TITLE: PURCHASING POLICY
POLICY NO: P-020
SUBMITTED BY: R. BRADLEY &
APPROVED BY: D. SABEL
Effective Date: 05/07 Supersedes No: 06/93 Page No 1 of 1
Purchasing is an important activity where it is mandatory that the responsibility for buying materials and services be assigned to a group of people skilled in negotiation, cost reduction and strategic sourcing.
The primary responsibility is to provide for the purchase of materials, supplies and services with the objective that they will be available at the proper time, in the proper place, in quantity, quality and price consistent with the needs of the University. This balancing of several factors is critical.
To achieve this overall objective, the responsibilities, authorities, and controls set forth in this policy, and related policies and procedures, must be adhered to by all employees.
This policy applies to all purchase and purchase-related documents prepared or processed within the University.
A. The Director of Purchasing has the responsibility for the procurement of all goods and services, and to either provide the services for such procurement and processing or give functional directions to others delegated the authority to perform such services.
B. Only those persons with authority delegated by the Board of Trustees are authorized to commit the University for: materials, equipment, supplies and services.
C. Purchasing Services has the responsibility and authority for obligating the University and for making the final determination of source of supply, quantities purchased, delivery schedule, and price negotiations, except where others are so authorized.
D. Purchasing Services is responsible for initiating and maintaining effective and professional relationships with suppliers, actual and potential.
E. Purchasing Services is to serve as the exclusive channel through which all requests regarding prices and products are handled. Purchasing Services will conduct all correspondence with suppliers, involving prices or quotations. In cases where technical details are necessary, the using department may correspond with suppliers. In such cases, Purchasing Services shall be provided with copies of all such correspondence. Close communications and coordination between purchasing and the using department must occur.
F. All negotiations are to be handled by the appropriate purchasing personnel within their delegated authority. Other appropriate University staff may be invited to participate in negotiations at the discretion of purchasing personnel.
G. When supplier sales representatives make personal sales calls, they are to be directed to call on the appropriate buyer at that time.
H. All employees involved in purchasing activities will work to maintain and enhance the Universitys image by their personal conduct and methods of doing business.
I. All employees engaged in purchasing activities will recognize and practice good public relations by giving all callers and visitors courteous treatment.
J. Purchasing Services personnel are to seek to obtain and purchase all goods at the lowest possible total end-use cost, considering the guidelines of prices, service, quality, and delivery.
K. The Director of Purchasing is to assume full authority to question the quality and kind of material asked for, in order that the best interests of the University may be served.
L. Purchasing Services personnel are to inform ordering departments whenever the quantity or specifications of materials ordered are inconsistent with sound purchasing practices or market conditions.
M. Purchasing Services personnel will work to establish and encourage punctual delivery of specified goods and services in correct quantities.
N. Purchasing Services personnel will negotiate the return of rejected equipment or supplies to suppliers.
O. The Director of Purchasing is to advise management of economic conditions and changes significant to the Universitys long- and short-term interests.
P. The Director of Purchasing is to provide management with information, reports, analysis, and projections which will contribute to the efficient and effective operation of the University.