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POA Change Process and Documentation
Any time a campus department needs to make a change to a Purchase Order (PO) or contract, it must be documented. The Purchase Order Amendment (POA) is the method used to document changes to a PO and any corresponding contract documentation. A contract modification may be required, in addition to the POA, depending upon the action being taken.
Requests for making changes or updates to a PO that has been issued to a supplier is now called a Change Order in Workday and has to be submitted/requested through the Workday system.
- Add additional items or lines to an order
- Increase or decrease the order dollar amount
- Extend the end date of a PO or contract
- Make changes to the items in the order
- Change or update information regarding accounting or vendor information
- Renew contracts (as determined appropriate and authorized by the procurement officer)
When the PO dollar amount is increased, or a material change is made to the PO, completed POAs route through workflow for approval by the Fiscal Officer.
A POA’s value may be significant enough to require additional approvals. The Procurement Officer will advise the campus customer when these additional approvals are necessary and will manage the approval process.