The procedures outlined below must be followed by any employee of Missouri State University who desires to purchase any goods or services on behalf of the university, regardless of cost, type, or source of funds.
This section will allow you to easily determine the proper procurement method based on the cost and type of the desired goods or services. By answering the following questions in the order presented, you will be guided to the appropriate method of procurement. A graphical representation of this flow is shown in Figure 1.
The university, the Board of Governors, and the State of Missouri, have very specific guideline, policies, and statutes, dealing with Conflict of Interest, and Related Parties Transactions. Prior to starting a procurement process of any type, a review of those documents, as well as a quick look at the Glossary items entitled Conflict of Interest, and Related Parties, might prevent a future problem from occurring. A transaction processed by the Purchasing Office provides a level of immunity to the requisitioner.
Under no circumstance is the requesting department employee to obligate the university for any purchases without following these guidelines:
- Does the department desire to purchase the goods/services via a Departmental Order
and assume all responsibilities for ordering, delivery, and returns?
If No, complete and submit a purchase requisition via the UBUY System. This requisition will be automatically routed to all required approvers, Financial Services, and the Purchasing Office.
If Yes, and the value of the order is less than $750, follow the procedures outlined in the next section, "V. Departmental Orders." If the total purchase amount does not exceed $100, you may be able to purchase the item(s) via petty cash (see "VI. Petty Cash Transactions" for further explanation).
- Does the total cost of the desired goods/services (including all shipping, handling,
and add-on charges) exceed $750?
(Note: Purchases using "split tickets" - purchases greater than $750 being placed on more than one sales receipt - are not allowed.)
If Yes, the goods/services must be procured via the Purchasing Office. Complete and submit a purchase requisition via the UBUY System. This requisition will be automatically routed to all required approvers, Financial Services, and the Purchasing Office.
All purchases of goods/services exceeding $100,000 must be approved by the Board of Governors at their monthly meeting. Lower Board approval thresholds apply in some instances.
If No, continue to number 3.
- Is pre-payment required with the order?
If Yes, the goods/services must be procured via the Purchasing Office. Complete and submit a purchase requisition via the UBUY System. This requisition will be automatically routed to all required approvers, Financial Services, and the Purchasing Office.
If No, continue to number 4.
- Do the desired goods/services fall into any of the following categories:
- Agricultural equipment rental
- Microfiche/microfilm readers/printers
- Automobiles
- Microcomputers, terminals, controllers
- Automotive parts
- Modems
- Building/electrical supplies
- Mopping supplies
- Chemicals, janitorial
- Office furniture
- Copy machines (lease/purchase or maintenance)
- Paging services
- Electronic visual aids/equipment
- Printers or printer sharing devices
- Facsimile transceivers
- Radioactive materials or any type of potentially hazardous materials (toxic, flammable, corrosive, or reactive)
- Film and Developing
- Fire extinguishers and cabinets
- Germicide, deodorant, disinfectant
- Laser printer cartridge recharging
- Software
- Lawn mowers/tractors
- Software license agreements
- Library material
- Software training materials
- Mailing services
- Telecommunications equipment
- Medical supplies
- Tires and tubes
If Yes, the goods may be available on an existing Missouri State University contract, a state contract or from Missouri Correctional Enterprises and must be procured via the Purchasing Office. Complete and submit a purchase requisition via the UBUY System. This requisition will be automatically routed to all required approvers, Financial Services, and the Purchasing Office.
If No, continue to number 5.
- Are desired goods/services available from a university department, including the following:
- Food Service
- Printing Services
- Mechanical/Maintenance
- Telephone Services
- Vehicle Leasing
- Television Services
- Photographic Services
- Temporary Employment (Human Resources)
If Yes, obtain the desired goods/services from the relevant university department.
If No, continue to number 6.
- Are desired goods/services replacement or new installation of carpeting, blinds, tile,
air conditioners, heaters, etc., or part of a construction, renovation, or rehabilitation
project?
If Yes, obtain the desired goods/services from the Planning, Design & Construction department.
If No, continue to number 7.
- Does list of desired goods/services consist solely of office and educational supplies
and services, such as the following:
- Batteries
- Glues/Rubber Cement
- Binders
- Labels
- Bulletin Boards
- Office Supplies (pencils, pens, markers, paper clips, pins, rubber bands, pencils, leads, staplers, staples, tape, and dispensers)
- Calendars
- Pads (memo, ruled, columnar, steno, easel)
- Copier Toner
- Paper (copier, computer, fax, towels, etc.)
- Dictionaries/Thesaurus
- Ribbons (typewriter, correction, computer, calculator)
- Diskettes
- Tapes, audio & video
- Envelopes
- Transparencies & frames
- Filing Supplies
- Wastebaskets
If you are unsure whether desired goods are considered "office and Educational supplies and services," contact the Office Supplies clerk in the Missouri State University Bookstore.
If Yes, submit an Office Supplies Order form to the Purchasing Office. These forms are available from the Office Supplies Clerk in the Purchasing Office.
The university allows departments to purchase items at its cost when this method of procurement is used. The ability of the Office Supplies Clerk to order in volume and obtain price discounts ensures that the university, on average, pays the lowest price for these supplies and services.
If No, continue to number 8.
- Does the department desire to purchase the goods/services via a Departmental Order
and assume all responsibilities for ordering, delivery, and returns?
If No, complete and submit a purchase requisition via the UBUY System. This requisition will be automatically routed to all required approvers, Financial Services, and the Purchasing Office.
If Yes, follow the procedures outlined in the next section, "V. Departmental Orders". If the total purchase amount does not exceed $100, you may be able to purchase the item(s) via petty cash (see "VI. Petty Cash Transactions" for further explanation).
It should be pointed out that #8 is identical to #1, and further, that Departmental Orders are limited, by university policy, to $750.
Flowchart for Determining the Proper Procurement Method
Want to purchase item(s) yourself?
- No
- Send UBUY Requisition to Purchasing Office for processing.
- Yes
- Total Cost > $750.00?
- Yes
- Send UBUY Requisition to Purchasing Office for processing.
- No
- Pre-payment required
- Yes
- Send UBUY Requisition to Purchasing Office for processing.
- No
- On a University Contract?
- Yes
- Send UBUY Requisition to Purchasing Office for processing.
- No
- Available from a University Department
- Yes
- Obtain from that Department
- No
- Part of a construction, rehabilitation, or renovation project?
- Yes
- Obtain from Planning, Design & Construction
- No
- Office and/or Educational supplies?
- Yes
- Send order form to the Office Supplies Clerk in the Purchasing Office
- No
- Want to purchase yourself?
- Yes
- Use Departmental Order Form
- No
- UBUY to Purchasing Office for processing