of the appropriation. DOE Accounting follows State accounting rule.
Routing:
Routing in Lotus to Derek Shigano
Route Hard Copy to PMS Front Office Staff for PWM signature
Route via e-sign to Derek
Fiscal will create PO
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