14. Research Center Purchasing Procedures

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    I. General

    The distance of Agricultural Experiment Station Research Centers (AES) from the CSU Main Campus and Procurement Services may result in potential delays in making purchases.  To prevent potential delays, the Director of Procurement Services has:

    A.  Authorized AES Research Centers to use the APO for the purchase of goods and services up to $10,000 (Exception: purchases for goods up to $50,000 made from certain contracted suppliers in KFS Shop Catalogs) , the DV for purchases up to $5,000 and the PCard for purchases up to $3,000 (unless a higher amount, up to $5,000, has been approved for the cardholder by Procurement Services).

    B.  Authorized quote procedures for amounts up to $50,000 for goods and services as outlined below.

    These procedures do not apply to purchases of livestock feed or to the purchase/sale of livestock, which are covered separately in this manual.

    II. Procedures

    A.  Purchases totaling $5,000 or less and no authorized commitment document required: The University has developed mechanisms for the purchase of most goods and services totaling $5,000 or less and not requiring an authorized commitment document (purchase order or contract). Purchases in this category are considered Small Dollar Purchases which are defined in CSU Procurement Rules as the purchase of materials, equipment or services where the aggregate total is less than $10,000 per fiscal year. If the purchase is subject to the Davis-Bacon Act or Service Contract Act, the aggregate total may not exceed $2,000 per fiscal year.

    1.  Disbursement Voucher (DV): AES is delegated the use of the DV via KFS for purchases totaling $5,000 and less. The DV is a check request document only and should not be used as a purchase order. The DV is described in greater detail in Section PM-5 of this Manual.

    2.  The University Procurement Card (PCard) may be used for purchases totaling $3,000 or less (unless a higher amount, up to $5,000, has been approved for the cardholder by Procurement Services) when the use of an APO or catalog vendor through KFS Shop Catalogs is not viable. For assistance in determining whether a catalog order may be made before using a PCard, contact Procurement Services. The PCard is described in greater detail in Section PM-4 of this Manual.

    B. Purchases totaling $10,000 or less and authorized commitment document required: Purchases for goods and services where a purchase order or contract is required. Purchases in this category are considered Small Dollar Purchases which are defined in CSU Procurement Rules as the purchase of materials, equipment or services where the aggregate total is less than $10,000 per fiscal year. If the purchase is subject to the Davis-Bacon Act or Service Contract Act, the aggregate total may not exceed $2,000 per fiscal year. Purchases in this category are considered Small Dollar Purchases which are defined as

      1. Automatic Purchase Order: AES is delegated the use of the Automatic Purchase Order (APO) via the Kuali Financial System (KFS) for small-dollar purchases totaling $10,000 and less. Exception: purchases for goods up to $50,000 made from certain contracted suppliers in KFS Shop Catalogs. The APO is described in greater detail in Section PM-3 of this Manual.2.

    C. Purchases between $10,000 and $50,000: For purchases between $10,000 and $50,000, written or electronic quotations must be obtained and attached to the Purchase Requisition (REQ) submitted to Procurement Services.  Typically, a minimum of three (3) is required and the information may be included on the Informal Quote form.  If fewer than three, provide a written explanation. Written or electronic quotes should include the following information:

    a.  Name/address of firm bidding.

    b.  Name and signature of person providing the quote.

    c.  Telephone #/email.

    d.  Terms of sale (net 30, 2% 10/net 30, etc.).

    e.  FOB point (including who pays the freight charges).

    f.  Complete pricing information.  Include any discounts offered.

    D. When acquiring personal services (labor, time or effort), it is the ordering department’s responsibility to request and obtain a certificate of insurance from the vendor showing general liability, worker’s compensation, employer’s liability, and auto liability coverages (see the Procurement Services website for instructions and coverage amounts).

    E. Purchases totaling $50,000 and more: All purchases for goods and services totaling $50,000 and more must be referred to Procurement Services.