Purchasing Compliance Requirements

When purchasing goods and services for the University, the following requirements apply:

Campus Purchasing Restrictions

Only the Director of Purchasing, authorized buyers in Campus Purchasing or specified University departments may execute the purchases of:

  • Real estate and construction projects.
  • Services of independent consultants.
  • Legal services.
  • Debt service.
  • Any purchases in which payment terms exceed seven years.

Additionally, only the Director of Purchasing may authorize the purchase of:

  • Narcotics.
  • Dangerous prescription drugs.
  • Ethyl alcohol.
  • Radioactive or other hazardous materials.

Guidelines for Departmental Buyers

Buyers for individual campus departments have the authority to make purchases up to $5,000 without going through Campus Purchasing. Additionally, it is important to be aware of these guidelines:

  • The authority to purchase goods and services with a value under $5,000 does not provide the authority to issue, approve or execute contracts and licenses. 
  • Any person who makes unauthorized purchases shall be responsible for the payment of all charges incurred.
  • Purchases exceeding $5,000 must be conducted through the Campus Purchasing Department. The Campus Purchasing department must maintain documentation of solicitations made to vendors, vendor responses, sole-source justifications and the contracts awarded.
  • Goods and services for individuals or for non-University activities shall not be made using University credit, purchasing power or facilities. If purchased items appear to be of a personal nature, they must be properly documented.
  • When pooled purchase orders or commodity agreements exist, goods and services shall not be purchased from other sources, unless special delivery dates or unusual specifications preclude the use of these sources.
  • Purchases cannot restrict fair trade practices.
  • Contractors must pay laborers and mechanics they employ wages that are no less than the prevailing wage rate as defined by the Secretary of Labor. 
  • Unnecessary or redundant purchases must be avoided.