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Purchasing Authority

I. PURPOSE

To outline responsibilities and procedures for the designation of purchasing authority to officers and employees of the University of Denver (Colorado Seminary).

II. PURCHASING AUTHORITY

A.The Chancellor and Vice Chancellor for Business and Financial Affairs, or either of them, are authorized to sign any and all contracts without regard to the duration, types, or amounts of the University's obligations under such contracts (Limits of Authority).

B.The following individuals have limited authority to sign University purchase orders and purchasing contracts subject to 1) applicable budget restrictions and the availability of funds, 2) compliance with general University purchasing and contracting procedures, 3) except as otherwise noted, not granted for contracts that exceed one year in duration (Limits of Authority), and 4) in observance with the Code of Ethics established by the National Association of Educational Buyers.

1. Purchase Orders and Contracts to $250,000 - The Assistant Treasurer is authorized to sign purchase orders and purchasing contracts, regardless of duration, not to exceed $250,000.

2. Purchase Orders and Contracts to $100,000 - The Director and Assistant Director of University Business Services may sign purchase orders and purchasing contracts not to exceed $100,000.

3. Purchase Orders and Contracts to $50,000 - The following individuals may sign purchase orders and purchasing contracts not to exceed $50,000.

a.The Assistant Vice Chancellor for Business and Financial Affairs.

b.The Director of Facilities Management (limited to normal Facilities Management activities).

c. The Purchasing Services Manager (limited to normal University procurement contracts).

4. Purchase Orders and Contracts to $15,000 - The following individuals may sign purchase orders and purchasing contracts not to exceed $15,000.

a. Buyers or other employees within Purchasing Services designated by the Director of University Business Services.

b.The Vice Chancellor for Business and Financial Affairs may designate, by written memorandum, other University employees with contract authority limited to the normal conduct of their official responsibilities.

5. Field Purchase Orders - Department managers and other individuals designated as authorized signers for the accounts specified on the order are authorized to sign Field Purchase Orders. (see University Purchasing Policies 1.B and 2.B).

III. RESPONSIBILITIES AND PROCEDURES

A.Purchasing Services is responsible for the procurement of all supplies and services required by the University of Denver and all its departments and auxiliaries except for purchases specifically exempted in paragraph IV.

B.Purchasing Services shall establish, or cause to be established, operating procedures that locate and ensure adequate and continuing sources of supply consistent with legal, budgetary, and delivery requirements of the user departments; that provide the necessary assistance to acquire such supplies and services on a timely and economical basis; that assure compliance with all applicable federal regulations and University policy; and that provide assistance, consultation, and advice regarding all procurement needs of the University.

C.The selection of suppliers is the responsibility of Purchasing Services. However, Purchasing Services respects the technical expertise of the faculty and staff. Suggestions by departments will be considered whenever they are competitive with other sources or when delivery requirements or other unique requirements so demand.

D.In deploying its responsibilities, Purchasing Services may:

1.Initiate, conduct, and conclude negotiations for the purchase of goods and services for the University.

2.Obligate the University for the purchase of goods and services subject to Limits of Authority.

3.Recommend changes in quality, quantity, or type of material requisitioned and suggest suitable alternatives.

4.Develop and support standard specifications and processes for goods and services to provide improved service, quantity pricing and reduced administrative costs.

5.Coordinate and control any decentralized purchasing delegation outside Purchasing Services.

6.Maintain adequate documentation of purchase transactions and purchasing contracts for archival and audit purposes.

7.Ensure that purchase orders and contracts are subject to appropriate reviews and approvals, and contain all necessary information, terms and conditions, and signatures to adequately protect the University and comply with applicable University policies and Federal regulations.

8.Develop and establish new sources of supply and promote the use of disadvantaged suppliers whenever practicable.

9.Provide reports to effectively monitor and manage purchasing performance.

IV. EXCEPTIONS

A. Purchasing Authority of Operating Units

By virtue of their special needs and the roles they fill at the University, the following operating units are authorized to act independent of the provisions of Purchasing Services, but in keeping with generally acceptable sound business practices and with maximum practicable competition in all such contracting.

a. Bookstore (items for resale only.
b. Library (books and periodicals only)
c. Student Organizations
d. Office of Sponsored Programs (subcontracts only)
e. Publications (printing only)
f. Facilities Management (limited to normal Facilities Management activities)
g. Agency and Fiduciary Accounts

B. Commodities and Services

Purchasing Services' authority does not extend to the following commodities and services. The operating units responsible for governing these transactions are authorized to act independent of provisions of Purchasing Services, but in keeping with generally acceptable sound business practices and with maximum practicable competition in all such contracting.

a. Insurance
b. Travel
c. Employment Contracts
d. Banking and Investments
e. Transactions between campus departments.
f. Professional/Consulting Fees
g. Classified Advertisements
h. Freight
i. Employee Moving (relocation) Expenses
j. Honoraria
k. Membership Fees
l. Subscriptions (newspaper, magazine)
m. Conference Registration
n. Public Utilities
o. Meals and Entertainment
p. Hazardous Waste Disposal
q. Purchasing and Leasing Real Property
r. Collection Services

C. It is the responsibility of those responsible for governing the transactions outlined in paragraphs A and B above to:

1) document compliance with the Limits of Authority,

2) ensure availability of budgeted funds, and

3) establish formal written procedures for these transactions which follow generally acceptable sound business practices, ensure maximum practicable competition, and document adherence to these procedures and practices.

D.Purchasing Services will cooperate with those responsible for governing the above transactions to include; providing guidance and assistance in determining requirements, developing specifications, soliciting bids or proposals, and maintaining archival and audit files of contracts and supporting documents.

E.Purchasing Services may issue purchase orders to facilitate handling of invoices for the above exempted transactions. In such cases, the issuance of a purchase order is for administrative convenience only and does not imply that the transaction is subject to the provisions contained in the University Purchasing Policy.

F.Purchasing Services shall conduct or caused to be conducted periodic audits of the purchasing practices of the aforementioned exempted areas and shall report the findings to the Vice Chancellor for Business and Financial Affairs. Such audits shall normally be conducted every other year.

V. RELATED ITEMS

Unauthorized Commitments (University Purchasing Policy, 1.C)
Small Purchases - Field Purchase Orders (University Purchasing Policy, 2.B)
Large Purchases - Requisitions (University Purchasing Policy, 2.C)
Competitive Bidding Guidelines (University Purchasing Policy, 3.A)
Restricted and Special Purchases (University Purchasing Policy, 4.A)
Code of Ethics (University Purchasing Policy, 7.C)
Limits of Authority (University Purchasing Policy, 8.A)
Travel and Entertainment Expenses (University Purchasing Policy, 8.B)
Reimbursement of Business Expenses (University Purchasing Policy, 8.C)

 

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