The Purchasing Departments at the Colleges of the University would like to provide you with the best
possible service. The more you know about the purchasing process, the better we can work together
to achieve timely deliveries of goods and services. For this reason, we have put together answers to
some frequently asked questions. We hope this overview of purchasing will help us work together,
as a team, to facilitate our common goal of providing excellent education to our students.
As you browse through this document in search of answers to particular questions that may arise, you
may notice that we have adopted a somewhat “colloquial” style in our responses. This was a
deliberate choice. We have endeavored to create a user-friendly tool for your use, and we hope
thereby to extend to all members of our University family a friendly offer of assistance in your
navigation through the sometimes confusing procurement process.
Download a Frequently Asked Questions PDF Version
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HOW DO I GET STUFF?
First, ask yourself -- is it really an emergency? The law defines “emergency” for the purposes of procurement as an unforeseen occurrence or condition or situation where a threat to health, safety, life or limb exists, or where a necessary service is threatened with material damage or suspension, or where College buildings or property are threatened? If not, Purchasing cannot treat the purchase on an emergency basis. Lack of planning does not constitute an emergency.
Engaging a consultant is handled just like other purchase of services. If any consultant’s services are needed for an amount exceeding $20,000 in a fiscal year, then Purchasing is required to follow all procurement procedures for same. See Q&A #22 - “How Do I Get Stuff” and Q&A #40 - “Why aren’t there consistent regulations governing ALL purchases?”.
WHAT HELPS ME GET STUFF?
WHEN CAN I GET STUFF?
The following are approximate time frames for processing your (complete and
accurate*) purchase requisitions into purchase orders or contracts:
Here are some guidelines that will help unsnarl the procedural labyrinth and expedite your
ordering of much-needed goods and services:
WHERE CAN I GET STUFF?
WHO HELPS ME GET MY STUFF?
The Purchasing Departments at the Colleges ensure compliance with State laws and regulations governing purchasing, ensure cost controls in obtaining reasonable prices, and maintain internal control procedures and maintenance of purchase orders and contracts.
WHY CAN’T I JUST HAVE MY STUFF?