Facilities Management Purchasing Authority

PURPOSE

To establish procedures for the delegation of approval for purchases and contracts within Facilities Management. This document provides additional guidance to FM employees and is intended to supplement the University's Contract Policy.

The University of the South Contract Policy, July 9, 2014, as a guideline, a contract should be used rather than a purchase order for contracted services requiring on-site services.  Facilities Management utilizes a purchase order for repair parts, maintenance and construction materials, and various non-capital and capital items.

The following procedures are established to provide purchasing guidance to FM employees.

1. Inventory management personnel are authorized to purchase and sign purchase orders and invoices for all consumables, inventory, and fuel with additional approvals as indicated.
2. Managers and first-line supervisors are authorized to purchase and sign purchase orders and invoices for maintenance and construction materials, and various non-capital items up to $2,500 per item with the additional authorization from the Business Manager and/or the Associate Vice President for Facilities Planning & Operations.
3. Business Manager for Facilities Management is authorized to purchase and sign operations and maintenance purchase orders and invoices for items up to $50,000 per item. All operations and maintenance purchases over $50,000 per item require the approval of the Associate Vice President for Facilities Planning & Operations.
4. Associate Vice President of Facilities Planning & Operations is authorized to sign all purchase orders; and contracts for up to $100,000.  In absence of Director/AVP, Treasurer will approve the contract or purchase order.  

In an emergency, employees are authorized to purchase items required to deal with the immediate problem. After dealing with the immediate emergency, the employee will brief his/her supervisor and obtain the appropriate purchasing approval after the fact.

 

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^{Per University policy, ALL contracts with third parties involving university resources should be in writing, regardless of prior practice or prior business relationships with the person or entity.}

^{All contracts requiring the University to expend more than $5,000; all contracts that obligate the university to defend, indemnify or hold harmless the other party; all contracts that seek to limit the amount or types of liability of the other party; all contracts for a term of three or more years; and all contracts involving unique risks and liability to the University must be reviewed and approved by the Office of General Counsel before submission to the authorized official for signature.}

^{Per policy, recordkeeping for the original executed contract, including all attachments, is required for at least ten years.}