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Finance: Procurement Policy


SECTION: Finance - Procurement Policy NEXT REVIEW DATE:
APPROVED: REVIEWER:
APPROVED BY: REVISION DATE: September 19, 2017
  REVISION NUMBER: 1

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1.0 PURPOSE

Wheeling Jesuit University’s procurement policy is designed to ensure that acquisition of goods and services from external sources on the university’s behalf is based on sound business practice, best value, accountability, and compliance with donor, sponsor, and regulatory requirements. The University’s procurement policy is intended to be consistent with the Generally Accepted Accounting Practices (GAAP), The Code of Federal Regulations (2CFR Part 215 and 2CFR Part 220), and the Federal Acquisition Regulation (FAR).

2.0 POLICY

2.1 Wheeling Jesuit University prepares annual budgets for each department. It is imperative that all expenditures be tracked carefully. In order to do this correctly, every expense must be identified with the proper account number. All expenses must be included in the department budget and it is the department manager’s responsibility to ensure that adequate funds are available in the designated budget account.

2.2 Definitions

  • Procurement – the act of obtaining equipment, materials or supplies.
  • Purchase Requisition – the form or requisition used to obtain prior approval for all procurements.
  • Purchase Order - is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. Acceptance of a purchase order by a seller forms a contract between the buyer and seller, so no contract exists until the purchase order is accepted. It is used to control the purchasing of products and services from external suppliers

2.3 Wheeling Jesuit University will compete to the maximum extent all acquisitions over $10,000 with a goal of selecting the product offering the best value or price. To ensure that this happens, multiple vendors will usually be considered. (See Bid and Proposal policy).

2.4 Employees must strictly avoid any conflict of interest or even the appearance of impropriety in dealing with vendors and contractors. All behavior should be at such a level that the employee would have no reluctance to make a full public disclosure of his or her actions. (See attachment for Purchasing Checklist and Bid Summary form) (Also see Vendor Relations Policy).

2.5 Purchase Requisitions will be completed in advance. Requisitions must be typed and completed at the time products and services are needed, not when it is time to pay for the product or service. Funds must be available in the budget line for the purchase or accompanied by a transfer of funds and all signatures must be obtained prior to submitting the purchase requisition to finance. All purchase requisitions must be complete with date, signatures, account numbers, vendor information, item descriptions, etc. Any purchase requisition that is not accurate will be returned for correction and purchase approval will be delayed.

2.6 All Purchase Requisitions will be returned to the requester with the approval and a purchase order number will be assigned. Once an approved purchase order has been created the item can be ordered.

2.7 When an invoice is obtained and items have been received, the invoice must be signed and the approved purchase order must be attached and returned to finance for payment. All appropriate receiving steps must be completed once the invoice is obtained.

3.0 AUTHORIZATION

3.1 Varying levels of approval are required depending upon the cost of the goods or services being procured. If more than one signature is shown for a given level, then all signatures listed are required.

3.2

Approval Levels

Purchase Amount/Type Signature(s) Required
All Purchases Department Chair, Project Manager, or Director
Technology Purchases Associated VP of IT or IT Manager - Sponsored Programs
Sponsored Program Purchases Manager of Finance, Sponsored Programs
Purchases over $1,000 Dean or Executive Director
All Purchases up to $2,500 Controller
Purchases over $25,000 CFO, Division Vice President and President
Purchases over $250,000 Board of Directors
Architectural & Construction Physical Plant and CFO

4.0 ATTACHMENTS

Purchase Requisition
Purchasing Check List and Bid Summary Form

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