Purchasing - Division of Business and Finance

FREQUENTLY ASKED QUESTIONS 

1.       Can I buy food out of State Funds?

Answer: No

2.       Can I buy furniture from wherever I find it?

Answer: No. The State Term Contract offers several vendors with multiple suppliers.  If you are making a purchase to complement existing furniture, exceptions are allowed if the original line of furniture is no longer on contract.

3.       Can I request a preview of a product without a purchase order?

Answer: No.  If you do not wish to purchase the item after the review, the item is to be returned and Purchasing must be notified to cancel the purchase order.

4.       If I find an item locally for less than what is on the term contract, can I purchase it?

Answer:  Yes-only if the following is done: Purchasing must be contacted with all the price information.  If the price is considerably lower (a savings of over 20%) a purchase off contract be justified by Purchasing.

5.       Can I purchase items to decorate my office (pictures, lamps, plants)?

Answer:  Standard desk lamps may be purchased.  Pictures and plants are considered non-essentials and cannot be purchased with state funds.

6.       If I need to purchase additional supplies for a program is progress after hours, can I expect to be reimbursed?

Answer: The policy requires a requisition/purchase order in place prior to any purchase, however, if your “head count” exceeds your projection and additional supplies are required, a requisition with an explanation for the expenditure, along with the paid receipt should be submitted to the Business Office.  Each action is considered on its own merit.

7.        If I am having a function on campus it is ever “too early” to start my submissions to Purchasing?

Answer: No.  Early submissions allow for budget changes/transfers, order delays and delivery scheduling by vendors.

IF A PURCHASE DOES NOT FEEL RIGHT, IT USUALLY ISN’T!!