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SDSURF › Project Administration Guide › Purchasing Section › Purchasing

Purchasing

1. Purchases of $5,000 and under
2. Purchases over $5,000 and up to $10,000
3. Purchases over $10,000
4. Sole Source/Brand Name Justification
5. Change Order
6. Open Purchase Order
7. Emergency Purchase
8. Used, Refurbished, Reconditioned, and Remanufactured Equipment
9. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
10. Wireless Communication Tools (Telephones, Palm Pilots, PDAs) Purchases
11. High Speed Cable/DSL Internet Service
12. Campus Services (Purchase Order Required)
13. Campus Services/No Purchase Order Required
14. Letterhead and Envelopes
15. Use of Personal Credit Cards


All project personnel and buyers involved in the purchase of goods, services and selection of vendors must ensure that purchases are made from responsive and reputable vendors that meet their delivery requirements. Other considerations must include price, terms and conditions, product quality, compatibility, etc. In addition, SDSU Research Foundation is committed to increasing its use of small disadvantaged, woman-owned, veteran-owned, and HUBZone businesses in compliance with Federal Law 95-507. These considerations should be a major factor in selection of vendors for goods/services that are purchased by existing federal grants and contracts. SDSU Research Foundation's purchasing department provides the assistance necessary to locate appropriate vendors and meet specific project purchasing goals. To assist you with identifying potential suppliers, please view the Small Business Subcontracting Plan.

Please note that the purchase requisition process is one of three acceptable methods for the procurement of goods and services. For information about the other acceptable methods, refer to PAG section 3.I.1 for purchases using personal funds or credit card and PAG section 3.L for purchases using the SDSU Research Foundation Procurement Card. Under no circumstances should suppliers be advised to proceed without using one of the above-mentioned acceptable procurement methods.

The purchase requisition process is initiated by completing a SDSU Research Foundation Purchase Requisition form. This form must be signed by the PI (or designee) and forwarded to the SR administrator for approval. Upon approval, the SR administrator forwards the document to the finance and accounting department transaction team for entry into the Banner finance system. The original copy of the requisition is then forwarded to the purchasing department. The originator is encouraged to suggest vendors to aid the buyer in processing the requisition. However, if this is not possible, the buyer will work with the project to determine an appropriate vendor. Do not advise suppliers to proceed until they have received a fully executed SDSU Research Foundation Purchase Order.



SDSU Research Foundation's risk manager must be notified whenever borrowed, loaned, rented, leased or purchased equipment is obtained so that equipment can be scheduled to insure for losses due to damage or theft. See PAG Property and Casualty Insurance section 2.K.


1. Purchases of $5,000 and under

Projects must complete a SDSU Research Foundation Purchase Requisition form with all the specific details needed in order to make the purchase. Details such as make, model, part number, ship to location, delivery date, etc., must be spelled out completely. This form must be signed by the PI (or designee) and forwarded to the SR administrator for approval. Upon receipt of the completed and approved requisition, a buyer processes the requisition, places the order with the supplier and sends a copy of the Purchase Order to the project.


2. Purchases over $5,000 and up to $10,000

To ensure full compliance with federal, state and local laws, rules and regulations, SDSU Research Foundation requires that purchases over $5,000 and up to $10,000 be documented for price reasonableness, supplier, delivery dates, etc. To accomplish this, requestors are required to provide the following:

  • Complete a Purchase Requisition form itemizing the products (include make, model, color, size, quantity, etc.) and/or services to be rendered (in the case of repairs include make, model, serial number, and the nature of the problem).
  • Include requestor information such as name, department/project name, telephone and fax number, email address, location, etc.
  • Obtain appropriate signature authorization and forward to the SR administrator.
  • Attach a minimum of two (2) informal bids such as a faxed price quote and/or copy of published price sheet to the Purchase Requisition form.
  • Complete an Abstract of Quotations form or provide a memorandum for the record indicating how the selected supplier was chosen. If you opt to go with other than the low bidder you need to indicate the reason for your selection. If only one bid was received, you must substantiate the reason(s) why. Explanations must be specific and include technical information that can be substantiated.

