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Automatic Purchase Order (APO)

Automatic Purchase Order (APO)

  • APO’s are Purchase Requisitions that will not require review by Procurement Services to generated a PO through buyND
  • APO’s are small dollar purchase orders up to $9,999.99
  • APO’s require department approval
  • Do not sign any supplier agreement/quote

The Automatic Purchase Order (APO) facilitates quick placement of small, routine orders.  The APO is to be used as a single, one-time transaction and the total dollar amount of goods/services for any single APO cannot exceed $9,999.99. Other restrictions apply and are described below. 

Please read all of these instructions carefully before creating an Automatic Purchase Order.

Restrictions:

APOs cannot be used for the following:

For Risk Management & Safety Review:

Hazardous Material:

  • Batteries
  • Blood
  • Drones
  • Lasers
  • Pressurized tanks
  • Removal of hazardous materials (e.g., asbestos, lead, pesticides)
  • Scissor lift
  • Stem cells
  • Weapons, ammunition

 

Radioactive:

  • Radioactive materials

Toxin:

  • Chemicals – toxic and biological
  • Environmental Waste

For Office of Research Review:

Controlled Substance:

  • Controlled Substances – that require DEA license
  • Export Control – ITAR, EAR or ERA items

For Procurement Review:

  • Alcohol
  • Animals
  • Any supplier who will access, create, store or transmit any Confidential, Moderate Risk, or High Risk data.
  • Architectural engineering/design
  • Asbestos
  • Check Enclosed/Prepayment Orders
  • Construction (any change to a building's interior or exterior)
  • On-line auction source purchases (e-bay, etc.)
  • Projects conducted outside the U.S.
  • Purchases involving trade-in
  • Recurring payments (leases, rentals, standing orders, repetitive ordering, etc.)
  • Refrigerator – containing combustible or explosive

 

 

  • Reimbursement to another entity, such as a hospital or academic institution
  • Reimbursements to employees or their spouses
  • Reimbursement to businesses owned by Notre Dame employee (or spouse) is a sole or principal owner.
  • Software licensing
  • Speakers, entertainers or performers whose appearances have negotiated terms (as opposed to paying honoraria)
  • Surveillance and Security Equipment
  • Transactions restricted by Notre Dame policy are also restricted on an APO
  • Travel or travel-related expenses, including reimbursement
  • Vehicles, boats, trailers (anything requiring a title)
  • Web design

Cancellations

Any revision of the original APO must remain under $9,999.99 and be completed by the requisitioner. If changes exceed $9,999.99 a new process needs to be followed please contact Procurement Services. You cannot make multiple APOs to keep the threshold under $9,999.99.

Telephone Orders

In order to avoid duplicate orders, please type on the first line item “Confirming Purchase Order - do not duplicate” on all confirming telephone orders. Confirming Purchase Order should be the exception and not the normal ordering procedure.