Purchasing Policies Manual

TABLE OF CONTENTS

I. UNIVERSITY ORGANIZATION FOR PROCUREMENT

• 1.1 Delegation of Procurement Authority and Applicability of University Purchasing Policies
• 1.2 General Acquisition and Violation Procedures
• 1.3 Gifts and Gratuities
• 1.4 Conflict of Interest

II. PLANNING AND REQUISITION PREPARATION BY UNIVERSITY DEPARTMENTS

• 2.1 Uniform Policies Regardless of Fund Source
• 2.2 Purchase Requisition
• 2.3 Tracking a Requisition
• 2.4 Expenditures Near Termination of a Budget Period
• 2.5 Subscription Payments

III. THE PURCHASE ORDER

• 3.1 Purchase Order
• 3.2 Purchases Requiring Prepayment
• 3.3 Small Dollar Expenditures

IV. SUPPLIER SELECTION AND SOLICITATIONS

• 4.1 Contact with Sales Representatives
• 4.2 Selection of Vendors
• 4.3 Small Business Utilization Program
• 4.4 Exceptions to Competitive Solicitations
• 4.5 Request for Bids (RFB)/Request for Proposal (RFP)
• 4.6 Specifications and Supply Sources
• 4.7 Federal Pre-Award Certifications
• 4.8 Sole Source
• 4.9 Price Analysis
• 4.10 Subcontracts
• 4.11 Insurance
• 4.12 Lease and Lease Purchase
• 4.13 Contracts
• 4.14 University Wide Contracts & Strategic Alliances
• 4.15 Legal Workers Pre-Award Certification
• 4.16 Green Purchasing

V. SPECIAL RESPONSIBILITIES OF UNIVERSITY DEPARTMENTS

• 5.1 Cancellation or Modification of Orders
• 5.2 Inspection of Items Received by Departments
• 5.3 Mistakes in Shipping by Vendor
• 5.4 Damages and/or Shortages/Overages
• 5.5 Returns for Credit or Mistakes in Ordering

VI. SPECIAL PROCUREMENT POLICIES

• 6.1 U.S. Customs Procedures
• 6.2 Disposition of Surplus Property
• 6.3 Emergency Orders
• 6.4 Catering Orders
• 6.5 Government Excess and Surplus Property
• 6.6 Ethyl Alcohol
• 6.7 Narcotics
• 6.8 Prescription Drugs
• 6.9 Printing Procurement
• 6.10 Radioactive Material
• 6.11 Office Machine Maintenance and Repair
• 6.12 Purchasing Card
• 6.13 General Stores
• 6.14 Transaction Privilege Tax
• 6.15 Use Tax
• 6.16 Telephones and Cellphones/Wireless Services
• 6.17 Travel and Charter Service
• 6.18 Purchase of Office Furniture
• 6.19 Federal Reporting
• 6.20 Purchase of Used Vehicles