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To: University Business Managers

From: Martha Pendergrass, Director, Procurement Services

Re: Requesting Multi-Year Contracts

Effective Sept. 1, a new multi-year PO functionality will be in place. When creating a purchase requisition for a multi-year contract, you must enter the entire contract on just one line. For example, a three year contract that is $10,000 per year should be entered as one requisition line for $30,000. Be sure to describe the contract in the header comments section and attach appropriate documentation to assist the buyer in creating purchase orders. A separate purchase order will be created for each year of the contract. This process ensures that money that is encumbered on the purchase order is associated with the correct budget year. For more information, see the new Requesting Multi-Year Contracts section in the Purchase Requisitions and Receiving student guide.

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