Human Resource Policy - Code of Conduct, Gifts & Gratuities
Fort Hill Furniture Reuse Policy
PURCHASING GUIDELINES
General Guidelines* for Purchasing Goods and Services
| TOPIC | Under $2,000 | $2,000-$9,999 | $10,000-$19,999 | Over $20,000 |
|---|---|---|---|---|
| Procurement Card purchases | Yes, as long as it is not an unauthorized use (see Procurement card policy) | No (Some higher Pcard limits have been specifically authorized) |
No (Some higher Pcard limits have been specifically authorized) |
No |
Purchase Order Required (Requistions must be submitted to Purchasing in order to obtain a PO) |
No |
Yes (unless you have a Pcard with authorized higher limits). |
Yes 3 written or faxed price quotes to accompany requisition sent to Purchasing (unless you have a Pcard with authorized higher limits). | Yes |
| Blanket Order Suggested | No, if you order many repetitive items from the same vendor, use your procurement card. | No, if you order many repetitive items from the same vendor, it is best to use your procurement card. | Yes, 3 written or faxed price quotes to accompany requisition sent to Purchasing. | Yes, 3 written or faxed prices to accompany requisition sent to Purchasing. PO will be sent by Purchasing to College Hall for approval. |
Confirming Order Request (Extenuating circumstances only. Requistions must be submitted to Purchasing in order to obtain a PO) |
Yes, only if the vendor does not take MasterCard | Yes, after comparing 2 or more prices (end user can obtain verbal pricing from vendor). | Yes, after 3 written or faxed price quotes. | No |
| MHEC or Campus Contract Use | Yes, recommended wherever possible | Yes, recommended wherever possible | Yes, recommended wherever possible | Yes, but a formal RFP or RFQ may yield better results |
Written RFQ (Request for Quotation) required or RFP (Request for Proposal) |
No, use MHEC or Campus Contract or check individual companies for lower prices | No, use MHEC or Campus Contract or check individual companies for lower prices | Yes, 3 written or faxed quotations are required. | Yes, 3 written quotes are required. Purchasing can assist you with a formal RFP or RFQ |
| APPROVALS REQUIRED | Department Head or Principal Investigator | Department Head or Principal Investigator | Department Head or Principal Investigator | Department Head or Principal Investigator & Controller's Office Approval (Purchasing sends PO's to College Hall Finance for sign off) |
*Individual departments may also have procurement policies. Check with your Department Head.
Expenditures under Grants and Contracts are subject to requirements of the Grant or Contract.
Additional college-wide procurement policies may also apply to certain items.
