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Purchasing Methods and Spending Guidelines

Approved faculty and staff can make purchases with departmental funds by using one of two methods: a Purchasing Card (up to the level of your PCard – typically $4,999.99) or through Smart Source. 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.  Requests to purchase should be submitted via Drexel Smart Source for any order where the vendor does not accept PCard regardless of the amount.

PCard (Restrictions apply; e.g., personal purchases, gasoline, alcohol.  Review PCard policies & procedures for complete list.)

$0.01 - $4,999.99

For vendors who accept Visa, a PCard should be used to purchase orders totaling $4,999.99 or less.

Purchase Request

Up to $4,999.99 - No Bids Required

$5,000.00 - $24,999.99 – Informal bid process; best effort to get three (3) quotes or bids

$25,000 > formal bid process conducted by Procurement Services


* 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; use the Sole Source Form in Smart Source to proceed with those requests.

Requests to Purchase are processed and submitted to vendors within two business days of receipt. Incomplete or incorrect RTPs will delay the overall processing time and will be returned to the requester to correct and resubmit. Please plan ahead: same day processing of RTPs is not acceptable except under unique and very special circumstances.