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Policy and Procedure(Also located in the Faculty Handbook - IV-24 ) Purchasing Procedures The President, the Vice President for Business, Finance and Technology, and the Director of Purchasing have been delegated authority by the Board of Trustees to enter into agreements and commit University resources. 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. A. Purchase Requests For Purchases Greater Than $1,000 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 include the following:
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 will be secured. Individual departments may secure price quotes on items under purchase consideration. The requesting individual should indicate the companies and prices on the request, or as an attachment. Suggestions of good sources for price quotes are helpful and appreciated. Sufficient time to obtain prices and to place the order should be provided so that the shipment arrives when needed. All orders above $500.00 require a Purchase Order number. Purchasing may provide individual departments with a P.O. number as necessary. C. Small Orders A purchase request is not required for an order that costs less than $500.00 unless required by the vendor. The budget manager's signature and account number must be indicated on the invoice and sent to Accounts Payable. 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. Assistants and budget managers must be pre-approved and trained to take advantage of this service. Please contact Purchasing for details. E. Emergency Orders When necessary, a purchase request may be walked through prior to placing an order. The purchase request should be filled out completely, including required signatures, then carried to the Purchasing department where a purchase order will be given to the person or faxed/mailed to the vendor. 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 chargeable to the University must be accompanied with a purchase order signed by an authorized individual. Additional Information
The Purchasing department is responsible for ensuring that all documents bear the proper signature levels prior to order placement. Signature levels are determined by dollar value per Accounting department guidelines. We ask for your help and understanding in this important task. Funds Responsibility It is the responsibility of the requesting department that funds are in place prior to order placement. Purchasing will verify funding and offer assistance as needed. Small Purchase Limits As noted in the Procedures section, the small purchase delegation is $500. Exceptions to this amount may occur for pre-determined contractual arrangements such as OfficeMax office supplies ($500), and standing orders (as arranged). Contracts 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. |
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