TITLE: PURCHASING POLICY
MANUAL
POLICY NO: P-010
SUBMITTED BY: C. CONNER
APPROVED BY: D. SABEL
Effective Date: 06/07
Reviewed: 09/2013 Supersedes No: 03/84 Page No 1 of 2
I.
Purpose
To establish procedures for the maintenance and distribution of the policies and procedures relating to the purchasing functions.
II.
Responsibility
It is the responsibility of all who have been delegated the authority to commit
University funds through the purchasing function to adhere to University policies contained in this manual.
III.
Introduction
This manual has been prepared to provide information and direction to the various departments and campuses of the University. Its primary purpose is to communicate policies and give guidance to buying personnel, personnel assigned to the purchasing function, and others with delegated purchasing authority.
The manual will be revised and supplemented, as required, to meet new needs and conditions. An important part of this updating process depends on the constructive comments, information, and suggestions received from you, the users. Your comments are encouraged.
IV.
Definitions
Purchasing: Identification and recognition of the real needs for goods and services in all parts of the organization, and the assurance of satisfaction of those needs at the lowest possible cost, consistent with the best quality of goods required.
Purchasing reflects the multiple roles of:

Providing a service to the University community

Controlling costs to maximize the use of available funds

Assuring compliance with University policy and State and Federal statutes and regulations

Serving as the primary contact between the various functions of the
University and its suppliers

TITLE: PURCHASING POLICY
MANUAL
POLICY NO: P-010
SUBMITTED BY: C.CONNER
APPROVED BY: D. SABEL
Effective Date: 06/07
Reviewed: 09/2013 Supersedes No: 03/84 Page No 2 of 2
Policies: Policies, as referred to in this manual, are pre-decisions made by management for the purpose of giving information and direction. Policies establish basic philosophies and climate, and determine the major values upon which the purchasing functions must operate.
Procedures: Procedures are the prescribed means of accomplishing policy. Their intent is to provide University personnel with the guidelines and, where appropriate, the specific action sequences to insure uniformity, compliance and control of all policy-related activities.
V.
Purchasing objectives
The overall goal is to maintain, at all times and under all conditions, a continuous supply of goods and services necessary to support the University’s activities.
Purchasing Services gives prime consideration to the University’s interest while seeking to maintain and further long-term, ethical supplier relationships. Some segments of this responsibility are:
A.
INSURE uninterrupted University activity by obtaining and insuring delivery of acceptable quality of goods and services, at the right time and price.
B.
DEVELOP reliable alternative sources of supply to meet University requirements.
C.
COMPLY, in all respects, with University policies and with all applicable laws and provisions of sponsors’ contracts without qualification of evasion.
D.
PURCHASE materials and services for the University’s use at the maximum end-use value per dollar spent.
E.
RESOLVE complaints on all purchased goods and services.
F.
PROVIDE leadership in the standardization of materials, supplies, equipment, service and procedures.
G.
COOPERATE with University Stores in the management of inventories of purchased goods so as to meet the requirements of the University’s departments at the lowest possible cost.
VI.
Notification of Changes
--Buying Staff
--Internal Auditor
--University Stores
--Food Stores
--Regional Campuses