Planning Purchases

Training

Anyone involved in the purchasing process should be aware of all related policies and procedures. To assist departments in learning about the purchasing process or to get updated information, training workshops are available through Training Services. This Training Services site provides current descriptions on all workshops and includes registration information.

Code of Ethics

In addition to appropriate training, departmental purchasing staff will document their commitment to ethical purchasing by reading and signing the Code of Ethics for Departmental Staff Responsible for Buying. Code of Ethics forms will be signed once and available in department files.

Laws, Policies, Requirements

University policy, state law or Federal statute may govern many of the steps in the purchasing process. Ethical considerations include conflict of interest, acceptance of advantage and purchasing from Targeted businesses. Gift and grant monies, used for purchases, must be spent according to the wishes of donors or granting agencies. Fiscal responsibility is mandated by circulars published by the Federal Office of Management & Budget (for example, "Departments are responsible for avoiding purchases that are unnecessary or duplicative" - OMB Circular A-110).

All purchases must include justification. (See policy, Documenting Financial/Accounting Transactions For All Non-Sponsored and Sponsored Transactions and Job Aid: Transaction Justification/Documentation Standards for All Non-Sponsored and Sponsored Transactions.

• Restricted Commodities
  • Lab Animals - Contact Research Animal Resources to purchase lab animals.
  • Radioactive Isotopes - Contact Environmental Health and Safety to purchase radioactive materials.
  • Alcohol for Research - Contact University Stores to purchase Alcohol for research.
• Controlled Substances: See Using Controlled Substances for Research for information.

Targeted Businesses (TB)

Departments are asked to consider purchasing from a Targeted Business, which is described as a business owned and operated by a person(s) who is a woman, a member of an ethnic minority, or a disabled person. A list of Targeted Businesses is available at the Office for Business and Community Economic Development website.

When purchasing with federal contract dollars refer to the Central Contractor Registration and click on Search CCR to find the federal certified small vendors.

Before selecting a particular vendor, you should refer to the List of Parties Excluded from Federal Procurement. The University is prohibited from purchasing from vendors on this list.

University Stores and University-Wide Contracts

Departments are encouraged to purchase lab supplies, office supplies, chemicals, and other supply items from University Stores. University-Wide Contracts exist for such items as PCs, furniture and lab equipment. Both University Stores and University-Wide Contracts offer discounted prices.

Regents Approval

Purchases $250,000 and over require Regents approval before awarding a contract or purchase order.