Purchasing Methods and Spending Guideline
Approved faculty and staff can make purchases with departmental funds by using one of two methods: a Purchasing Card or a Purchase Request. The total amount of the order (including installation and shipping costs) dictates which method should be used. All goods and services purchased by the University must abide by these guidelines.
PCard (Restrictions apply; e.g., personal purchases, gasoline, alcohol. Review PCard policies & procedures for complete list.)
$0.01 - $2,000.00
For vendors who accept Visa, a PCard should be used to purchase orders totaling $2,000.00 or less. If a vendor does not accept a PCard, or adds a fee for use, please email the vendor's name, the contact person's name and phone number, and the commodity that was being purchased to firstname.lastname@example.org
Purchase Requests should be submitted to Procurement Services for any order totaling $2,000.01 or greater.
$2,000.01 - $2,500.00
No additional bids or quotes are required.
$2,500.01 - $5,000.00
One additional verbal competitive bid* (attached as a separate document) should be submitted with the Purchase Request for orders between $2,500.01 - $5,000.00.
$5,000.01 - $25,000.00
Two additional written competitive bids* (attached as separate documents) should be submitted with the Purchase Request for orders between $5,000.00 - $25,000.00.
Procurement Services must assist with all orders $25,000.01 and greater. Contact the Buyer that oversees the area for the commodity that you need to purchase.
* Note: If a department or person is not able to obtain additional competitive bids, Procurement Services will assist in acquiring these documents. Competitive bid exceptions may apply.
Purchase Requests are processed and submitted to vendors within two business days of receipt. Incomplete or incorrect requests can delay the overall processing time and will be returned to the requesting party to correct and resubmit. Please plan ahead: same day processing requests are not acceptable except under unique and very special circumstances.