370.1 University Purchasing

370.1 University Purchasing

A. Background

The mission of an institution are supported by a purchasing process that provides faculty, staff, and students with the necessary supplies, equipment, and services. The primary purpose of a purchasing system is to identify sources of materials and services and to select and acquire the materials and services as economically as possible within accepted standards of quality and service. The complexity of an institution and its purchasing volume influence the degree of sophistication of an institution's purchasing techniques but centralized purchasing authority should be present to provide a focal point for purchasing guidance and to ensure that the institution acts in a consistent and prudent manner in its purchasing activities.

B. Policy

Purchasing for the University is a responsibility of the Director of Purchasing. In view of the size of the institution, many of the responsibilities of purchasing will be fulfilled by individuals in major operating units of the University operating under the specific purchasing policies and procedures established by the Director of Purchasing.

C. Guidelines

1. The Director of Purchasing will establish criteria for selection of vendors, bidding procedures, and other operating policies and will conduct periodic audits of purchasing operations to ensure that the established procedures are being followed.

2. In order that the purchasing function may be effectively and economically accomplished, certain purchases will originate with departments indicated. In those departments where frequent and repetitive purchases are made, the normal practice will be to assign the purchasing responsibility to individuals who can develop a purchasing expertise for the department. Execution of the binding University purchase order will be accomplished by the Director of Purchasing when satisfied that proper purchasing procedures have been followed.

3.

Items to be purchased	Responsible Department
Plant maintenance materials	Facilities Services
Building modification or additions	Facilities Services
Library books and periodicals	Library
Textbooks/materials for resale	University Store
Golf equipment/supplies for resale	Golf Course
Printing	Printing Services
Computer software/hardware	Computing and Information Services
Telecommunications equipment/services	Computing and Information Services
Multimedia Equipment	Computing and Information Services

4. Specific purchasing policies and procedures are contained in a separate entry to the Policies and Procedures Manual under the title of Purchasing Policies and Procedures, File 370.2. See also Faculty Purchasing, File 187.3.

5. All questions regarding purchasing should be directed to the Director of Purchasing.

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