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Section 7 - Purchasing

Section 7.1 - Purchasing Operations / Definitions and Overall Responsibilities

Date: 11/17/03 — Approved: Finance Board, editorial change 12/12/07

The purchasing function consists of business processes related to the acquisition of goods and services for the AS

Purchases of equipment, materials, commodities, supplies, and services for the AS are made competitively where practicable. Performance, quality, suitability, delivery, and service are factors considered in buying.

The accounting department’s mission is to support the procurement requirements of the AS in a professional, ethical, and timely manner. The A/P clerk is responsible for issuing all purchase orders for AS

APPROVALS AND AUTHORIZATIONS

Purchasing Authority

Departments should submit properly approved documents to the Business Office according to established procedures. Approval requirements are contained in Section 2.2 - Approval of Financial Documents.

Construction

Departments should submit a properly approved purchase order request form for all construction projects. Purchase order requests in excess of $10,000 need approval by the accounting office and must follow established guidelines as listed in Section 7.3 — Purchase Orders.

PURCHASING FUNCTION

Day-To-Day Operations

The AS Finance Board has the responsibility and authority for the day-to-day operation of the purchasing activities and the processing of the various purchasing transactions for the AS

The AS Finance Board may delegate to the Controller the actual direct supervision of the purchasing processes including the responsibility and authority for the following operations:

• Purchase of commodities, equipment, and services as requested by AS departments.
• Establish and monitor effective internal procedures to efficiently process purchasing documents.
• Coordinate with other departments to provide a timely and accurate purchasing function.
• Provide regular training and instruction to AS personnel who originate, process, complete, or use purchasing documents, data, or files.

Purchasing Departments

The Purchasing Departments have the ability to authorize purchases based on the minimum bid threshold contained in Section 7.2 — Purchase of Goods and Services. The purchasing responsibility flows from area departments to accounting based on vendor requirements plus AS minimum bid thresholds. Area departments authorized to conduct purchasing on behalf of A.S. are noted in this document as purchasing departments. They have the following operational responsibilities:

• To purchase commodities, equipment, and services as requested by the budget managers within their respective departments, at the lowest price consistent with required quality, from suppliers who will deliver purchased items at the specified time and place.
• To follow-up on purchase orders to ensure that the vendor fulfills the purchase agreement on delivery, and that the carrier delivers the shipment promptly and in good condition.
• To handle, directly with the vendor, all correspondence concerning purchases, including price adjustments, the return of defective or incorrect materials, additional shipments to fill shortages, purchase order cancellation, and to present claims for shortages and damages.
• To maintain or obtain catalogues and other data about vendors, materials, and services to use in determining their needs. Such data may include information that is necessary to determine the overall responsibility of a vendor.
• To provide purchasing information, training, and assistance to budget managers within their respective departments.

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