Accounting Office

Draft Revised Purchasing Policy and Procedures (6/2014)

The proposed revisions to this policy are currently under review.

PDF Document

  • Effective date: 8/1/2014
  • Review period ends: 7/15/2014
  • Last revised: 5/25/2011
  • Responsible University Office: University Purchasing/Controller
  • Responsible University Administrator: Coordinator of Purchasing

If you have comments or questions about this policy, let us know with the policy feedback form.

Policy Feedback


Related Policies

Contract Approval Policy

Conflict of Interest Policies (please see applicable employee handbooks)

Purchasing Card Program Policy

Travel Guidelines and Expense Reimbursement Policy

Resources

OMB Circular A-21

OMB Circular A-110

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.

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 Department's 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 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 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

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 CFR220 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.

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 the System for Award Management (SAM) (https://www.sam.gov/) 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

University Purchasing

Micheal Seraphin
Coordinator of Purchasing

(503) 370-6055

mseraphi@willamette.edu

Finance & Accounting

Jamie Hart
Grant & Restricted Fund Administrator

(503) 370-6119

jhart@willamette.edu

Office of Faculty Research & Resources (OFFRR)

Kendra Mingo
Associate Director

(503) 370-6617

kmingo@willamette.edu


POLICY TITLE:  Purchasing Policy and Procedures
DATE ISSUED:  May 25, 2011
APPROVED BY: W.Arnold Yasinski, VP of Financial Affairs & Treasurer
ACCOUNTABLE DEPT:  Finance & Accounting