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Purchases of $1,000 or Less

If the amount of a purchase is $1,000 or less, it may be processed with one quotation (verbal, written, fax, Internet, or catalog) from the vendor however it is highly recommended that the department solicit at least two quotations where possible to realize potential savings, stewardship of state funds, and give equal opportunity to vendors to do business with Southwest Minnesota State University. Where desired, the Purchasing Office will obtain the quotations.


  1. Enter your purchase order request through PCS.
  2. Indicate in the memo any additional information purchasing staff would need to know in regards to this request, any quotes, forms or other documents that you may be sending to Purchasing as an attachment.
  3. Reference the purchase order number on your attachments and send them to pre-audit in Purchasing.
  4. Release your request to the Purchasing Department (050 status).
  5. The Purchasing Department will proceed with the processing of your order under MnSCU Purchasing guidelines.
  6. When your purchase order is approved and printed, it will be at 450 status (open purchase order.)
  7. Purchasing will send the Original printed purchase order to the Vendor or Responsible Person for the account. Duplicate (1) will be given to Accounts Payable, and Duplicate (2) goes the requesting department for their records.

**If you are ordering online, please indicate in the memo whether the PO should be mailed to the Vendor. In most cases, the PO is not mailed to avoid any duplicate ordering.


Questions related to Purchasing or Contracting should be directed to Christy Johnson, Purchasing Clerk, at extension 6215 or

Last Modified: 8/21/19 12:28 PM