Purchasing Guidelines
Oklahoma State University
Tulsa Campuses
Oklahoma State University is bound by the policies set by the Oklahoma State University
Board of Regents and procedures set by the Oklahoma State University Purchasing
Department. The Purchasing Department in Tulsa shall coordinate all purchases for Tulsa
Campuses. Any questions or correspondence related to purchasing shall be routed through
the Tulsa Purchasing Department. While each department is responsible for complying
with Policies and Procedures, the Purchasing Department will assist in assuring that
compliance is maintained. The following information is meant to serve as a guideline to
help departments adhere to the above mentioned policies and procedures.
1
PURCHASING AUTHORITY:
1.1
University personnel who have been trained and issued a university procurement card,
hereinafter referred to as “ProCard”, are authorized to make individual purchases up to
$5,000 on their ProCard for university related business. All above referenced purchases
shall be in strict compliance with university policies, procedures and guidelines as they
relate to Purchasing and the ProCard.
1.2
The Director of Business Affairs for OSU in Tulsa has the authority to purchase all other
items for the Tulsa Campuses in strict compliance with all related policies and
procedures.
2
METHODS OF PURCHASING:
2.1
ProCard: A University ProCard should be used for all purchases less than $5,000
unless:
The vendor does not accept Master Card.
The vendor demands an up-charge for the use of the card. (Contact purchasing)
The purchase is not in compliance with policies, procedures and guidelines.
2.1.1
2.1.2
2.1.3
2.2
Requisitions: Any purchase that cannot be made on a ProCard should be submitted online to the purchasing department. Any back-up documentation for the requisition should
be submitted to the purchasing department with reference to the requisition number as
soon as the requisition has been entered
2.2.1 Examples of backup (includes but not limited to):
2..2.1.1 Quotes
2..2.1.2 Professional Service Affidavits
2..2.1.3 Non-Collusion Affidavits
2..2.1.4 Agreements
2..2.1.5 Contracts
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2..2.1.6
2..2.1.7
2..2.1.8
2..2.1.9
2..2.1.10
Registration forms
Sole Sources
Business Associate Agreement (HIPPA)
Specifications for items requiring formal solicitation
Renewal letters
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REQUISITION / PURCHASE ORDER PROCESS:
3.1
Requisition Entry: Authorized department personnel enter an electronic requisition
that is electronically routed for departmental approval and Vice Presidential approval if
required.
3.2
Requisition Processing: The requisition is matched with the appropriate back-up
paperwork submitted by the department and processed in compliance with purchasing
policies and procedures.
3.3
Purchase Order: The requisition is converted into a Purchase order, signed by the
Director of Business Affairs and the order is placed with the vendor.
3.4
Receiving Report: A copy of the purchase order is returned to department to hold until
the product and or services are received.
3.5
Invoices: Invoices are received centrally and routed to the appropriate department. The
department is responsible for matching the invoice to the appropriate receiving report,
approving payment as appropriate and returning both the invoice and the receiving report
to the Business Affairs Office to the attention of Accounts Payable. Invoices should
never be submitted with a requisition.
4
REQUIREMENTS FOR PURCHASES:
4.1
Purchase Orders: All University purchases that cannot be made with a ProCard will be
preceded by the issuance of a purchase order.
4.2
Contractual Authority: Contractual Authority for Oklahoma State University has been
delegated to the Director of Business Affairs for OSU operations in Tulsa. Departments
do not have the authority to sign contracts on behalf of OSU. All contracts must be
submitted to the Director of Business Affairs for review and execution along with a
funding requisition and or written request.
4.3
4.3.1
Requirements For Levels Of Purchases
Purchases between $5,000.01 to $35,000: Oklahoma Statutes and University
purchasing policy require the solicitation of formal competitive quotations for
acquisitions and contracts between $5,000.01 and $35,000. Departments must provide
Purchasing with specifications listing all critical elements.
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4.3.2
Purchases between $35,000.01 to $150,000: Oklahoma Statutes and University
purchasing policy require the solicitation of formal sealed competitive bids for
acquisitions and contracts between $35,000.01 and $150,000. Departments must
provide Purchasing with specifications listing all critical elements.
