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The University of Louisiana at Monroe PURCHASING DEPARTMENT Purchasing Rules and Requlations L.S.A.-R.S. 39: Public Fina

The University of Louisiana at Monroe PURCHASING DEPARTMENT Purchasing Rules and Requlations L.S.A.-R.S. 39: Public Finance 38: Public Works October 22, 2008. Purchases < $1000. APPROVED ACQUISITION METHODS

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The University of Louisiana at Monroe PURCHASING DEPARTMENT Purchasing Rules and Requlations L.S.A.-R.S. 39: Public Fina

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  1. The University of Louisiana at Monroe PURCHASING DEPARTMENT Purchasing Rules and Requlations L.S.A.-R.S. 39: Public Finance 38: Public Works October 22, 2008

  2. Purchases< $1000 • APPROVED ACQUISITION METHODS • Pay for purchase with personal funds (not recommended except for urgent needs, i.e. toner or printer cartridges) Obtain receipt/invoice – submit check request for reimbursement (checks written on Wednesday night) OR • Prepare & submit requisition • Approving agent signature not required • PO issued – Department gets receiving reports • Payment – Invoice – Receiving Report to A/P OR • Use the State of LA purchasing card – no bids or quotes required. ** Artificial splitting of purchases is violation of bid laws and is not authorized – Executive Order BJ 08-67

  3. Purchases>$1000 – < $5,000 • Prepare & submit requisition • 3 prospective bidders required • Telephone/fax quotes authorized • Purchasing Department personnel will solicit bids and/or quotes as required. • PO issued - approximate 3 - 5 day turnaround

  4. Purchases> $5,000, < $25,000 • Prepare & submit requisition • 5 prospective bidders required • Fax or mail bids acceptable • Bid – out for 10 days • Purchasing Department personnel will solicit bids and/or quotes as required. • 15 days required – advertising, bids, award • PO issued after award

  5. Purchases> $25,000 • Prepare and submit requisition • 5 or more bidders required • Sealed written bid responses required • Advertise: News Star and Morning Advocate in Baton Rouge – *required* Also required to be advertised on state Purchasing Department website • 25 to 30 days required for process • PO issued – after award

  6. Lab Equip & Supplies< $25,000 • For ongoing research only • Quotes/Bids • NOT Required BUT • Recommended – where possible • MUST submit form certifying the purchase is for ongoing research

  7. Required Items • Requisition w/dept head signature • Names, addresses, phone numbers and fax numbers for all vendors (email, if possible) • Dept Head verification of amount available in budget prior to signature

  8. PO Distribution • White copy to vendor • Receiving report (green, gold & yellow ) to dept • Green & gold to AP after items received • If capital outlay > $1,000 green copy to Property Control • Blue & buff retained by Purchasing Dept • PO’s filed numerically & alphabetically • Purchasing Dept provides copy of PO’s for capital outlay to Property Control

  9. Graphics Services • On campus printing jobs MUST be submitted to G/S before going off campus

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