How to Buy Goods

How to ... Buy Goods?

Generally, purchases under $5,000 may be made directly by departments via p-cards, while purchases for $5,000 or more must be made by Procurement.

• If under $5,000, a department must still obtain approval from Procurement, unless the purchase is from a university contract (ex. AlphaGraphics) or statewide contract. (P-Card Administrator/Coordinator reviews prior-periods p-card data to determine whether a product or service must be purchased through a competitive solicitation.)

• • Note: When a single item will cost $3,000 or more, a purchase order must be used. These are fixed assets and cannot be paid with a P-Card; fixed assets may sometimes be more than a single item, as when component parts are sold separately (e.g., an AV projector and lenses).

• If the desired purchase is $5,000 or more, please provide detailed specifications and create requisition in PeopleSoft.

Other Approvals

• IT hardware and software purchases require approvals from IT. Jeff Delaney should be added as an additional approval to all related e-requisitions.

• Purchases of chemicals and hazardous or toxic substances require notification of Safety & Quality Control Manager (Randall Lowery).

• If you plan to order merchandise or printed materials that incorporate university logos, service marks or other university-related design elements, please contact the Athletic Director prior to selecting a vendor to insure the vendor you contact is a licensee of SMA.

• For purchases involving the installation of fixtures or permanent changes to buildings or university grounds, please contact Plant Operations prior to creating requisition.

• For matters pertaining to purchases made pursuant to grants such as allowable costs, conflict of interest questions or compliance with regulations, please visit the The Grants and Contracts website.

Purchasing Methods

P-Card

• The most convenient way to buy goods and one-time services less than $5,000

• Restrictions apply - please see P-Card Procedures Manual for more information.

• For in-store purchases, please print and bring the Tax Exemption Form to the store.

Note: When a single item will cost $3,000 or more, a purchase order must be used. These are fixed assets and cannot be paid with a P-Card; fixed assets may sometimes be more than a single item, as when component parts are sold separately.

Purchase Order

• Procurement will create a purchase order and send to a vendor per requisition specifications

• Vendor will supply the needed goods

Payment

• The invoice should be mailed to Accounts Payable and per receipt verification a check will be issued for payment of goods