4..3.2.1 Purchasing is required to obtain additional signatures:
4..3.2.1.1 Campus President
4..3.2.1.2 OSU A&M System Vice President
4..3.2.1.3 OSU A&M System President (if $100,001 or more)
4.4
Purchases Exceeding $150,000: Oklahoma Statutes and University purchasing policy
require the solicitation of formal sealed competitive bids for acquisitions and contracts
which exceed $150,000. Departments must provide Purchasing with specifications
listing all critical elements.
4.4.1 Prior Board approval is required. - See 9.
4.4.2 Purchasing is required to obtain additional signatures:
4..4.2.1 Campus President
4..4.2.2 OSU A&M System Vice President
4..4.2.3 OSU A&M System President
4..4.2.4 Board approval
4.5
4.5.1
4.5.2
Lease of land or building space: Contact Purchasing.
Contracts must be reviewed and approved by the University Legal Counsel. The
contract is signed by the OSU A&M System President.
Oklahoma Statutes and University purchasing policy require prior Board approval if
contract exceeds $35,000 or is for more than 5 years.
4.6
4.6.1
Public improvement projects (construction/repair contracts): Contact Purchasing.
Oklahoma Statutes and University purchasing policy require public advertising and
formal sealed competitive bidding for projects exceeding $50,000.
4.7
4.7.1
Trade-Out Agreements: Contact Purchasing.
Oklahoma Statutes and University purchasing policy require appropriate documentation
and signatures.
4.8
Institutional Memberships: Institutional memberships are allowed. This membership
should be listed in the name of OSU and transferable if the member separates from the
University. An OSU Membership registration form (Membership Dues Form (DOC))
must be completed if the institutional membership is not clearly stated on the registration
form.
Individual memberships are prohibited. This is a personal membership and is exclusively
for applicant and is not transferable in the event of separation from OSU.
4.8.1
4.9
4.9.1
Retreats: Contact Purchasing.
A Retreat Request form must be completed, approved and submitted for consideration:
http://www.osu-tulsa.okstate.edu/ba/purchasing.asp
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SHIPPING AND RECEIVING: Ordering departments are responsible for the
inspection of all items to assure goods received are as specified and for contacting the
vendor for correction if necessary. Departments must ensure that Material Safety Data
Sheets are received on any items that require them. Contact the Safety Officer for
guidance. Departments must keep all packing information on orders. The ordering
department will conduct all negotiations for replacement of damaged goods. In the event
of an impasse, you can seek assistance from the Purchasing Department.
6
INVOICE PROCESSING: Departments that receive the invoice with the purchased
materials will approve the invoice for payment, attach it to the Receiving Report then
forward all to the OSU-Tulsa Accounts Payable Department for payment processing. If
the invoice is mailed directly from the vendor, the Accounts Payable Department will
immediately send it to the department for the approval process. It is extremely important
that invoices are not held up for payment unnecessarily. Therefore, if there is a problem
with any invoice, the department should consult the Accounts Payable Department for
further instructions.
7
RECEIVING REPORTS: A Receiving Report is sent to the appropriate department
once a requisition has been processed. This Receiving Report is your documentation
that the order has been placed. Once you have received the invoice for your order, sign
and date the original invoice if okay to pay and attach the invoice to the Receiving
Report and send it to the OSU-Tulsa Accounts Payable Office. BE SURE YOU KEEP
A COPY OF EVERYTHING YOU SEND TO THE BUSINESS OFFICE FOR
PROCESSING.
8
CAMPUS VENDOR INVOICES: All transactions for goods and/or services between
OSU departments are processed through the Campus Vendor System. The Campus
Vendor Invoice (CVI) is prepared by the department and submitted to the Accounting
Department for processing.
9
BOARD ITEMS: Board Amount: Formal approval is required for any purchase or
commitment that exceeds $150,000.00. These items must be given to the Purchasing
Department by the set deadline. The lease or purchase of land or building space also
requires advance approval.
