Justification Form For After-The-Fact Purchases And Late Submittals
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2JUSTIFICATION FORM FOR “AFTER THE FACT” PURCHASES
AND/OR LATE SUBMITTALS
Unauthorized financial commitments require that any requisition submitted “after-the-fact” must
include a statement explaining and justifying the reason for the deviation in policy. This
explanation is to be initiated by the department and signed by the purchaser, the purchaser’s
supervisor, and the department’s Vice Chancellor.
JUSTIFICATION FORM FOR AFTER-THE-FACT PURCHASES AND LATE SUBMITTALS
Name of Purchaser: ________________________________________
Dept.: ___________________________________________________
Requisition No.: _____________
Amount: ___________________
Attach necessary supporting documents, including but not limited to, requisition, invoice, sole source justification,
Form 95, etc. The justification must address the following issues: 1) The circumstances surrounding the
commitment to include funds availability, reason for delays and commitments made. 2) The reasons why proper
procedures were not followed and why the violation occurred. 3) A description of the terms of the commitment,
when it arose, when performance ended, how the pricing was negotiated and evaluated (if over $2,500), and copies
of any relevant correspondence, documents, invoices, e-mails, etc, if available, that define the terms of the
commitment. 4) Whether all state and university procurement procedures were followed and whether all other
required approvals were obtained and an affirmation that the prices are fair and reasonable (if over $2,500). 5)
What corrective action is planned or taken to improve internal controls and prevent a recurrence by the
department/unit and the employees involved. 6) If similar violations have occurred in the past, please explain why
the corrective actions taken have not prevented the problem from recurring. (Attach additional page if needed)
Purchaser Signature: ________________________________
Date: _______________
Purchaser’s Supervisor: _____________________________
Date: _______________
Vice Chancellor Signature: ___________________________
Date: _______________
Fiscal Officer Signature: _____________________________
Date: _______________
_____ Approved
_____ Not Approved
Unauthorized/After-the-Fact purchases are purchase transactions that are either entered into by
an individual who is not authorized to contract on behalf of the University or who uses an
unauthorized procurement method. UH Administrative Procedures Manual A8.225, 2.
Unauthorized Purchases.
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