Colorado
School of Mines
Purchasing Methods

Methods of Purchasing
Purchasing methods include the different
processes of ordering goods and/or
services, and encumbering funds.

Method of Purchase
Direct Pay using a Voucher Request (VR)
VR and receipt are submitted directly to the Controller’s Office
for a check to be cut and sent directly to the Vendor.
Why: Used when a vendor will not accept a P-Card
When: The total dol ar amount is less than $5,000
Example: Doing business with an individual or small business that
does not accept credit cards
Policy procedures (e.g.: items using Mines Trademarks) which
require a PO still remain in effect.

Method of Purchase
One Card
P-card combined with the Travel Card into a “One Card”
Why: Most efficient method of purchasing (does not require
the processing of a Purchase Order)
When: When the total dol ar amount is less than $4,500 and is
not prohibited by One Card Policy
Example: Office supplies and lab supplies
P-Card users must attend training for additional policy and
procedures

Method of Purchase
Purchase Order
Requires an Electronic Requisition to be submitted to
Purchasing
Why: To encumber funds and to obtain required approvals
applicable to each purchase prior to submitting an order
When: The dol ar amount exceeds $4,500 OR the purchase
requires pre-approval from various departments (e.g.: items
using the Mines trademarked logos)
Example: Purchasing expensive lab equipment

After the Fact Orders
For each purchase order, an electronic requisition
must be submitted to Purchasing. Once
processed, a purchase order will be submitted to
the vendor. Each purchase order that does not
follow this process prior to the order being placed
is considered an “After-The-Fact”. “After-The-
Fact” purchases must be reviewed and approved
by the Controller’s Office. This may result in the
end user being personally liable for the purchase.
CSM Financial Policy 2.2.5

Methods of Purchasing
Method of Purchase
Notes
Applicable
Direct Pay
VR and receipt are submitted
Why: Used when a vendor will not accept a
directly to the Control er’s Office P-Card
for a check to be cut and sent
When: The total dol ar amount is less than
directly to the Vendor.
$5,000
Procurement
Why: Most efficient method of purchasing
Card
Soon to be combined with the
that does not require the processing of a
Travel Card into “One-Card”
Purchase Order
P-Card users must attend
When: The total dol ar amount is less than
training
$4,500 and the purchase isn’t prohibited by
P-Card Policy
Purchase Order
Why: To encumber funds and to obtain
required approvals applicable to each
purchase prior to submitting an order
Requires an Electronic
Requisition to be submitted to
When: The dol ar amount exceeds $4,500 OR
Purchasing
the purchase requires pre-approval from
various departments (e.g.: items using the
Mines trademarked logos)

Questions?
If you have any questions please contact the
Purchasing Office:
Purchasing Team
COLORADOSCHOOLOFMINES
Megan Averch - 303.273.3268
Michael Craig - 303.273.3972
Danielle Davis – 303.273.3258
Ryan McGuirk- 303.273.3062
Natalie Martinez – 303.273.3569
procurement@mines.edu