9.1
Deadlines: Departments are notified by e-mail for each Board meeting deadline.
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VENDORS:
10.1
Credit Application: The State of Oklahoma does not allow state agencies to acquire
credit. Purchasing can set up direct billing accounts with vendors if needed. New vendor
account applications should be submitted to the Purchasing department for processing
and must be signed by the Director of Business Affairs.
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10.2
Vendor Relations: Departments are encouraged to seek information on products and
services from vendor representatives. They are a valuable source of information. The
Purchasing Department should also be advised of department needs to better assist in
locating vendors and developing a procurement plan.
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CONTRACTS:
11.1 OSU Contracts: http://www.osu-tulsa.okstate.edu/ba/contracts.asp
11.1.1 Computers: OSU has a very competitive contract for computers. Contact the I.T.
department to purchase computer equipment and software. ALL COMPUTER,
COMPUTER ACCESSORIES AND SOFTWARE PURCHASES MUST BE
APPROVED THROUGH THE I.T. DEPARTMENT.
11.1.2 Printers: Contact the I.T. department. THESE PURCHASES ALSO REQUIRE I.T.
APPROVAL.
11.1.3 Furniture: Contact the Purchasing Department if you are in need of any furniture. We
have access to the OU Furniture Shared Contract. This multi-vendor contract provides a
competitive discount for many furniture brands ranging in all price levels.
11.1.4 State Contracts: The State of Oklahoma provides contracts for a multitude of items.
These items can be ordered without having to go through a bidding process. Contact the
Purchasing Department for guidance.
11.1.5 Pagers: Contact the Central Services Department. http://www.osutulsa.okstate.edu/ba/central.asp
11.1.6 Copiers: Contact the Central Services Department. http://www.osutulsa.okstate.edu/ba/central.asp
11.1.7 Cell Phones: The Stillwater Telecom website provides cellular phone information:
http://telecom.okstate.edu/cell/
11.2 Prime Vendor Contracts:
11.2.1 Office Max: OSU has a contract with Office Max for office supplies and toner
cartridges. The contract provides ordering through the Internet. Desktop delivery is
provided daily for orders placed on the previous day. This contract is for supplies only.
Furniture and Equipment should be processed as a separate order either by ProCard or on
a requisition. Call Purchasing for guidance.
11.2.2 Wordcom Inc.: OSU contract for toner cartridges. Call Purchasing for guidance.
11.2.3 Physicians Sales & Services: OSU has a contract for medical supplies. Desktop
delivery is provided daily for orders placed the previous day. This contract is for
Medical Supplies only. Furniture or Equipment should be processed as a separate order
either by ProCard or on a requisition. Call Central Supply/Medical for guidance.
11.3
Yearly Contracts: The Purchasing office will assist you in planning for yearly renewal
of contracts. These contracts cover equipment leases, maintenance and contractual
services. Contact the Purchasing Department for guidance.
11.4
Service Contracts: All service contracts (maintenance and repair of equipment and
buildings) requiring vendors to perform work on campus must be approved through the
Purchasing Department. A Service Agreement must be completed and submitted to
purchasing with the vendors insurance verification attached. The vendor will be required
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to complete an Affidavit of Completion once the work has been completed. ALL
contracts must be signed by the Director of Business Affairs. Contact the Purchasing
Department for guidance.
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PURCHASING FORMS: All purchasing forms can be accessed on the Business
Affairs website at; http://www.osu-tulsa.okstate.edu/ba/purchasing.asp
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PURCHASING PERSONNEL:
Brandi Brown
Purchasing Coordinator
E-mail: brandi.brown@okstate.edu
918-594-8330
Scott Dipboye
Purchasing Coordinator
E-mail: scott.dipboye@okstate.edu
918-594-8204
Elaine Ribordy
Purchasing Assistant
E-Mail: elaine.ribordy@okstate.edu
918-594-8470
Debbie Keener
Purchasing Supervisor
E-Mail: debbie.keener@okstate.edu
918-594-8329
Kevin Holmes
Director of Business Affairs
E-mail: kevin.holmes@okstate.edu
918-594-8342
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