Delegated Purchasing Authority (C-10)

Original Implementation: Unpublished
Last Revision: July 10, 2007

Stephen F. Austin State University adheres to a policy of centralized purchasing for the purposes of:

insuring compliance with state and federal laws, rules, and regulations;
protecting the university from unauthorized acquisitions of supplies, equipment and services;
providing budgetary control and coordination;
insuring fair and ethical business practices; and
providing savings through consolidation of requirements and standardization of products where appropriate.
providing best value acquisition through competitive solicitation processes.

The purchasing department, under supervision of the director of purchasing and inventory/HUB coordinator, has sole authority for the negotiation and purchase of all goods and services for the university with the exception of items listed in Policy D-20.5 Items Requiring Board of Regents Approval, and the following specific delegations that exist under proper administrative approval.

The director of the university libraries is authorized to purchase books, periodicals, journals, and other related materials needed to maintain university resource material collections.
The curator of the Stone Fort Museum is authorized to purchase general merchandise for resale in the museum gift shop.
The physical plant is authorized to make purchases up to $2000 with pre-assigned requisition numbers for completion by the purchasing office with the same number.
Employees are authorized to make procurement card purchases of items costing $2000 or less through the procurement card procedures, Policy C-44.
Employees without procurement cards may make purchases approved by the account manager, and request reimbursement ONLY when other purchase options are not possible or available. Taxes will not be reimbursed.
Employees are authorized to provide to vendors authorized PO numbers issued by the purchasing office (phone PO). In most cases the requisition must be entered and approved on-line before the PO # is issued. When determined appropriate by the purchasing office, the PO # may be issued without a requisition. In such cases, the requisition must be entered on-line within 24 hours, and referencing the PO #.
Certain payments may be made by completing a voucher for submission to the controller's office. See Policy C-31 Purchase Voucher.
All other purchases are to be submitted as a formal request for the purchasing department to secure a good or service. See Policy C-30 Purchase Requisition.

All official correspondence other than that delegated above; i.e., solicitations, purchase orders, change orders, cancellations, etc. shall be issued by the purchasing department. The director of purchasing & inventory/HUB coordinator is delegated authority to sign all titles and associated documents for the purchase, transfer or sale of vehicles, trailers, or marine equipment.

UNAUTHORIZED PURCHASES MADE OUTSIDE OF DELEGATED AUTHORITY

Unauthorized purchases are purchases charged to the university without utilizing one of the delegations stated above. Payment for unauthorized purchases will not be made by the university with appropriated funds.

The department head approving an unauthorized purchase is responsible to insure that the account used for payment has sufficient funds.

If payment of the unauthorized purchase and/or any late fees is not approved by the appropriate department head, dean, vice president or president, the individual making the purchase will be responsible for payment to the vendor or returning the item(s). Any freight costs associated with receiving or returning the item(s) will be the responsibility of the individual making the unauthorized purchase.

Cross Reference: Policy D-20.5 Items Requiring Board of Regents Approval; Policy C-30 Purchase Requisition; Policy C-31 Purchase Voucher; Policy C-44 Procurement Card

Responsible for Implementation: Vice President for Finance and Administration

Contact for Revision: Director of Purchasing and Inventory/HUB Coordinator

Forms: None