Consider
buying on campus first
University
Resources
University
Resources refers to Campus Stores or departments that either stock and
sell merchandise or provide services to the University community.
All
University departments are directed to utilize the University Resources,
which are listed below, for all services and items normally stocked
or readily available through contracts that University Resources maintains
with off-campus vendors.
Internal
Transaction Forms (ITs) are typically used to make purchases from University
Resources. For more detailed procedures, contact the appropriate University
Resource or the Office of Accounting Services.
Then
consider buying on State Contract
State
Contracts
State
contracts are contracts set up by state purchasing with numerous vendors
for the purchase of various specified items for a given period of time.
The University has the option of purchasing against these state contracts
without the necessity of developing specifications or requesting bids,
which means purchase orders may be placed immediately for a faster delivery.
Also, because of the volume associated with state purchases, the prices
are very competitive.
State contracts may be viewed at the following address: http://doa.louisiana.gov/osp/osp.htm
Buying
from vendors off campus
Authority
To Purchase
Except as noted
below, no one is authorized to commit the University to any purchase
without the advance approval of the Office of Purchasing. [see also:
authority to sign contracts]
Authorization to
purchase goods and services in the amount of $1000 or less has been delegated
by the Executive Director of Procurement Services to deans, directors,
and department heads. However, purchasing policy must be complied with
or this authority may be revoked.
When an emergency
situation exists that requires an immediate
purchase, the Office of Purchasing is to be contacted for assistance,
if time permits. If the Office of Purchasing cannot be contacted, the
department is to proceed in a prudent manner and then report transaction
to the Office of Purchasing. [see: emergency
purchases].
Purchasing
Procedures
All purchases are
to be made in accordance with procedures established pursuant to Louisiana
R.S. 39. Small purchases (any procurement not exceeding $25,000) may
be made in accordance with procedures prescribed by Small Purchase Procedures Executive Order (reference Louisiana R.S. 39:1596). Procurement requirements
shall not be artificially divided so as to constitute a small purchase,
as described in this section.
Small Purchase Procedures Executive Order, may be viewed at the following
address:
http://www.state.la.us/osp/LegalInfo/docs/30SmallPurchaseOrder.pdf
Public works contracts
(construction, remodeling, and additions) are to be made in accordance
with procedures established pursuant to Louisiana R.S. 38 and must be
coordinated through Facility Development or Facility Services and the Office of Purchasing.
Requistions
and Specifications
In general, a PRO on-line
requisition is required for all purchases of supplies, materials,
equipment, and services purchased from off-campus vendors when the total
cost exceeds $1000.
All full-time faculty and staff are automatically given PROPUBLIC security which allows requisitions, purchase order alterations and receiving reports to be created - no special authorizations are required.
PROAUTH security is required to electronically approve requisitions, bid tabulations and purchase order alterations. All requests for PROAUTH security must be submitted to and approved by the Chief Procurement Officer using Form PUR600: PRO Electronic Signature Authorization.
It is important to provide
adequate specifications on the requisition form. See: Tips
for Preparing Specifications.
Purchasing
Requirements Within Specified Dollar Range
La
Carte Purchasing Card
“La Carte”
is a credit card issued to authorized employees for the purpose of making
low dollar purchases.
La Carte is intended
to simplify your buying process and improve your cycle time from ordering
to payment. Typical examples of items that may qualify for this program
include books, subscriptions, computer accessories, materials, and supplies.
La Carte is “programmed”
with a range of information: the cardholder’s identity; the account
number and object code to which purchases are to be charged; dollar
limits for cardholder’s purchases— defaults are $1000/transaction, $1000/vendor/day,
$30,000 per month; and the types of merchants (merchant category code
(MCC)) that can or cannot be utilized.
For complete details
as well as information on how to apply, click here: La
Carte Purchasing Card.
