Procurement Authority

Effective: Moved to Policy Library from UPM 10.2(6), UPM 10.2(7), UPM 10.2(8)
Reviewed and Updated: April 19, 2017
Contact: Director of Procurement Services

Introduction

Each university employee shares the responsibility for maintaining the public trust in Iowa State University. All procurements of goods and services on behalf of the university are to be handled in a fair, open, and ethical manner.

Policy Statement

Procurement Services

Procurement Services, within the division of university services, has been delegated the responsibility for handling all procurement transactions and administering procurement policies and procedures. This authorization to act for the university is in accordance with Board of Regents, State of Iowa, policies and procedures.

Departments and other units

Department chairs and directors are responsible for ensuring all procurements of supplies, equipment, technical services and professional services are conducted consistent with relevant university policies, including the segregation of duties policy. Segregation of procurement-related duties among staff within a unit shall be maintained to ensure the existence of adequate procurement controls. Adequate segregation of duties shall include the department chair or designated individual responsible for authorizing procurements and approving payments, with a second individual responsible for coordinating acquisition and, when possible, a third individual verifying receipt of ordered items.

Departmental faculty, staff, directors, chairs, and deans have no inherent authority to make purchases. Purchases of goods and services for university business purposes represent procurements and need prior review and approval by Procurement Services before an order is placed or a commitment is made that binds the university, with the following exceptions:

  • Purchasing card purchases (by delegated authority only)
  • Items that do not require processing through Procurement Services (see Resources below for link to Direct Pay Procurements)
  • Certain small dollar (less than $500) non-travel related employee reimbursements that may be processed through the controller's department (see Resources below for link to Non-Travel Reimbursements)
  • Purchases exempted by Procurement Services or the senior vice president for university services with payments processed directly through the controller's department

In the event of emergency situations endangering life or property, should Procurement Services not be available, orders may be placed or personal funds may be used with acquisitions reimbursed at funding department discretion.

When a conflict of interest arises, reimbursement of personally expended funds is not permitted without Procurement Services' approval.

University departments may seek Procurement Services' approval to use university purchasing cards (Visa credit cards) for university business, subject to monthly dollar limits as established by Procurement Services. The standard limits may be modified by Procurement Services to meet unique departmental needs. When procurement authorization is extended to departments, such as through the use of purchasing cards, it is for the purpose of facilitating daily operations. This authorization is contingent upon departmental compliance with the specific requirements and limitations of each procurement method utilized.

Resources