Remember that you always have the option of using an SDSU Research Foundation buyer to obtain the bid information. If this method is selected, the buyer coordinates all data received and reviews with the requestor prior to issuance of a Purchase Order.


3. Purchases over $10,000

Purchases in excess of $10,000 must be well documented in order to provide a clear and concise audit trail and ensure full compliance with federal, state and local laws, rules and regulations. To accomplish this, requestors are required to provide the following:

  • Complete a Purchase Requisition form itemizing the products (include make, model, color, size, quantity, etc.) and/or services to be rendered (in the case of repairs include make, model, serial number, and the nature of the problem).
  • Requestor information such as name, department/project name, telephone and fax number, email address, location, etc.
  • Obtain appropriate signature authorization and forward to the SR administrator.
  • A formal Request for Quotation/Proposal (RFQ/P) is required. This is a joint effort between the requestor and a buyer from SDSU Research Foundation purchasing department. This document defines in detail the products and/or services to be rendered and includes applicable certifications/representations, and terms and conditions. RFQ/P must be sent to a minimum of two (2) responsive and responsible bidders.
  • Buyer and requestor review all bids and select the best possible source for the products/services to be purchased prior to issuance of a Purchase Order.
  • Complete an Abstract of Quotations form or provide a memorandum for the record indicating how the selected supplier was chosen. If you opt to go with other than the low bidder you must indicate the reason for your selection. If only one bid was received, you must substantiate the reason(s) why. Explanations must be specific and include technical information that can be substantiated.

4. Sole Source/Brand Name Justification

As a recipient of funding from a variety of federal/state agencies and private donations, SDSU Research Foundation must ensure price fairness and reasonableness by documenting the due diligence process. This can only be appropriately documented when the competitive bid process is used. In the absence of the bid process, the Sole Source/Brand Name Justification form must be completed and signed by the PI or other designee.


5. Change Order

After a Purchase Order has been issued to a vendor, adjustments may be made to the order upon notification of the cognizant buyer. Changes that do not affect the dollar commitments (i.e., delivery, account codes, closures, etc.) may be authorized by memorandum and/or e-mail to sdsurfpurch@foundation.sdsu.edu. Any change requesting upward adjustment in the pricing must be processed on a new Purchase Requisition form with the appropriate authorized signatures. Do not forget to make reference to the original Purchase Order number on the memorandum, e-mail or new requisition form. Change Orders are called into the vendor and written copies of the Change Order are mailed or faxed by the buyer to ensure that the required change has been transmitted and accepted by the vendor.


6. Open Purchase Order

When a vendor, either on or off campus, is used for low value purchases over a specified period of time, the end-user may generate a Purchase Requisition and request the buyer establish an Open Purchase Order (OPO). This allows an individual and/or project to purchase specified items up to the authorized funding limit on the Purchase Requisition. Modifications to the funding level are requested on a Purchase Requisition form (please make reference to the original Purchase Order number), signed by the PI or designee, and forwarded to the SR administrator for approval. Capital equipment may not be purchased against an OPO.


7. Emergency Purchase

If emergency needs cannot be met through the regular purchasing process, one of the following procedures may be used:

