Purchasing Procedures

The Purchasing department conducts the purchasing function in accordance with the ethical practices of the purchasing profession and makes decisions that result in the best net value for the university (net value includes several factors: timely delivery, service, quality price, etc.). Requesting departments should specify what is needed in enough detail and clarity so that Purchasing and the vendor(s) have no question as to what is wanted. Purchasing will give assistance in writing specifications, if requested.

All department proposals and contracts processed through the purchasing system must be reviewed by Purchasing prior to processing a purchase order to a vendor. No final commitments should be made by department personnel on the terms, scope of work, and pricing of the contract without prior involvement and communication with Purchasing. After the fact purchases that do not comply with the process of the purchasing cycle (purchase requisition, purchase order, receiving, invoicing, and payables), will be reviewed on a case by case basis to determine if the requestor had a valid reason in not following purchasing procedures. Verbal communications will be made to educate the requestor about following procedures and written violation letters will be sent if it is determined that the requestor’s order was done intentionally to circumvent the purchasing cycle.