Unauthorized Purchase

Table of Contents

What is an unauthorized purchase?

Unauthorized Purchase occurs when a department makes a purchase for more than $10,000 before a purchase order is issued. For example, authorizing a supplier to begin work before a purchase order is issued, even though the department has submitted a purchase requisition or obtaining Goods or Services on credit and subsequently submitting the invoice with a disbursement voucher is an unauthorized purchase unless it is a purchase specifically allowed to be paid by disbursement voucher as set forth Colorado State University Financial Rules, 2.4 Exempt Transactions.

What is an approved commitment voucher?

A purchase order or University contract executed by the University Controller or delegate.

Can I be held personally liable for an unauthorized purchase?

Yes, the individal who committed the University can be held personally liable.
CSUS Fiscal Rule 2.1 states:
“Liabilities shall not be incurred nor payments made on the system’s or institution’s behalf without prior approval of a purchase order or procurement contract. No payments shall be made on any purchase or contract that violates this rule unless the expenditure or obligation has been ratified by the Vice President of Finance , Controller, or his/her designee of the Institution or Chief Financial Officer of the System Office. Any person(s) who incurs, orders or votes for an obligation or makes payment which creates such a violation shall be personally liable for such obligation or expenditure, unless the contract or purchase order is ratified by the Vice President of Finance, Controller, or his/her designee of the Institution or Chief Financial Officer of the System Office.”

What do I do once an unauthorized purchase is identified?

  • complete unauthorized purchase form (below), but do not get signatures on it
  • create a requisition in Kuali Financial System and attach the unsigned UAP form
Download Unauthorized Purchase Form