  • Critical/Rush Order
    Critical and/or rush Purchase Requisitions (fully completed and approved by the SR administrator) may be mailed or hand-carried to the purchasing department for order processing and placement. Buyers review all incoming requisitions and determine the appropriate action necessary to complete the processing of the request. Critical/rush orders receive high priority, but due to the volume of requisitions, including the large number of "Critical" and "Rush" orders normally received each workday, SDSU Research Foundation cannot guarantee the order will be called in or faxed on the day it arrives in the purchasing department.
  • Will-Call/Pick-Up
    Upon receipt of a properly authorized requisition, buyers may arrange for pick-up of merchandise by the requisitioning department's personnel. Special conditions like "will-call" must be noted on the Purchase Requisition form and/or verbally requested by the end-user. Every effort will be made to meet the requestor's requirements under these conditions, but under no circumstances will the purchasing department take responsibility for receipt of the items purchased.
  • Check Request
    Emergency expenditures by project personnel may be reimbursed for reasonable expenses (generally not to exceed $1,000 total) once the requestor completes a Check Request form identifying the correct expense codes, obtains the required signatures, and attaches the original itemized receipt(s). Accounts payable honors the reimbursement request within the normal processing cycle for non-emergency check requests. Every effort to avoid purchasing goods and/or services with personal funds should be taken, as reimbursement is contingent upon the allow ability and availability of funds from the project/ department incurring the expense. Please note that reimbursement requests for business use of personal credit cards are made directly to the cardholder and not the credit card company.

8. Used, Refurbished, Reconditioned, and Remanufactured Equipment

Projects and departments may find opportunities to purchase used, refurbished, reconditioned, and remanufactured equipment at a substantial cost savings in comparison to other alternatives for acquisition of similar equipment. It is advised that you do not let cost savings be the sole factor used to justify the purchase. When you think you've found a great deal, contact the purchasing department immediately. A buyer will contact the seller to validate such things as serviceability, warranty, and terms and conditions of sale, as well as perform a cost analysis to validate price vs. equipment age and current model pricing. These actions by the buyer will help to determine if your good deal is really as good as it appears to be.


9. Leased, Rented, Loaned or Borrowed Equipment and Vehicles

SDSU Research Foundation may be required to provide proof of insurance when leasing, renting, or borrowing equipment. Refer to PAG Property and Casualty Insurance Leased, Rented, Loaned or Borrowed Equipment and Vehicles section 2. J.9 for details.


10. Wireless Communication Tools (Telephones, Palm Pilots, PDAs) Purchases

An employee who requires a wireless communication tool to conduct project business may select from the following two options:

  • Purchases Initiated by SDSU Research Foundation
    SDSU Research Foundation buyers purchase wireless (cellular) phones, palm pilot, PDA, and other wireless accessories based on a pre-negotiated contract with a supplier. The employee may contact SDSU Research Foundation's purchasing department at (619) 594-6891 for complete details related to available plans and other communication tools.

    When purchasing any communication tool, the employee completes a Purchase Requisition form, attaches the signed Wireless Communications Tools Request form, and forwards the form to the SR administrator for processing.
    The following applies to Foundation purchases of wireless communication tools:
    • The buyer handles all service/billing issues related to a wireless (cellular) phone.
    • All monthly fees and usage charges are forwarded to the SR administrator for review against the appropriate fund.
    • The wireless (cellular) phone models and plan options are limited to those choices made available under the pre-negotiated contract with SDSU Research Foundation and the supplier.
  • Personal Purchases Initiated by Employee
    Employees may purchase wireless tools at his or her discretion and obtain reimbursement for business related calls. The employee is required to complete a Check Request form and attach a copy of the billing statement with business related calls specifically identified.
    The following applies to personal purchases of wireless communication tools:
    • The employee purchases the phone with his/her personal funds and is solely responsible to the vendor for all service/financial issues related to the cellular phone. SDSU Research Foundation considers the wireless phone and accessories to be the personal property of the employee. Payment of the instrument fee is not the responsibility of SDSU Research Foundation project/department funds.
    • The employee attaches a copy of the detailed billing records to the Check Request form. Business-related calls must be specifically identified from personal calls to identify those costs related to the purpose of the project. Package deals and free minutes of airtime are prorated to the business vs. personal call ratio.
    • The account holder signs the Check Request form to certify that the reimbursement requested is the actual percentage of business related costs.
    • The employee is not reimbursed for the cost of the phone, accessories or the monthly service charges.
    • The employee is not limited when selecting the style of the wireless phone and associated services.
    • SDSU Research Foundation does not issue payment directly to the wireless service provider.
    When purchasing any communication tool, other than a cellular phone and accessories, the employee submits a Check Request and Wireless Communications Tools Request form for reimbursement to his/her SR administrator. The approved forms are forwarded to accounts payable for processing. See forms below:

