Purchasing Guidelines & Procedures

General Guidelines for Purchasing Goods and Services

 

When Should
 You Use

Under $500

$500 - $1,999

$2,000 - $19,999

Over $20,000

Visa
(Procurement Card)

Yes - Depends

Consult Purchasing

No - Consult Purchasing

Three Quotes and a Purchase Order are Required

No


Three Quotes and a Purchase Order are Required

No


Three Quotes and a Purchase Order are Required

Purchase Order

No - But the Vendor may require one

Yes

Yes

Yes

Blanket Purchase Order

Yes

Check with Purchasing to see if Vendor is setup with a Blanket Purchase Order

No

Three Quotes and a Purchase Order are required

No

Three Quotes and a Purchase Order are required

No

Three Quotes and a Purchase Order are required

Written RFQ (Request for Quotation)

No

Yes

Three Quotes and a Purchase Order are required

Yes

Three Quotes and a Purchase Order are required

Yes - Consult Purchasing

Public Tendering through BC-Bid may be applicable

APPROVALS REQUIRED

Depends

Consult Purchasing

Yes - Operational vs. Capital

Budget Manager, Dean and Purchasing

Yes - Operational vs. Capital

Budget Manager, Dean and Purchasing

Yes - Operational vs. Capital

Budget Manager, Dean and Purchasing

 

Purchase Order Required for Vendor Payment:

  • Purchasing Services is solely authorized to commit expenditures for all purchases.  This commitment is accomplished by issuing a formal purchase order with corresponding terms and conditions.
  • Orders are not considered binding, nor will respective invoices be paid, without a corresponding purchase order and receiving report, service contract and corresponding signed work order, or consulting agreement.
  • Any order placed directly to a vendor by a department other than the Purchasing Department may not be honoured and considered invalid.

 Purchase Orders are Normally Not Issued for the Following Items: 

  • Registration fees for conferences and other events
  • Travel arrangements such as hotels, rental cars, air fares, etc.
  • Subscriptions
  • Memberships in professional trade or other organizations
  • Restaurants and catering services
  • Whenever immediate payment is required - unless the Purchase Order is needed to spell out terms of the contract
  • If you have already received the item and the invoice

 


Last Updated : Tuesday, June 18, 2013