<\/p>\n
General Purchasing Guidelines<\/b><\/p>\n
Policy 410<\/b><\/p>\n
410.1<\/b> Office supplies<\/b>. The state of Arkansas has extensive procedures for purchasing. Many items are on the state contracts. Contact the Office of Purchasing for current information.<\/p>\n
(a) Office supplies may be purchased:<\/span><\/b><\/p>\n 1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Directly from the state contracted vendor, currently Goddess Products, Inc.<\/p>\n www.goddessproductsinc.com\/arkansas.html<\/a>.<\/p>\n 2.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 From the University Bookstore.<\/p>\n 3.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Additional information on office supplies can be obtained from the Office of Purchasing at 4017.<\/p>\n 410.2 Other purchases<\/b>.<\/p>\n For all other purchases (supplies, services, or other items including software or software licenses), submit an electronic purchase order through the DPS purchasing system <\/b>for approval before any item is ordered.<\/p>\n Purchase requisition forms must include<\/b>:<\/p>\n 1. Date of purchase request.<\/p>\n 2. Department and account number to be charged.<\/p>\n 3. Quantity and description of items requested.<\/p>\n 4. Unit cost and total cost.<\/p>\n 5. Name and correct address of vendor from which the purchase is to be made.<\/p>\n The DPS system will forward the purchase requisition to the appropriate approver.<\/p>\n 410.3 Bidding requirement limits on purchasing authority<\/b><\/p>\n (a)<\/span><\/b> Purchases costing less than $20,000<\/b><\/span> should be purchased using comparative shopping to obtain the best price for the University<\/p>\n 1. Purchases costing $20,000 to $74,999.99 must follow competitive bidding procedures<\/p>\n Catalogs and or internet searches may be used for quoting prices.<\/p>\n (b)<\/span><\/b> Purchases of $75,000<\/b> or more <\/b><\/span>require formal sealed bids.\u00a0 Specifications must be submitted to the Office of Purchasing for the items requested along with suggested vendors. Please include the actual and e-mail address of each vendor.<\/p>\n The Office of Purchasing will advertise and bid these purchases, and request approval of the bid results from the person submitting the request.<\/p>\n (c) Any item on a mandatory state contract<\/b> must be purchased from the state chosen vendor.\u00a0 A complete list of vendors can be found at https:\/\/www.dfa.arkansas.gov\/state-contracts<\/a>.<\/p>\n (d) Computer related purchase orders<\/span><\/b> (hardware or software) must be reviewed by the University\u2019s Department of Technology Services and approved before submission to the Office of Purchasing.<\/p>\n 1.\u00a0 When submitting a purchase request for technology, an X must be placed in the Technology Purchases box in order to route the purchase request to Technology Services for approval.<\/p>\n 2. 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.<\/p>\n (e) Printing requests must be submitted<\/span><\/b> to the Communication Center, prior to processing through DPS, for approval before a purchase request can be submitted. All printing must be bid<\/span><\/b>.<\/p>\n (f) Equipment to be connected to building utilities and\/or installed by the Physical Plant<\/span><\/b> must have approval by the Physical Plant prior to purchase.<\/p>\n 410.4 Other Requirements\/Recommendations<\/b><\/p>\n (a) Some purchases may require a contract<\/span><\/b> with a vendor or provider of services. If so, the contract must be approved by the president.<\/p>\n (b) Flowers can be purchased for official functions<\/span><\/b> but not for office or personal use. The president must designate official functions prior to processing a purchase request.<\/p>\n (c) Award plaques, prizes, etc., can be purchased for students but not faculty or staff members<\/span><\/b>. The SAU Foundation, with the president\u2019s approval, may purchase awards for faculty and staff.<\/p>\n (d)<\/b> Invoices must be charged to Southern Arkansas University<\/span><\/b>, Magnolia, and submitted to the Accounts Payable Department with a copy of the signed purchase order indicate:<\/p>\n (e)<\/b> The following policy applies to items ordered before a purchase order number is issued<\/span><\/b>:<\/p>\n 1st violation: The individual will receive a letter from the Office of Purchasing warning the individual of an unapproved purchase.<\/p>\n 2nd violation: The individual will receive a letter stating that the University will no longer pay invoices for non-approved purchases. The individuals\u2019 vice president will be notified. A letter will be sent to the vendor, explaining the purchasing requirements.<\/p>\n 3rd violation: The invoice will be rejected for payment and a letter will be sent to the vendor to inform them that they must seek payment\u00a0 from the individual.\u00a0 A copy of the letter will be placed in the employee\u2019s personnel file.<\/p>\n (f)<\/b> All student group meals and other approved group meals<\/span><\/b> must be purchased from SAU\u2019s contracted food service vendor if occurring during normal operating house, unless written prior approval is obtained from the food service vendor.<\/p>\n Modified: Effective May 24, 2017 <\/b><\/p>\n","protected":false},"excerpt":{"rendered":" General Purchasing Guidelines Policy 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 Purchasing for current information. (a) Office supplies may be purchased: 1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Directly from the state contracted vendor, currently Goddess Products, Inc. \u00a0To order online from Office… Read More<\/a><\/p>\n","protected":false},"author":16,"featured_media":0,"parent":5,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-27","page","type-page","status-publish","entry"],"_links":{"self":[{"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/pages\/27","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/users\/16"}],"replies":[{"embeddable":true,"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/comments?post=27"}],"version-history":[{"count":0,"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/pages\/27\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/pages\/5"}],"wp:attachment":[{"href":"https:\/\/web.saumag.edu\/financial-services\/wp-json\/wp\/v2\/media?parent=27"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}\n
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