Purchasing Manual
1.0 Introduction to the Purchasing Function
1.1 - About This Manual
1.2 - Who Should Read This Manual
1.3 - Overview of Purchasing at the University
1.4 - Definitions
1.5 - Contacts
2.0 General Policies on Ethics, Conflicts of Interest and Gifts
2.1 - Ethical Guidelines
2.2 - Conflict of Interest and Buying Ethics
2.3 - Anti-Kickback Clause
3.0 University and Purchasing Policies and Guidelines
3.1 - General Policy Statement
3.2 - External Funding Regulations and Guidelines
3.3 - Developing and Writing Specifications, Statements of Work (SOW) and
Bids for Services
3.4 - Competitive Bidding and the Purchasing Checklist & Bid Summary Form
3.5 - University Procurement Card Program
3.6 - Policy Statement on University Environmental Sustainability Initiatives
3.7 - Policy Statement on Using Small, Disadvantaged, Woman-owned,
Veteran-owned, Service Disabled Veteran-owed and HUBZone Businesses
4.0 Supplier Selection
4.1 - Bid Solicitation
4.2 - Supplier Qualification
4.3 - Supplier Suspension/Removal from Bidder's Lists
4.4 - Evaluation of Non Pre-Qualified Supplier Offers and Negotiating With Non
Pre-Qualified Suppliers
5.0 Purchasing Options and Services
5.1 - Creating Purchase Requisitions
5.2 - Making a Purchase with a Purchase Order
5.3 - No Charge PO for Equipment Evaluation or Supplier Loaned Equipment
5.4 - Written Agreements & Contracts (License, Leases, Hotel/Conference
Facilities)
5.5 - Deliveries
5.6 - Concealed Damage
5.7 - Invoice Processing and Credit Memos
5.8 - Prompt Payment Discounts
5.9 - Purchasing Responsibilities by Organization
5.10 - Supplier Performance
6.0 Restricted Purchases
6.1 - Carpeting and Furniture
6.2 - Copiers
6.3 - Equipment Leases
6.4 - Insurance
6.5 - Legal Services
6.6 - Externally Funded Purchases
6.7 - Trademark Licensing
6.8 - Bottled Water
7.0 Forms
1.0 Introduction to the Purchasing Function
1.1 - About This Manual
1.2 - Who Should Read This Manual
1.3 - Overview of Purchasing at the University
1.4 - Definitions
1.5 - Contacts
2.0 General Policies on Ethics, Conflicts of Interest and Gifts
2.1 - Ethical Guidelines
2.2 - Conflict of Interest and Buying Ethics
2.3 - Anti-Kickback Clause
3.0 University and Purchasing Policies and Guidelines
3.1 - General Policy Statement
3.2 - External Funding Regulations and Guidelines
3.3 - Developing and Writing Specifications, Statements of Work (SOW) and
Bids for Services
3.4 - Competitive Bidding and the Purchasing Checklist & Bid Summary Form
3.5 - University Procurement Card Program
3.6 - Policy Statement on University Environmental Sustainability Initiatives
3.7 - Policy Statement on Using Small, Disadvantaged, Woman-owned,
Veteran-owned, Service Disabled Veteran-owed and HUBZone Businesses
4.0 Supplier Selection
4.1 - Bid Solicitation
4.2 - Supplier Qualification
4.3 - Supplier Suspension/Removal from Bidder's Lists
4.4 - Evaluation of Non Pre-Qualified Supplier Offers and Negotiating With Non
Pre-Qualified Suppliers
5.0 Purchasing Options and Services
5.1 - Creating Purchase Requisitions
5.2 - Making a Purchase with a Purchase Order
5.3 - No Charge PO for Equipment Evaluation or Supplier Loaned Equipment
5.4 - Written Agreements & Contracts (License, Leases, Hotel/Conference
Facilities)
5.5 - Deliveries
5.6 - Concealed Damage
5.7 - Invoice Processing and Credit Memos
5.8 - Prompt Payment Discounts
5.9 - Purchasing Responsibilities by Organization
5.10 - Supplier Performance
6.0 Restricted Purchases
6.1 - Carpeting and Furniture
6.2 - Copiers
6.3 - Equipment Leases
6.4 - Insurance
6.5 - Legal Services
6.6 - Externally Funded Purchases
6.7 - Trademark Licensing
6.8 - Bottled Water
7.0 Forms