Avoiding Purchasing Exceptions

What is an exception?

An exception is a request to violate Ohio State policies and procedures due to special circumstances. The exception is reviewed by the department fiscal officer, the department chair, the service center manager and, if necessary, the dean of the college. The college and the university’s Office of Internal Audit also reviews exception documentation annually. By signing the exception form, you agree to refrain from requesting additional exceptions for the same infraction.

How do I avoid an exception?

The following are examples of common exceptions that are easily avoidable:

• Beverages – The university requires the purchase Coca-Cola brand beverage products, including drinks that are not soda pop—i.e. water, juice, tea. If you are in a restaurant where the selection is limited, we understand you have no choice.
• Office Supplies – The university requires the purchase of general office supplies from Staples
  • “Office Supplies” includes anything that would be deemed necessary for daily use in an office environment: pens, paper, highlighters, notebooks, scissors, staplers, etc.
• Mailing Services – The university requires any express, overnight and package shipping to use UPS as a shipping service. Non-expressed or overnighted letters and envelopes can still use USPS.
• After-The-Fact Purchase Order – The University requires that a purchase order be in place before a company or individual renders goods or services.
  • This often comes up with consultants who are on contract over multiple years—Purchase Orders are only valid for one year, and will need to be requested each year before services are rendered.
• Flight travel – The university requires all flights to be booked through CTP, our travel planning vendor. A “T number” must be in place.
• Rental cars – The university requires all rental cars to be booked through Enterprise or National rental agencies and travelers are to obtain the DW/CDW/LDW and liability insurance, even if your personal insurance covers car rentals. Booking with these agencies using the Ohio State contract automatically includes the necessary insurance.
• > 90-day receipts for travel – The university requires travelers to turn in receipts if requesting reimbursement within 90 days of their return.
• No pre-approval for travel – The university requires travelers to obtain supervisor approval before their trip occurs. This approval needs to come through eTravel (preferred) OR a business leave request which includes the total dollars.

Travel Info and Forms

Please contact your fiscal coordinator if you have any questions regarding eRequest, policies or procedures.