11. High Speed Cable/DSL Internet Service

Upon approval by the project director and SR administrator, reimbursement may be made to an employee for work-related high-speed cable or DSL Internet access at home. A Check Request form for reimbursement along with a copy of the Application for High-Speed Internet Access form may be submitted for the amount that corresponds to the professional use of this service. Note that employees pay for the installation and monthly billing charges but may be reimbursed the amount that corresponds to the percentage of their professional use for that billing period.


12. Campus Services (Purchase Order Required)

    All campus service providers require a minimum of two (2) working days notice prior to service need date. Requisitions must be completed, approved and submitted to purchasing five (5) working days prior to your need date to insure a purchase order can be processed and submitted to the service provider.

  • Associated Students/The Daily Aztec
    On occasion, projects may use the on-campus news media for recruiting, advertising, or a similar function. A fully completed and approved Purchase Requisition form, copy of the ad, and the run date must be submitted to SDSU Research Foundation's purchasing department prior to publication.
  • Associated Students/Room Rentals
    The Aztec Center has meeting rooms with audio-visual capabilities to accommodate groups from 12 to 12,000. Reservations are made through the Aztec Center office. A completed and approved Purchase Requisition form and a reservation ID number must be submitted to SDSU Research Foundation's purchasing department prior to the date of the scheduled event. View services at http://www.as.sdsu.edu/.
  • Aztec Shops, Ltd.
    Supplies and instructional materials may be purchased from Aztec Shops through the use of an AZTECREDIT card. The card may be obtained by submitting an AZTECREDIT application form and a fully completed and approved Purchase Requisition form to SDSU Research Foundation's purchasing department. All lost or stolen cards must be immediately reported to SDSU Research Foundation's purchasing department at 619-594-6891. In lieu of a credit card, a one-time purchase for a specific item(s) may be requested by completing a Purchase Requisition form and forwarding it to the SR administrator for approval and further processing. Telephone orders are not permitted by Aztec Shops. View services at http://www.aztecshops.com/.
  • Instructional Technology Services (ITS)
    ITS provides support to faculty and project staff in the areas of design, selection, production, and distribution of instructional media. They are also able to assist in the areas of instructional design, visual design, course management, technology integration, student assessment, and course evaluation. A fully completed and approved Purchase Requisition form and appropriate ITS form(s) must be forwarded to the purchasing department for processing. View services at http://www-rohan.sdsu.edu/dept/its/.
  • Aztec Shops Catering
    After confirming reservations and other "special arrangements" with food services personnel, a fully completed and approved Purchase Requisition form and a copy of the event confirmation must be submitted to the purchasing department prior to the date of the scheduled event. View services and membership information at http://www.eatatsdsu.com/cater.aspx.
  • Faculty Staff Club
    The Faculty Staff Club offers the use of its dining facilities with a credit card. The card may be obtained by submitting a Faculty Staff Club Credit Card Application form and a fully completed and approved Purchase Requisition form to the purchasing department for processing. View services at http://www.aztecshops.com/fsclub/default.asp.
  • Plant Operations
    Materials or services such as the assistance of carpenters, plumbers, painters, and related draftspersons may be provided to project personnel. A University Plant Operations Work Order form, a cost quotation, and a fully completed and approved Purchase Requisition form must be submitted to the purchasing department for processing. Both SDSU Research Foundation's SR administrator and SDSU Research Foundation's facilities management department must approve the requisition before the requested work can begin. View services at http://bfa.sdsu.edu/plant/.
  • ReproGraphics
    A variety of word processing services may be obtained from ReproGraphics. A fully completed and approved Purchase Requisition form and ReproGraphics Work Order form must be submitted to the purchasing department for processing. View services at http://bus.sdsu.edu/repro/repro.html.

