Chapter 14 policy manual revisions approved
The revision reflects an increase in the Office of Purchasing threshold from $500 to $5,000. The controlling statement now reads as follows:
All purchases of materials and contractual services in the amount of $5,000 or more will be made by the Office of Purchasing. This office also manages and controls the system for direct departmental purchases less than $5,000.
In addition, the following new paragraph was added to the policy:
SCT Banner:
All departments that wish to purchase goods or services with funds that are deposited in the state treasury, including research grants, will be required to use SCT Banner to submit requisitions to the Office of Purchasing. Department budget officers shall keep the director of purchasing informed as to who is responsible and authorized to submit requisitions on behalf of the department.
14.04 / Planning Major Purchases
Departments are asked to share their procurement plans with the Office of Purchasing. The controlling statement now reads as follows:
To ensure that regularly recurring or seasonal requirements are ordered on time, departments are encouraged to develop procurement planning calendars and share their procurement plans with the Office of Purchasing.
Additionally, it is no longer necessary for a budget adjustment form to accompany the purchase requisition.
14.05 / Specifications
The following new sentence was added to the policy under the heading, Preparing Specifications:
Specifications should be developed with the knowledge that a bid shall be awarded to the bidder who submits the lowest price for a good or service that meets the stated specifications with delivery within a time frame that meets the university's need and is reasonable for the particular industry under current market conditions.
14.08 / Ethical Conduct and Vendor Representatives
Departments are advised to always obtain multiple price quotes whenever possible. The controlling statement now reads as follows:
Departments should always contact more than one vendor whenever possible and be sure to provide each with exactly the same information to obtain multiple price quotes.
14.09 / Receiving, Inspection, and Acceptance of Merchandise
Three sentences were revised as follows (new language in italics):
Avoid moving crated or carton-packaged merchandise from the receiving area prior to detailed inspection and perform the detailed inspection as soon as possible after receipt of merchandise (within three to seven days).
Departments should closely analyze all freight invoices in comparison with the purchase order and price quote to determine their responsibility for payment.
Prepare an Invoice Control Document (ICD) to pay each original freight bill the University is obligated to pay, according to the terms of the purchase order.
14.11 / Transfer of Equipment
The opening sentence was revised as follows (new language in italics):
Transfer of equipment purchased by externally sponsored research projects to another college or university will be made only upon written approval by the provost and vice president for Academic Affairs and Research and a formal recommendation from the institution, including certification that:
14.13 / Independent Contractor (Relocated to Section 3.35)
Chapter 3, General Employment Policies, is a better location for a policy providing guidance relative to independent contractor status.
14.15 / Printing (Rescinded)
This policy was deemed redundant in view of the policy guidance provided by Section 15.03, Central Services Copy and Print Centers.
14.17 / Guidelines for Installment Purchases
Item 6 was added to the list of installment purchase requirements:
6. All applicable purchasing laws, regulations and policies must be followed.