Purchasing Policy and Procedures

Transcription

1 Purchasing Policy and Procedures Purpose This purchasing policy is intended to provide for the procurement of goods and services necessary to support the mission, goals and objectives of Willamette University, while ensuring that University resources are protected, that their use is optimized, and that the requirements of the sponsoring agency are met for sponsored research procurements. Policy Statement Willamette University will procure all goods and services on the best terms and at the lowest overall cost consistent with an appropriate level of quality. Acquisition will be without favoritism and on a competitive basis, whenever practical, to obtain maximum value for each dollar expended. Purchases of $5,000 or more must be approved in advance and a purchase order in a University approved format must be completed as evidence of approval. All purchases must comply with financial policies, including clear documentation of business purpose. Contracts for the procurement of goods and services must also comply with the University contract policy. This policy applies regardless of funding source. In purchases using sponsored program or restricted discretionary funds, the terms of the grant, contract, or donor s limitations may be more restrictive than the University s policy. Specific purchasing guidelines may also exist based on the type of goods or services. All purchases must comply with current funding source terms and purchasing guidelines. In purchases where these limitations are less restrictive, the University s policy will apply. Departments may, at their discretion, impose greater but not less control than required by this policy.

2 Procedures and Guidelines Required Approvals Purchases must be approved by a Willamette University employee who has direct knowledge of, and responsibility for, the transaction. Each Vice President, Dean, and Department Chair has responsibility for defining and delegating approval authority for expenditure of funds, subject to the limitation of their authority and approved budgets. Approval authority is defined and delegated through completion of an Account Authorization Form. Delegation of approval or signature authority does not relieve the Vice President, Dean, and Department Chair of responsibility for ensuring compliance with University purchasing policies and procedures or any other regulatory constraints and/or requirements. Purchases must not be approved unless adequate funds are available within the identified funding source. Restricted Purchases The following items should be purchased through and with the approval of the Designated Authority listed below. Any potential exception should be worked out with the appropriate Vice President or Dean and the Designated Authority. Item Description Designated Authority Purpose Computer & Network Hardware, Software, Audio-Visual Equipment, and Telephone Equipment WITS To ensure that the purchase is compatible with other University software and equipment and meets pre-established minimum hardware configuration and quality requirements. Mobile Devices WITS To ensure proper management and distribution of University provided mobile devices. Furniture Purchasing To ensure University standards and controls are maintained. Paper Document Management To ensure that environmental and sustainable requirements and goals are met. Willamette Logo Items: For print purposes/ WU Logo Items Apparel Marketing/Auxiliary Support Services To ensure that University standards are met and that the use of the University logo is appropriate. Restricted and Hazardous Materials Campus Safety To assess their risk, ensure compliance with local, state, and federal regulations, and to monitor their safe and acceptable storage and use. Purchase Orders Purchase orders are used to document advance approvals in compliance with the University s purchasing policy, and may also be provided to vendors if needed. The

3 approved University purchase order form should be used, but alternate formats may be used if approved by the University Controller in advance. Payment Method Where possible, purchases of goods should be made using the University s payment card program due to administrative efficiencies and financial benefits. This applies for purchases below $5,000, as well as purchases of $5,000 or more, contingent on adherence to all policy requirements including advance approval and use of a purchase order in a University approved format. The approved purchase order must be included with other supporting documents when the expense report or payment request is submitted. Conflicts of Interest All employees involved in the purchasing of goods and services should review the Conflict of Interest statements in applicable policies annually and ensure they are in compliance. Any actual or perceived conflict of interest by either the person initiating the procurement of goods or services or by the individual approving the request must be disclosed to the appropriate Vice President or Dean prior to a commitment to procure goods or services. This includes, but is not limited to, any circumstances which may provide financial gain to the Willamette University employee or a member of his or her family or household or to a business partner. Bids University purchasers should solicit bids for goods and services whenever it is to the benefit of the University to do so. The bidding process helps to ensure that Willamette University receives quality goods and services at the best price and terms. It is strongly encouraged that a minimum of three documented bids be obtained for all purchases totaling $25,000 or more. The exceptions to this requirement are for purchases from sole or single source vendors. Specific sponsored contracts/grants may require bids or justification for sole or single source for lesser amounts. Definitions: Sole Source Vendor no other sources, other than the one recommended, are available. Single Source Vendor the item may be available from multiple vendors, but only the requested vendor is acceptable for technical or other reasons. Small Business, Minority, and Women Vendors The University is committed to promoting opportunities for small business, minority and women owned vendors, whenever possible. Recipients of Federal awards should follow the guidelines outlined in 2 CFR 215 (OMB Circular A-110) to further this goal. Equipment Leases

4 In certain circumstances, leasing equipment may be preferable to purchasing it. University Purchasing, under the Vice President of Administrative Services, can assist departments with a lease/buy analysis. Leases are legal contracts and as such must comply with Willamette University s Contract Approval Policy. Research Procurement Purchases from research funds for supplies, equipment, and services must be in accordance with the terms and conditions of the award. For specific requirements, see the Federal Acquisition Regulations, 2 CFR 220 (OMB Circular A-21), 2 CFR 215 (OMB Circular A-110), and the appropriate agency and individual contract/grant terms. In purchases where these limitations are less restrictive, the University s policy will apply. Research equipment may be purchased only when the equipment is essential to a research project and is not already reasonably available and accessible elsewhere on campus. 2 CFR 220 (OMB Circular A-21)2 CFR 215 (OMB Circular A-110) A completed Vendor Selection Form is required for purchases with a single-item cost greater than $5,000. For purchases over $25,000 (in aggregate) from a particular vendor, the vendor must be verified as eligible to receive federal funds through System for Award Management (SAM) ( before the order is placed. Any sub-award recipient selected to receive over $25,000 in federal funds would also need to be verified as eligible. Contact the Grant & Restricted Fund Administrator for guidelines and additional information and requirements. Resources Contacts Department Contact Person Contact Information University Purchasing Micheal Seraphin, Coordinator of Purchasing & Assoc. Director of (503) mseraphi@willamette.edu Residential Services Finance & Jamie Hart, Grant & Restricted (503) Accounting Office for Faculty Research and Resources (OFFRR) Related Policies Fund Administrator jhart@willamette.edu Kendra Mingo, Associate Director (503) kmingo@willamette.edu

5 [Add link to signing authority document] Contract Approval Policy (../contract/index.html) Conflict of Interest Policies (please see applicable employee handbooks) (../../ Purchasing Card Program Policy (../../purchasing card/index.html) (../../ Travel Guidelines and Expense Reimbursement Policy (../travel/index.html) Other Resources 2 CFR 220 (OMB Circular A-21) 2 CFR 215 (OMB Circular A-110) POLICY TITLE: Purchasing Policy and Procedures DATE OF ISSUANCE: May 25, 2011 APPROVED BY: W.Arnold Yasinski, Vice President of Financial Affairs &Treasurer ACCOUNTABLE Finance & Accounting DEPT: