(Also located in the Faculty Handbook - IV-24 )
The President, Senior Vice President for Business, Finance and Technology, and Director of Purchasing have been delegated authority by the Board of Trustees to enter into agreements and commit University resources (funds). Additionally, the Director of Purchasing has been assigned the authority to commit the University for the purchase of goods and services based upon properly documented requests and available funds. The Purchasing department is further responsible for securing quality material and services at the best overall value. The procurement of goods and services may be accomplished through the contracting process for the fulfillment of departmental and University needs.
1. The purchasing procedure is initiated by executing a purchase request. To facilitate the processing of requests and to give the best possible service, please fill out the purchase request form completely and attach a copy of the vendor quote.
2. Original must be sent to the Purchasing department.
3. A copy should be retained for files.
4. Separate requests should be provided when items are to be ordered from different supply sources (vendors).
5. Requests should be submitted with sufficient time to obtain price quotations and place orders without causing undue delay. Please provide as much lead-time as possible.
6. To duplicate a purchase, the previous order (PO#) should be referenced.
7. Use of the downloadable purchase request document is encouraged. This method provides a clearer reference copy and reduces delays due to unrecognizable handwriting.
B. Competitive Buying
Whenever possible, competitive quotes from vendors handling the same or similar goods and services should be secured. Individual departments may obtain price quotes on items under purchase consideration. The requesting individual should indicate the company and price(s) on the request and attachment a copy of the quote. Sufficient time to obtain prices and to place the order should be provided so that the shipment arrives when needed. All orders above $1,000.00 require a Purchase Order number.
C. Small Orders
A purchase request is not required for an order that costs less than $1,000.00 unless required by the vendor. The budget manager's signature and account number must be indicated on the invoice and sent to Accounts Payable. Orders of less than $1,000 can also be purchased using your P-Card. If you do not have a P-Card and require one, please complete the P-Card Request Form, obtain all requires approvals and send the form to the Purchasing Office at 2950 Campus Box.
D. Office Supplies
The University office supply contract provides an efficient method of ordering without leaving your desk. Office supplies are available from OfficeMax via online ordering. Program assistants and budget managers must be pre-approved and trained to take advantage of this service. OfficeMax offers next day (Tuesday - Friday) desktop delivery on most items. Please contact Purchasing for details. Click here to access the OfficeMax ordering site.
E. Emergency Orders
F. Receiving Shipments
The department receiving merchandise is responsible for promptly unpacking and inspecting its contents. Discrepancies, shortages and damages must be noted on the freight bill and reported promptly to the Purchasing department.
In order for invoices to be paid promptly, the receiving report (green copy of the purchase order) must be signed, dated and returned to the Accounts Payable office as soon as the material or service has been received.
G. Unauthorized Purchases
No one has the authority to enter into purchase contracts or in any way obligate Elon University for procurement indebtedness unless specifically authorized to do so by the President or Vice-President for Business, Finance and Technology. Any such negotiations are considered unauthorized purchases and the individual may encounter a personal obligation to the vendor. Firms ordinarily doing business with the University are aware of this policy and are advised that all purchases of $1,000 or more, chargeable to the University, must have a purchase order number assigned to it.
Temporary Signature Authority
If you have been given temporary signature authority, it must be in writing and a copy must be attached to all documents you are signing.
It is the responsibility of the requesting department to endure that there are sufficient funds in place prior to submiting a purchase request for order placement. Purchasing will verify funding prior to creating a purchase order. If there are not sufficient funds in the account to cover the cost of the order, the purchase requisition will be returned to the originator.
Small Purchase Limits
As noted in the Procedures section, the small dollar purchase delegation is less than $1,000. Exceptions to this amount may occur for pre-determined contractual arrangements such as OfficeMax office supplies.
The University enters into contractual arrangements to provide overall value for the entire campus. Generally, contracts ensure a clear understanding of the arrangement as well as favorable pricing. By establishing clear guidelines, we realize further savings through streamlined efforts.