Section 1: Organization of Manual

This manual is divided into the following nine main sections.

The section entitled "Types of Procurements" explains the various ways in which a purchase may be made. A series of examples is used to point out the various situations you may encounter in the course of acquiring goods or services. By its nature, it is not all inclusive, and in the event you need assistance in determining which type of procurement best meets your needs, a quick call to the Purchasing Department should result in you being able to accomplish that which you need to get accomplished.

The section entitled "Infrequent and Non-Routine Purchases" explains how a department handles those situations which do not fit into any of the following sections, and also happen infrequently, such as moving expenses for newly-hired employees of the University, travel expenses for applicants, travel expenses for consultants, or personal service contractors, and other similar situations which may arise from time to time. Travel expenses for university employees are addressed herein, as well. Contact the Purchasing Department for specific instructions, if you have any questions.

The section entitled "Determining the Proper Procurement Method" explains how to determine the appropriate method of ordering goods and services. A series of questions is used to guide you to the correct procurement method based on the type of goods/services desired and their cost.

The section entitled "Departmental Orders" explains how a department can, in certain instances, place an order for goods/services directly with a vendor. The necessary steps are outlined in this section.

The section entitled "Petty Cash Transactions" explains how a department can, in certain instances, use petty cash to purchase goods/services. The necessary steps are outlined in this section.

The section entitled "Emergency Situations" defines an emergency and explains how a purchase is to be made under emergency circumstances.

The section entitled "Personal Services" explains how to secure professional, technical, scientific, or artistic services.

The section entitled "Other Contracts" identifies entities, by type, where contractual arrangements may be made between those entities and the University. There may, or may not be any costs to either party.

The section entitled "Glossary of Terms" provides a definition of some of the terms used throughout this document.