Which organization is paying for this purchase (organization whose budget will be charged for the purchase)?
Do I have to submit this form for every purchase request?
Yes, you have to submit this form for every request.
However, you can have multiple invoices covered by one purchase request form. For instance, you plan to spend $100 every month on phone charges for the year from the same vendor. You can send a purchase request for $1,200 ($100 per month x 12 months in the fiscal year) which IT Finance will consider approval for the 12 months of invoices.
What if I'm not sure what to put in every field?
The purpose of this form is to capture information needed to process the request. Here are some tips that might help:
Do I need approval on every purchase request even if I'm ordering a small value item?
Yes, all purchase requests need approval from the appropriate manager. All submissions to IT Finance will automatically include the approving manager.
The box at the bottom of the forms says the form is incomplete - HELP!
If you are still experiencing issues, email IT_Finance@hms.harvard.edu directly for assistance.
The form is complete - where do I submit other materials?
You can upload 3 files directly with this form. If you cannot do so or require additional files to complete your request send them to IT_Finance@hms.harvard.edu via regular email.
When should I expect my purchase order or payment request from IT Finance?
Please allow for up to 7 business days to receive approval on your purchase request and purchase order documents. If additional time is required for processing, IT Finance will notify the requester and approving manager as soon as possible.
Where can I find my purchase order or payment request from IT Finance?
Once the purchase request has been approved, IT Finance will send an email notification to the requester with the final purchase request form and (if applicable) the purchase order. Shared folders have also been created for every organization. Approved purchase request forms and purchaser order/invoices will be the stored (by IT Finance) in the shared folders.