13. Campus Services/No Purchase Order Required

  • Mail Services
    In an effort to minimize postage errors that result in inaccurate billings, SDSU Mail Services now requires that all outgoing US mail contain a bar-coded account number for charge-back purposes. The barcode number must appear as a barcode on the backside of envelopes and other mail pieces. The bar-coded number can be imprinted directly on the mail piece or printed onto a self-adhesive label affixed to the mail piece(s). It is not necessary to affix a barcode label on each individual piece of mail when sending out multiple pieces of mail that are bundled together and charged to the same account. A barcode label affixed to the first mail piece for each separate bundle will suffice. The barcode number needed for using Mail Services consists of your six-digit fund code and five-digit organization code. Please check with your SR administrator to confirm this 11-digit sequence. Reprographics is available to pre-print envelopes and/or create labels with your 11-digit barcode number. Mail Services information may be accessed at http://bfa.sdsu.edu/~busserv/MailServices.html.
  • Telephones
    Most SDSU Research Foundation projects use the University's Ericsson telephone system. The University invoices SDSU Research Foundation for installation and monthly usage charges on a single invoice. SDSU Research Foundation separates the monthly expenses by project and charges the appropriate funds on a monthly basis. To request telephone installation, a project representative contacts the telephone coordinator in SDSU Research Foundation's facilities management department. The coordinator works with the project to determine exact needs, obtains approval from the SR administrator, and submits the Phone/Voicemail Service Request form on behalf of the project to the SDSU telecommunications & network services office (TNS). TNS will review the approved request and the project will be contacted should additional information be required. Basic telephone and voicemail services information may be accessed at http://tns.sdsu.edu/.

14. Letterhead and Envelopes

Projects may obtain bids from any print vendor for project letterhead and envelopes within the scope of the project guidelines and budget. SDSU Reprographic Services is located on campus and is sometimes used for convenience. Vendor pricing and reputation should be carefully considered when making a decision. Purchase orders are required for all print orders.

Barcodes
SDSU requires all outgoing USPS mail and UPS packages to contain a bar-coded number for chargeback purposes. Three options are offered below to help meet the barcode usage requirement:

  • Preprinted Envelopes - When ordering envelopes, you can request that barcodes be printed on the back of envelopes.
  • Preprinted Bar-coded Labels - SDSU Reprographics can provide barcode labels. You may contact Reprographics at 619-594-5260 if you have questions or wish to place an order. Purchase orders are required.
  • Software Purchase - Departments can purchase barcode software. To obtain information about vendors who sell this software, call 619-594-1552 or visit SNX's website at http://www.snx.com/. A purchase order is required for this expenditure.

Do not make copies of barcodes! Barcodes must be very sharp and precise. When copied on a standard office copier, barcode quality may be compromised so that barcode scanners cannot effectively read the barcode. Mail with non-scannable barcodes will be returned to the sender. More general bar code information can be found at http://bfa.sdsu.edu/busserv/Barcodes.htm.


15. Use of Personal Credit Cards

Project personnel may elect to use their personal credit cards to make immediate purchases for certain items generally less than $1,000 providing the following documentation is submitted with the request for reimbursement:

  • Original itemized receipts
  • Documentation as required by SDSU Research Foundation policy (i.e., supporting documentation for hosting)

Reimbursements for credit card expenses are issued directly to the cardholder only, not to the credit card company.

Please note that the use of personal credit cards is one of three acceptable methods for the procurement of goods and services. Refer to PAG sections 3.C.1, 3.C.2 and 3.C.3 for purchases using the purchase requisition process and section 3.K for purchases using the SDSU Research Foundation Procurement Card. SDSU Research Foundation strongly recommends that the purchase requisition or PCard process be followed whenever possible. Project personnel can incur personal liability when using personal funds in anticipation of a refund due to the risk that the expense may not be allowed and/or funds have been depleted.


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