Check With Order |
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What is a Check with Order?
Documentation of a phone order placed by department for supplies, approved equipment and for one-time equipment repairs under $1,000.
Key Contacts
Kim Darcie, Customer Service, 275-2019 (Suppliers beginning with the letters A-L)
Shirley DeGraff, Customer Service, 275-2018 (Suppliers beginning with the letters M-Z)
Issuance of Forms
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Note: Adobe Acrobat reader (available for free) is necessary to view and print all forms. |
Authorization: The Department Head or Chair must designate an administrator/principal investigator for the department by completing the Check-With-Order Authorization Form. There is a limit of three (3) authorizations per department. The form will indicate the department name, box, number, room # for the Medical Center and Box #, Building and Room number for other sites. Completion of the form includes the signatures of the Department Head and authorized staff.
When to Use a Check with Order
- When you do not have a Purchasing Card
- For the purchase of materials and supplies under $1,000
- For the purchase of approved equipment under $1,000 with less than two years of useful life
- For equipment repair under $1,000 (one-time). Use CWO # preceded by an "R". (see Check with Order Repair Procedure)
- For the purchase of minor furnishings or furniture with unit value under $100
Restrictions
Policy: University of Rochester limits the use of the form through policy. The form may be used only for purchases that are made under delegated authority. The following may not be purchased with the CWO.
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A CWO may NOT be used for the following purchases: |
- Any purchases from suppliers listed on Non-CWO Supplier List; use alternate form if any
- Books
- Business Cards
- Changes, amendments or cancellations to a regular purchase order
- Computer Software involving signature on license or annual renewal
- Controlled Substances, Medications
- Custom Fabricated Items
- Food or Beverage
- Foreign Suppliers
- Forms
- Furniture (exceeding $100)
- Gases or Fuels
- Hiring or Advertising to hire staff, faculty or temporary personnel
- Installations
- Lease, Rental or demonstration of equipment
- Maintenance, Consultant or any Service Agreement
- Moving, Storage, Rigging or Transportation Service
- Payments to Individuals
- Printing
- Publishers
- Purchasing of Equipment involving a trade-in or exchange
- Radioactive, hazardous materials
- Releases on Standing Orders, Blanket Orders or Multiple Shipments
- Reprints
- Subscription, Conference registration fees or Journals
- Split orders to obtain items in excess of the $1,000 transaction limit
Check with Order Repair Procedure 
Check with Order Forms may be used for one-time equipment repair and related testing or certification for items not currently covered under a maintenance agreement. Repair cost on CWO may not exceed $1,000.
Do not use for: repair, renovation or maintenance to any University building (ie.. electrical, plumbing, heating, air conditioning or temperature control system). These items, in addition to repairs to UR grounds or furniture, should be processed via the UR 312 Requisition.
CWO Repairs follow the same procedure as repairs processed on a regular purchase order with the following exceptions:
- Use a CWO number preceded by an "R". Write the "R" before the number on the CWO. Please stress to the supplier the importance of the "R" on their invoice to ensure that it will not be discarded with the other CWO invoices.
- Type the CWO with the information available. Provide a complete description of the item being repaired, including model and serial numbers when available.
- Off-site repairs require that a completed Materials Return Form be sent to the supplier with the item being shipped for repair. Be sure to include the CWO number preceded by an "R".
- Hold the order in the department until the work has been satisfactorily completed and an invoice received which reflects a reasonable cost. If you have not received an invoice within three weeks after a repair is complete, contact the supplier and request one or a copy of the original.
- When you receive the invoice, type the cost and invoice number on the CWO, attach the invoice (original if available) and mail to Corporate Purchasing.
Upon receipt of the CWO Repair form and invoice, Corporate Purchasing will mail a check to the supplier made out for the exact amount of the repair.
If Corporate Purchasing receives a CWO Repair invoice from the supplier Accounts Payable, we will immediately forward a copy to the department so as not to delay processing.
NOTE: When an item cannot or will not be repaired, VOID the CWO form and mail the green copy to Corporate Purchasing.
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How to use a Check with Order |
- Review Non CWO Supplier List - do not issue CWO's to those suppliers
- Phone Supplier to place order using CWO#.
- Check availability (stock)
- If ordering more than one item and the item is on backorder for more than a few weeks, place that item on a separate check with order
- Confirm pricing and delivery information
- Ask for any educational institution discount
- Note the date order was called in and the name of salesperson on the CWO form
- Exclude tax - the University is tax exempt
- Extend unit prices and total the order
- Reference any order entry or customer number the supplier gives you (this helps to avoid duplicate shipments)
- Inform supplier that the confirming order is mailed with a BLANK check attached to CWO form. Tell the supplier NOT to cash the check until the entire order is shipped.
