Responsible Office: Purchasing
Policy Administrator: VP for Finance and Administration
Scope: |Faculty |Staff

Approved By: President's Council

Approved Date: 11/1/2011

Effective Date: 11/1/2011

Category: Faculty and Staff

Description/Purpose:

Purchasing

Details:

The Purchasing department is located in the St. Joseph Service Center and serves the University Community by acquiring all necessary material, equipment, and services, in a timely, efficient, and cost effective manner. Purchasing furnishes information on prices, products, and procedures, and assigns orders to vendors, as well as maintains the status of open purchase orders and their expected delivery date(s). Everything shipped to the University requires a purchase order that is assigned by the Purchasing department.Purchasing is also responsible for the administration of the Purchasing (P-Card) system.The University has a Central Receiving warehouse on campus, located on the ground level behind St. Joseph Center. The Receiving area is responsible for the distribution of maintenance materials from the warehouse and assists Mail Services in shipping of goods. Receiving does not handle personal shipments. All unpacking and/or set up of furniture or equipment will be performed by the department receiving it, or a representative from the vendor in which the product was ordered.

Purchase Requisitions and Procedures

The following procedures govern the procurement of all materials, equipment, and services required by all departments:

1. Department directors requesting materials, equipment, and services should complete a purchase requisition (PR) located on the local web.
2. The Purchasing Department will prepare purchase orders for all materials, equipment, and services over the P-Card limit of the department making the purchas
3. The Purchasing Department will issue purchase orders after receiving a completed P The PR will be returned to the department with the date the order was processed. Upon receiving the goods in receiving, it will be delivered to the requesting department. No purchases will be made on a "Confirming Requisition" basis except in the case of an emergency.

Visit the local web for a complete P&P manual for Purchasing.

Approved by the Faculty Senate 1993, Revised 2007