Purchasing
General Guidelines: There are two main forms of purchasing: internal purchases, such as Health Center Stores or the Bookstore, and external purchases from outside vendors. University Purchasing has the sole authority to purchase items on behalf of the department. There should be no negotiating between an employee and an outside vendor.
All equipment purchases (OCO items) must have prior approval from the Department Chairman unless they are being purchased from a grant account, in which case, the Principal Investigator must approve the request.
Purchases over $15,000.00 require a competitive bid or a sole source statement indicating why the product is available from only one vendor or manufacturer.
Purchases over $1,000.00 require a written price quotation.
PROCEDURE FOR MAKING A PURCHASE
Blanket Orders for Expense Items: At the beginning of each fiscal year the department establishes blanket purchase orders with both internal and external vendors to cover frequent purchases of expendable items. One can receive the blanket purchase order number from the fiscal office and all receipts should be turned into the fiscal office as soon as possible. Capital equipment cannot be purchased on blanket purchase orders.
Regular Orders for Expense Item: The purchasing procedure should begin by sending an email which gives a complete description of the items, quantities and prices to Marilyn Blackwell. Please keep in mind that it takes about a week for a vendor to receive a University purchase order.
Capital Equipment Purchases: All items with a useful life of at least one year and a cost of over $1,000.00, with the exception of software, are considered to be Operating Capital Outlay (OCO). An email request of the items and quantities desired, along with a written price quote should be submitted to Marilyn Blackwell. Please allow a week for the vendor to receive the purchase order.
Receipt of Equipment and Supplies: Equipment and supplies will be delivered to room M509 MSB. All packing slips and all purchasing questions should be addressed to Marilyn.
