Change Order Guidelines

As of July 1, 2005, the following guidelines regarding change orders to Purchase Orders are in effect.

  1. Departments must plan appropriately and create initial Requisitions with appropriate accounting distribution(s) and estimated amounts.
  2. No Change Orders for freight/shipping or tax on Standing Purchase Orders for services within the 5% tolerance limit (exceptions for material amounts and as determined by the Purchasing Department).
  3. Change Orders to cancel a Requisition only when a Purchase Order has not been issued will be allowed. If a Requisition has not been approved, the initiator can cancel the Requisition with Banner form FOADOCU.
  4. Change Orders to modify information on a Requisition will be denied.
  5. Change Orders affecting Subcontract (Subaward) Purchase Orders will be allowed as needed.
  6. Canceling a Purchase Order to resubmit a new requistion with a different accounting distribution is not allowed.
  7. Any questions regarding the change order guidelines should be directed to changepo@unm.edu.

Refer to matrix below for a continuation of guidelines.


TYPES OF ORDERS

CHANGE

Construction - Standing Orders Equipment - Regular Orders Leases/Maintenance - Standing Orders Other Services - Standing Orders Other - Regular Orders
Increase / Decrease Dollar Amounts As determined by contract Not Allowed, unless a component of original item(s) ordered. Dept. must submit a new Requisition. As determined by contract Limited, with Purchasing approval for renewable multi-year and long-term contracts Not Allowed, unless a component of original item(s) ordered. Dept. must submit a new Requisition
Change Quantity Not Applicable Not Allowed, unless a component of original item(s) ordered. Dept. must submit a new Requisition Not Applicable Not Allowed, unless a component of original item(s) ordered. Dept. must submit a new Requisition
Change Accounting String Limited, with Purchasing approval Not Allowed, Dept. must submit a Journal Voucher Limited, with Purchasing approval Not Allowed, Dept. must submit a Journal Voucher
Cancel / Close        
Date Extensions As determined by contract Not Applicable As determined by contract Not Applicable
Adding / Deleting Line Items As determined by contract Not Allowed, unless a component of original item(s) ordered. Dept. must submit a new Requisition As determined by contract Not Allowed, unless a component of original item(s) ordered. Dept. must submit a new Requisition
Vendor Address & Header Info As Needed As Needed As Needed As Needed As Needed

If you would like to print a copy of the change order guidelines, please click here for a .pdf version.