370.2 Purchasing Policies and Procedures

Created by: Dana Trebing on 10/15/2004
Category: 3 - Finance and Administration; 70 - Purchasing/Supplies
Originator: Director of Administrative Services
Current File: 370.2
Adoption Date: 10/01/2004
Reviewed for Currency: 10/01/2004
Replaces File: 370.2
Date of Origin: 11/24/1986
In Archive? 1

370.2 Purchasing Policies and Procedures


A. Background

University purchasing philosophy and the organization of the purchasing function is set forth in File 370.1 of this manual. That entry specifies that the Director of Purchasing has the responsibility for University purchasing and is to provide appropriate specific purchasing policies and procedures necessary to cause the function to operate in an effective manner.


B. Policy

Individuals given purchasing authority as specified in File 370.1 are responsible for item specification, supplier contact, bidding and price negotiation, and purchase order origination, where necessary, for all purchases consistent with the guidelines indicated below.


C. Guidelines

1. There are two primary means of purchasing materials for the University, purchasing card (Pro-Card) and purchase orders.  Purchase orders should be utilized when Pro-Card use is restricted by the University, or when the card is not accepted by the supplier.

2. In the event that a purchase order is required, the purchaser will ensure that a purchase requisition is properly prepared, approved and processed for each purchase prior to the item being delivered or service being rendered.  The purchase order is a legal document which constitutes a contract between the University and a supplier.  The purchase orders will be generated in the Purchasing Department as specified by the requisition form.

3. A properly prepared purchase requisition should include adequate specification, catalog/part number of product, account number(s) to which the expense will be charged and signature of the budget unit head.  Supplier quote(s), documentation of verbal quote(s), and single/sole source justification where required, should be attached to the purchase requisition.

4. In the event of a need for an immediate purchase and the use of the Pro-Card is prohibited, the purchaser will contact the Purchasing Department for assistance.  No oral purchase order should be given prior to this contact.

5. Other than the exceptions noted later, the following thresholds apply to obatining competitive quotations:

6. Exceptions to the bidding requirements stipulated in paragraph five:

7. Preferred Suppliers are selected by the Purchasing Department for low cost, repetitively purchased items, such as office supplies, office chairs, and janitorial supplies.  The University also participates in E&I, ACS and other buying consortium contracts.  Departments are encouraged to utilize Preferred Suppliers and consortium contracts to obtain the best possible prices.

8. The purchase of safety and protective equipment should be coordinated between the purchaser's department head and the environmental health and safety coordinator. Emphasis will be placed on the inherent safety considerations used in the design and durability of each item. All machines and equipment purchased should be in conformance with federal and state Occupational Safety and Health regulations.

9. The arrangement of services modifying University building or structures on or off Furman campus will require approval from Furman's Facilities Services to ensure building codes are adhered to, risk insurance is provided for, and maintenance expense is kept at a minimum.

10. Departments are encouraged to purchase recycled and other environmentally preferable products whenever possible.

12. All other things being equal, the purchaser should do business with alumni, local businesses, and other individuals and businesses which support Furman.

13. The Budget Unit Head will maintain accurate records of departmental purchases to assure that expenditures remain within approved budgets.