Purchases from University Facilities

Policy 509.12

Introduction

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Scope

Definitions

Definition phrase or word

Definition summary

Policy and Procedure Statements

Central Warehouse Purchases

All purchases of supplies and equipment from the Central Warehouse are requested by completing a warehouse requisition. For more specific information about what is available and how to obtain items from the Central Warehouse, refer to the Central Warehouse section in this manual.

Departments are required to purchase stock items from the Central Warehouse? in lieu of seeking item(s) on the open market.

Printing Purchases

All requests for printing from the University Printing and Publications are made by completing a procurement request as described in the printing section of this manual. In addition, all printing requirements that will be printed off campus must be coordinated through the Director of Publications in the Department of Technology.

Purchases from Physical Plant Departments

All requests for services from the Physical Plant are made by completing and submitting a Request for Physical Plant Services to the Physical Plant Cost Control Center as descri bed in the Physical Plant section of this manual.

Purchases from the University Bookstore

All purchases by departments from the University Bookstore are processed on a three part procurement request. The procurement request should include a description of the items to be purchased, the appropriate twelve digit budget code and an authorized signature. The request is then routed through the Controller's Office for budget approval. The procurement request should be presented to the Bookstore cashier at the point of sale. Small purchases may be made through the Central Petty Disbursing Fund, if not available on State Contract or from the Central Warehouse.

Procedure Description

All purchases at the Bookstore that will be charged to a University department must follow the procedures outlined below:

Complete a three part University procurement request which should include a description of the items to be purchased, the appropriate twelve digit budget code and an authorized signature.
All request for computer equipment and supplies must be routed through the University Controllers Office for budget approval.
Requests for non computer equipment and supplies costing less than $1500.00 may be taken directly to the Bookstore Cashier at the point of sale.
The approved procurement request should be presented to the Bookstore cashier at the point of sale. The purchaser will retain one part of the procurement request and receive one copy of the Bookstore charge ticket for departmental records. The remaining two parts of the procurement request and charge ticket will be retained by the Bookstore and used to charge your account.

Purchases from other University Departments

The general situation where one department provides a service to another and must be reimbursed requires the use of the intra campus Auxiliary Billing System. The department providing the service will complete a University invoice and send copies to the department receiving the service and to the Controller's Office which will transfer funds to pay for the services provided.