Approval Procedures

Contract and Purchase Order Approval Procedures

All purchase orders are signed off by the Director of Purchasing. Once all authorizations are obtained, as outlined below, forms and contracts are submitted to the Purchasing Office.

Less than $15,000

  • Contracts or purchase orders less than $15,000 must be authorized the Department Director or Budget Administrator.

$15,000 - $30,000

$30,000 - $50,000

  • Contracts or purchase orders between $30,000 and $50,000 must be accompanied by 3 bids or a sole source justification form (PDF). In addition, a $15k+ Approval Form (PDF) must be completed and authorized by the responsible President's Council Member and the Vice President of Financial Affairs.
  • A copy of any contract greater than $30,000 must be sent to the Vice President for Financial Affairs.

$50,000 and Over

  • Contracts or purchase orders greater than $50,000 must be accompanied by 3 bids or a sole source justification form (PDF). In addition, a $15k+ Approval Form (PDF) must be completed and authorized by the responsible President's Council Member, the Vice President for Financial Affairs and the President.
  • A copy of any contract greater than $30,000 must be sent to the Vice President for Financial Affairs.

Technology Contracts

Urgent Purchases

In the absence of a President's Council Member, the President or the Vice President for Financial Affairs will approve any urgent contracts or purchase orders on behalf of the President's Council Member.

Contract Copies

Original copies of contracts should be maintained in the Purchasing Office with copies maintained by the unit's appropriate Vice President. A copy of any contract greater than $30,000 must be sent to the Vice President for Financial Affairs.

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