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Policy Number: 303.1

Policy: Purchasing

Date Adopted: 04/98

Revision Date: 1/04

References: Purchasing Authority Agreement , ARM Sub-Chapters 5 through 8, MOM 1-0700, BOR 920.1, 1003.2, MCA 2.2, 39.51, 18.0

Approved By: Robert A. Duringer, Vice President for Administration & Finance

Purchasing for the University is handled in the Business Services - Campus Services area. Purchasing is responsible for procurement activities of the University, and must follow university, state, and federal requirements, as well as adhering to sound purchasing practices.

Departments are delegated the authority for purchases up to $15,000. The Executive Officer, Dean, Director, or Department Chair of the department is responsible for ensuring that these purchases are in compliance with University policies, rules, and procedures. Purchases exceeding $15,000 are handled by Purchasing, with the end user department initiating a purchase requisition into BANNER. See procedures for items exempt from purchasing requirements.

Employees making purchases on behalf of the University must conduct all transactions in an open, forthright manner, without favoritism or conflict of interest, and above reproach or impropriety. An employee is prohibited from participatinig in the evaluation, selection, recommendation, or administration of a purchase contract if a conflict of interest, or appearance of one, exists. Personal gifts or gratuities which might influence, or appear to influence, a purchase order cannot be accepted.

The University prohibits the purchase of goods or services from employees. In unique circumstances, this may be waived by the Director of Business Services.

State law requires that any printing from an off-campus vendor, regardless of dollar value, must be processed, approved, and/or bid through State Publications and Graphics Bureau in Helena via The University of Montana Purchasing Department. Examples include: brochures, flyers, graphic artwork, parking decals, ID validations, custom printed admission tickets, etc.

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