Revised April 19, 2006
Petty cash can be made available for use by departments upon the recommendation of the Manager, Campus Procurement Service Center, who may, in exceptional cases, authorize expenditures which exceed $50 where the need for such expenditures is clearly stated and the best interest of the University would be served.
Purchases for merchandise made on the Internet must be within the departmental spending limits and follow other University purchasing policies and procedures. Payment of Internet purchases should be made as follows:
University personnel may make emergency purchases in cases that have or could impose significant provable loss to the University or where human life or property is endangered. When an emergency condition arises, and the need cannot be met through normal procurement methods, the emergency purchase shall be made with such competition as is feasible under the circumstances. Whenever practical, approval of the Manager, Campus Procurement Service Center, shall be obtained prior to the purchase.
The person responsible for the emergency purchase shall provide written documentation stating the basis of the emergency purchase and for the selection of the particular contractor. A written account of the emergency circumstances shall be sent promptly to the Manager, Campus Procurement Service Center, as soon as possible. In the event that the amount exceeds $100,000, the Manager, Campus Procurement Service Center, shall forward this information to the Chief Procurement Officer, UM. Normal purchasing procedures shall be followed as soon as the emergency is over.
When it is in the University's best interests, contracts will be established for use by all or several campuses. Each Campus Procurement Service Center shall maintain information on these contracts and make them available to user departments. Campus Procurement Service Centers shall exercise due diligence to make certain these contracts are used and that the University does not commit a breach of contract. The Chief Procurement Officer, UM, will work with the Managers, Campus Procurement Service Centers, to establish the appropriate system-wide contracts.
When it is in the University's best interests, the University may enter into cooperative purchasing arrangements for acquisition of goods and services with any public entity or group and execute respective contracts under those agreements providing that the procurement methods and procedures of such entity or group are comparable to those of the University.
The University may also use pre-existing procurement contracts of public entities or groups when the procurement methods and procedures are comparable to those of the University, and all parties (sellers and buyers) are in agreement that the University is eligible for pricing, terms and conditions of these agreements.
The University may procure supplies and equipment for use at the University of Missouri-Columbia Hospital and Clinics at contract prices arrived at through bids or negotiations by the University Hospital Consortium of Atlanta, Georgia, when in the best interests of the University.
The Managers of the respective Campus Procurement Service Centers will ensure that the procedures used to determine a contract award, and the terms and conditions of the contracts are comparable to University policies and procedures.
Outside entities may be formally affiliated with the University in a mutually beneficial endeavor. Public and not-for-profit entities, and higher education institutions can be sponsored through the University's procurement contracts under certain conditions. Eligibility shall be determined by the Chief Procurement Officer, UM. Participation shall not be construed to be obligatory by any affiliated entity and in no case shall the evaluated merit for the affiliated institution compromise the University's abilities to acquire the best contract.
The libraries on each campus are authorized to issue purchase orders from their Library Book Fund accounts only for the acquisition of specific proprietary or sole source items. These items include books, periodicals, documents, prerecorded magnetic tapes, compact disks, phonograph records, audiovisual expendable materials, laser disks, computer software disks of books, professional memberships for journals, and inter-library loan fees.
All other purchases, including leases, rentals, software licensing and service contracts, must be made in the form, format and method as authorized by the Manager, Campus Procurement Service Center, of the respective campus in accordance with University purchasing policies and procedures.
Certain items of property and equipment are available at significant cost savings through the Federal Surplus Property Program which is administered by the Missouri State Agency for Surplus Property. This policy defines the conditions governing the acquisition and use of property and equipment available through this program.
Managers, Campus Procurement Service Centers, shall monitor all governmental property purchases, Federal or State, to insure adherence to the policies of these agencies of acquisition, utilization, and disposal of the property.
Managers, Campus Procurement Service Centers, may purchase State and Federal surplus property up to $100,000 per bid or as a sole source. Any such purchases over $100,000 must have approval of the Chief Procurement Officer, UM.
Each Campus Procurement Service Center shall coordinate their own program with the State and Federal Agencies of Surplus Property.
All rules and regulations imposed by the Federal Government or the State Agency on Surplus Property shall be adhered to, and these rules and regulations shall be disseminated to all departments using property acquired under this program.
It shall be within the jurisdiction of the Manager, Campus Procurement Service Center, toauthorize University personnel to sign receipts for, and take possession of any property from the State Agency of Surplus Property, and a list of personnel so authorized shall be maintained in the Campus Procurement Service Center.
University property received that has a government value of $5,000 or more regardless of the acquisition cost shall be considered inventorial items of equipment and must be reported to the Inventory Control Department.
Acquisition and Use of Government Surplus Property
Surplus property may be acquired only for educational or research purposes within the State of Missouri. Any acquisition for purposes of resale or other use is prohibited.
All surplus property having a single item U.S. Government acquisition cost of $5,000 or more, regardless of its cost to the University, and all motor vehicles:
- Must be placed in use for the purpose for which acquired no later than 12 months after acquisition.
- Must be used for the purpose for which acquired for a period of not less than 18 months, except for aircraft which must be used for a period of not less than 5 years.
- May not be sold, traded, leased, loaned, bailed, cannibalized, or disassembled for secondary purposes or otherwise disposed of or removed from the State of Missouri during the specified use period without prior written approval of the Federal Government.
- May be transferred between departments during the specified use period only if it will be used for purposes similar to those for which originally acquired.
All purchases of drugs, alcohol, and hazardous materials are to be made in compliance with Federal and State laws.
Managers, Campus Procurement Service Centers, will work with the Campus Safety Officer in order to assure that such products are shipped, stored and handled in accordance with University safety policies.
The purchase of radioactive materials shall be made only for those staff members having an active authorization issued by the University Radiation Safety Committee for the material, quantity and form being requested.
All purchases made at off-campus facility sites are required to abide by the University of Missouri purchasing administrative policies and procedures and any campus specific procedures.
All construction requirements, whether for repairs, remodeling or new construction shall be handled as outlined in the Facilities Management Policies and Procedures Manual.