After-the-Fact Purchase Orders

The After-The-Fact PO form is submitted in BearBuy to request payment of an invoice for goods/services only when a purchase order (PO) was not previously created for the purchase and the transaction doesn’t fit the limited scope of the Payment Request form.

An after-the-fact purchase, called an "unauthorized purchase" per University of California policy Bus 43, is a procurement that has been committed to the vendor without proper authorization. Per University of California policy BUS-43: “An individual who has not been delegated purchasing authority who makes an unauthorized purchase of goods or services shall be responsible for payment of the charges incurred.” Unauthorized purchases are against policy and will be tracked for reporting purposes.

After-the-fact transactions should be submitted in BearBuy with justifications for the purchase, an action plan outlining how this will be avoided in the future, as well as departmental approval signatures.


  • Note: Please submit only one invoice per cart to ensure proper processing of the payment.

Frequently Asked Questions


Note: This form replaces the majority of transactions that utilized the Payment Request form, effective March 1, 2016.


Last Updated: December 2022