Changes to a Purchase Order:

Supply Chain will contact the Supplier to discuss the

Changes to a PO already
submitted and accepted by a
Supplier:
requested changes.
The IRC may be liable for any irrecoverable costs incurred by
the Supplier related to the requested change. Any charges
will have to be approved by the requesting IRC staff member
prior to Supply Chain confirming the additional cost with the
Supplier.
All change requests must go through Supply Chain.

Requests for cancellation of a PO will be made in writing by

the requesting IRC staff member and submitted to Supply
Chain.
Requests for cancellation will include: the PR number and
the reason for the cancellation request. Supply Chain will
Cancellation of a PO already
then contact the Supplier in writing to request the
submitted and accepted by a
cancellation.
Supplier:
Any cancellation charges will have to be approved by the
requesting IRC staff member prior to Supply Chain
confirming the additional cost with the Supplier.
Under no circumstances should the IRC staff member
requesting the change contact the Supplier directly.

5.8 Delivery Report (DR) and Certificate of Completion

The Delivery Report form (Appendix P7) documents that the IRC has actually received what
it has ordered. The person delivering (Supplier) and the person receiving the goods (IRC)
must sign the document.

Staff members should be specifically designated to receive goods on behalf of the IRC.
These personnel should not be involved in the procurement process. In the case of limited
Supply Chain staff members, program or admin staff can be designated to receive goods.

For services (professional or non-professional), the Certificate of Completion (Appendix P8)

should be used. Payment will be released only after certification by staff member supervising
project, based on the Statement of Work included in the contract.

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