Guidelines

410

410.1 Office supplies. The state of Arkansas has extensive procedures for purchasing. Many items are on the state contracts. Contact the Office of Financial Services for current information.

(a)Office supplies may be obtained from the University Bookstore.

(b)Office supplies can also be obtained directly from the state contracted vendor. Information on office supplies can be obtained from the Office of Financial Services.

410.2 Other purchases. For all other purchases (supplies, services, or other items including software or software licenses), submit a purchase order to the Office of Financial Services for approval before any item is ordered. Purchase order forms must include:

1. Date of purchase order

2. Department and account number to be charged (If account number listed does not have adequate funds to cover the expenditure, the purchase order will be returned with a memo requesting a budget adjustment.)

3. Quantity and description of items requested

4. Unit cost and total cost

5. Name and correct address of vendor from which the purchase is to be made

6. For purchases up to $500 a signature up to the dean or director is required. For purchases from $501-$2,500 a signature up to the vice president is required. For purchases over $2,500 the president’s signature is required.

7. Exceptions to #6: President’s approval is required for purchases over $1,000 for the Physical Plant. The Physical Plant director signs for purchases up to $1000. President’s approval is required for purchases over $500 for Athletics. The Director of Athletics signs for purchases up to $500.

8. FOB point (for freight cost determination).

410.3 Bidding requirement limits on purchasing authority

(a) Purchases costing $ 2,500 to $25,000 must include a quote bid from at least three vendors. Catalogs may be used for quoting prices. The quote sheet is to be submitted with purchase order requests. Quote sheets may be obtained in the Office of Financial Services. Quotes of $ 2,500 to $25,000 should be in written form from the vendor to prohibit changes in prices.

(b) Purchases of $25,000 or more must be submitted to the Office of Financial Services along with specifications for the items requested and suggested vendors. The Office of Financial Services will bid these purchases and request approval of the bid results from the person submitting the request.

(c) Any item on a mandatory state contract must be purchased from the chosen vendor.

(d) Computer related purchase orders (hardware or software) must be reviewed by the University’s Department of Technology Services and approved by the Vice President of Academic Affairs before submission to the Office of Financial Services.

(e) Printing requests must be submitted to the Communication Center for approval before an order can be submitted. All printing must be bid.

(f) Equipment to be connected to building utilities and/or installed by the Physical Plant must be reviewed for utility compatibility, energy efficiency, code compliance, etc. The Physical Plant can provide additional information.

(g) Before any technology purchase may be authorized or approved, the vendor must certify that the item being purchased is capable, either by virtue of features included within the technology or because it is readily adaptable by use of other technology that the technology is accessible by a person with visual impairments. Each department is required to attach this certification to their purchase order request that is submitted for approval.

410.4 Other Requirements/Recommendations

(a) Some purchases may require a contract with a vendor or provider of services. If so, the contract must be signed by the president. This includes software licenses. Contract routing approval forms are available from the Vice President of Administration and Finance.

(b) Flowers can be purchased for official functions but not for office or personal use. Only the president can designate official functions.

(c) Award plaques, prizes, etc., can be purchased for students but not faculty or staff members. The SAU Foundation, with the president’s approval, may purchase awards for faculty and staff.

(d) Purchases under $ 2,500 do not require bids, but comparison shopping is desirable.

(e) Invoices must be charged to Southern Arkansas University, Magnolia, and submitted to the Office of Financial Services with the gold copy of the purchase order signed to indicate department approval to pay for listed items.

(f) The following policy applies to items ordered before a purchase order number is issued: 1st violation: The individual will receive a letter from the Office of Financial Services warning the individual of an illegal purchase. 2nd violation: The individual will receive a letter stating that the University will no longer pay invoices for non-approved purchases. The individuals’ vice president will be notified. A letter will be sent to the vendor. 3rd violation: The invoice will be rejected for payment and a letter will be sent to the vendor stating payment must be recovered from the individual.

(g) All student group meals and other approved group meals must be purchased from SAU’s contracted food service vendor if occurring during normal operating house, unless written prior approval is obtained from the food service vendor.