Unauthorized Commitments

I. PURPOSE

To outline responsibilities and procedures regarding the obligating authority of the officers and employees of the University of Denver (Colorado Seminary).

II. RESPONSIBILITIES AND PROCEDURES

A.The primary responsibility of Purchasing Services is to ensure the proper, prompt and responsive purchasing of all supplies, equipment, material, and services for the various departments in accordance with the federal regulations and the policies and procedures promulgated by the Board of Trustees and the University Administration. This charge applies to all University funds be they University appropriated, Federal, or gift. Therefore, all purchasing activity shall be done either by the Director of University Business Services or under his/her direct order, guidance, supervision, or approval.

B.The University cannot and will not be obligated for supplies, equipment or services, except those legal obligations created by Purchasing Services. Any commitment incurred otherwise shall be a personal obligation of that employee.

III. EXCEPTIONS

Exceptions to this policy must be approved by the Director of University Business Services and documented with a memo signed by the cognizant Dean or Division Director. The memo should:

1.Describe the nature and circumstances of the purchase.

2.Explain why normal procedures were not followed.

3.Describe what if any actions have been taken to prevent the situation from recurring.

IV. RELATED ITEMS

Purchasing Authority (University Purchasing Policy, 1.A)
Emergency Purchases (University Purchasing Policy, 1.E)
Small Purchases - Field Purchase Orders (University Purchasing Policy, 2.B)
Large Purchases - Requisitions (University Purchasing Policy, 2.C)
Limits of Authority (University Purchasing Policy, 8.A)
Reimbursement of Business Expenses (University Purchasing Policy, 8.C)

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