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General
Policies & Procedures
Standing Contracts
State
Bid Law
Information
for Vendors
Purchasing
Staff Directory
Relocation
of Household Goods
Sole
Source
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Purchasing Policies &
Procedures
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INTRODUCTION
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The Purchasing Department is a component of the Financial Affairs Division and reports to the Director of Procurement. The primary function of the Purchasing Department, with the authority delegated by the Board of Trustees and the President, is to procure products and/or services for all University departments, in as timely a manner as possible, in accordance with State of Alabama law and University Policy.
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The University is a major university with over 350 departments involved in many diverse areas of teaching, research, and service. The Purchasing Department communicates with hundreds of individuals within the University community and thousands of vendors in supplying complex, unique requirements that arise. The Purchasing Department buying staff is professional and well-trained and is eager to serve University customers. Please contact the Purchasing Department with any question or with any unique requirement you may have.
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STATE BID LAW
According to the State of Alabama Bid Law, section 41-16-20, “all contracts for whatever nature for labor, services, work, or for the purchase or lease of materials, supplies, or other personal property, involving seven thousand five hundred dollars ($7500) or more, made by or on behalf of any state department, board, bureau, commission, committee, institution, corporation, authority, or office shall, except as otherwise provided in this article, be let by free and competitive bids, to the lowest responsible bidder”. And as further clarified by the State of Alabama Attorney General, “when it is known or contemplated that the item purchases, involving $7500 or more will be made during the fiscal year, these items must be procured through competitive bid”.
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IMPORTANT THINGS TO KNOW
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Know the rules before you buy . As a University of Alabama employee, you have flexibility in purchasing goods and services. However, the University is an instrumentality of the State of Alabama and must remain in compliance with laws affecting the expenditure of state funds. All purchase requests must follow established policies, procedures, and guidelines. A good rule to follow is to always discuss your needs with your department budget manager or involve the Purchasing Department from the very beginning of planning your purchase request. Please call with questions at any time.
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Don’t sign any contracts . There are only a few designated individuals at The University of Alabama who are approved by the Board of Trustees to sign contracts and legally bind the University. The Purchasing Department will review and edit contracts, consult with University Counsel, if necessary, and obtain the appropriate signatures for your contract requirements.
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There are two methods to place orders . There are currently two methods used to place orders – the on-line requisition/purchase order system and the University Visa Purchasing Card Program. (Miscellaneous Disbursement Vouchers are processed through Accounts Payable; see University Spending Policies for appropriate use of an MDV. All questions concerning MDV’s should be directed to Accounts Payable.)
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Visa Purchasing Card Program
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For small dollar supply orders, airfare, lodging & conference registration fees
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Does not require pre-approval from a buyer to place an order
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Authority to purchase is delegated to the cardholder
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Post audit is performed
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Includes control and accountability
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Must follow established purchasing procedures, state bid law, and spending policies
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Orders are limited to $1,999.00 per transaction
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Must be used for official University business
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Monthly limit set by ordering department
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Most services are restricted
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Alternate process for repairs and catering
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Visit the Purchasing Card Services website for complete details including how to obtain a card at www.purchasingcard.ua.edu
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On-Line Purchase Requisition System
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