Only one check can be issued per CWO and that check must be made out for the total amount of all invoices.
- Ask for supplier's remit-to address.
- Blank checks may be lost or misplaced if mailed to an order department rather than a remit-to address.
- Lost checks cannot be replaced until after they have expired (six months). Be sure the supplier understands this.
- The blank check and CWO are mailed to the address on your CWO. (Occasionally, we may change the address on your CWO per supplier instructions.)
- Please indicate if the order has not been called in by crossing out the words "CONFIRMING ORDER - DO NOT DUPLICATE" under the description field on the form.
- Retain blue copy for departmental records and forward remaining copies to Corporate Purchasing. CWO staff will process the order, record the check number and return yellow copy to the ordering department.
- If the CWO is an order for chemicals, the yellow copy is forwarded by Corporate Purchasing to Environmental Health & Safety for review. Following review, they will return the yellow copy to the ordering department.
- If the CWO is an order for chemicals, the yellow copy is forwarded by Corporate Purchasing to Environmental Health & Safety for review. Following review, they will return the yellow copy to the ordering department.
- IMPORTANT: Whenever a change is made to a CWO that will affect the total amount of the order, Corporate Purchasing must be notified in writing immediately.
Check with Order Form Instructions |
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Instructions for completing the form are listed below. Click the form (above) to view and/or print the form to follow as a guideline.
| Number | Field Heading | Required Information |
| 1 | Account No. | Enter University 10-digit account number |
| 2 | % | Enter percentage of total to be charged to each account number (ie. 1 account number + 100%) |
| 3 | Supplier Name and remit to Address | PO Box okay if not a lock box |
| 4 | Supplier Telephone Number | |
| 5 | University of Rochester Ship to Address | Enter department, PO box or building and room number |
| 6 | Quantity | Enter number of items ordered |
| 7 | Unit of Measure | Unit of Measure Chart |
| 8 | Catalog or Model No. | if applicable |
| 9 | Description | Enter description of item (s) ordered |
| 10 | Unit Price | Enter cost per item |
| 11 | Total | Enter extended price (qty x unit price) |
| 12 | Less Discount - % | Deduct educational discount, if any |
| 13 | Ordered by | Enter name of UR person placing order |
| 14 | Phone | Enter telephone extension of UR person placing order |
| 15 | Order Date | Enter date on which the order was placed |
| 16 | Salesperson | Enter name of person with whom you placed the order |
| 17 | Delivery Date | Enter date on or by which the merchandise is expected to be received |
| 18 | Total Order Not To Exceed | Enter total dollar amount of the order (total should reflect discount, if any, plus estimated or special shipping charges) |
| 19 | Inter address, for CWO Copy & Inquiries | Enter department contact person, phone number and box number. Department copy is mailed to this address |
| 20 | Department Approval | Authorized signature and date |
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CWO Problems |
Duplicate shipments
Frequently suppliers may double ship merchandise ordered on a CWO. They ship when the telephone order is placed and again when the hard copy is received.
If a duplicate shipment is received, request that the supplier make arrangements to pick up and credit the duplicate shipment. Suppliers will continue to "dup" ship as long as we continue to pay for such shipments. We do send letters of reprimand along with the check for the duplicate shipment. If these shipments continue, we add that supplier to our "Non CWO Supplier" list, and we will no longer process orders to that supplier.
Back Orders - Partial Payments
Another common problem on the CWO System -- when suppliers cash checks for partial shipments, the system is no longer cost effective. It is a one check per order system. Partial payments result in additional paperwork and labor. An invoice is required for a second check, additional data entry and special attention is required for the processing of second checks.
Our checks are clearly marked with the following procedure:
THIS CHECK IS THE ONLY PAYMENT YOU WILL RECEIVE. DO NOT CASH FOR A PARTIAL SHIPMENT. DO NOT DEPOSIT CHECK UNTIL ORDER IS COMPLETE.
Once again, suppliers receive letters of reprimand for cashing checks for partial shipments. If suppliers continue to abuse the system, they are added to the "NON CWO Supplier" list.
Credits
Unless the supplier does business regularly with the University, we may have difficulty receiving credits. Although we request cash refunds rather than credit memos, many suppliers will not issue cash refunds.
Erroneous information on CWO
- Wrong supplier remit to address
- Wrong pricing or math errors
- Lost or misplaced checks need to staledate before we may issue a replacement check
6/17/05