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Special Purchases (C-36)

Original Implementation: Unpublished
Last Revision: July 10, 2007

The following items require special consideration for proper processing:

  1. Advertising copy: Requires approval by the Office of Public Affairs prior to release. See Policy D-39 University Publications.
  2. Account Types: Purchasing generally views the distinction between types of accounts as follows:
    3. 1xxxxx (except for the 17xxxx series); State Appropriated Funds - Use of funds must relate directly to the educational purpose of the University.

    17xxxx; HEF and Instructional Capital (IC) – Use of funds must be used for the purchase of equipment only. Books and videos may also be purchased with HEF and IC. Maintenance may be purchased only if purchased concurrently with equipment.

    2xxxxx; Designated Funds other than Course Fee Accounts - Use of funds is designated by the university and must relate to the educational purpose of the university or be of benefit to the university department.

    2xxxxx; Course Fee Accounts – Use of funds must be for the specific course to which it applies.

    3xxxxx; Auxiliary Funds - Use of funds must be related to a university business type enterprise.

    4xxxxx; Restricted Grant Funds – Use of funds is restricted to the purpose and/or restrictions of the grant.

    5xxxxx; Discretionary Funds – Use of funds is restricted to certain departments or specific purposes including use at the discretion of the account manager/department head.

    09xxxx; Agency Funds - Use of funds is never processed through the requisition/purchase order process. See Policy C-01.2 Agency Accounts for detailed information about the use and disbursement of funds from these accounts.
  3. Aggregate Total $100,000 Or Greater: Requires Board of Regents approval unless otherwise exempted by Policy D-20.5 Items Requiring Board of Regents Approval or Policy C-9 Contracting Authority.
  4. Bus Charters: Requires standard contract from vendor plus Addendum to Charter Bus Contract. See Preferred Vendor Contracts for annual contracts.
  5. Consultant Contracts: Review Policy C-45 Professional and Consultant Services carefully before making any commitment on behalf of the university.
  6. Purchases from Employees: See Policy C-27 Purchases from Employees.
  7. Food Purchases: All purchases of food must be certified by the account manager in accordance with Policy C-13 Food Purchases and is prohibited on certain accounts.
  8. Insurance: Purchase of insurance is to be submitted on a purchase requisition and requires approval by the State Office of Risk Management. Specific insurance requirements should be brought to the attention of the Environmental Health, Safety and Risk Management Office.
  9. Interagency and InterLocal Contracts: See Policy C-18 Interagency and Interlocal Contracts.
  10. Memberships: See Policy C-17 Memberships.
  11. Moving Expenses: See Policy C-21 Moving Expenses.
  12. Printing: University Printing Services is to be utilized to the extent possible for printing and duplication. All official university publications require editorial approval prior to printing regardless of the source of printing services. See Policy D-39 University Publications.
  13. Professional Services: Review Policy C-45 Professional and Consultant Services carefully before making a commitment on behalf of the university.
  14. Proprietary Purchases: See Policy C-26 Proprietary Purchases.
  15. Radioactive or Radiation Producing Materials or Equipment: See Policy D-27 Radioactive or Radiation Producing Material or Equipment.
  16. Real Property – Rental, Lease or Purchase: The rental, lease or purchase of real estate requires approval of the vice president for finance and administration.
  17. TIBH(Texas Industries for the Blind and Handicapped): Required source if using state funds. If TIBH is not used an exception report must be completed and submitted to the director of purchasing.
  18. Used Equipment: The purchase of used equipment valued over $5,000 requires additional documentation. See Policy C-29 Purchase of Used Equipment or Supplies.

Cross Reference: Agency Accounts, Policy C01.2; Food Purchases, Policy C-13; Memberships, Policy C-17; Moving Expenses, Policy C-21; Proprietary Purchases, Policy C-26; Purchases From Employees, Policy C-27; Purchase of Used Equipment or Supplies, Policy C-29; Professional and Consultant Services, Policy C-45; Radioactive or Radiation Producing Materials or Equipment, Policy D-27; University Publications, Policy D-39

Responsible for Implementation: Vice President for Finance and Administration

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

Forms: Purchase Requisition (Use FRS System); Preferred Vendor Contracts (Purchasing website); Addendum to Charter Bus Contract (General Counsel’s website)