https://www.marshall.edu/procurement-services/purchasing-training/quick-guide/

Procurement Services Home Staff MUPS Newsletter Rules, Policies & Procedures Policies & Procedures Purchasing and Payment Guidelines Procurement Communications Terms and Conditions Purchasing Handbook MUBOG Purchasing Policy FA-9 Code of Ethics Computer & Software Purchases Training Quick Guide Basic Training Guides Direct Award Training Contracts University Contracts WV Statewide Contracts WVNET Contracts Forms Vendor Resources Bid and Proposal Opportunities Vendor Registration & Euna Procurement Login Suppliers Guide Terms and Conditions Marshall Marketplace Marketplace Punchout Catalogs Catalog Order Checklist Non-Catalog Order Checklist Quick Guide Marshall University’s Office of Purchasing maintains a central purchasing office that assists faculty and staff with acquiring goods and services. Please refer to our Marshall University Purchasing – Compliance & Basics Training guide for a more comprehensive guide to the University’s purchasing process. Authority to Purchase and Obligate Funds The University’s procurement officers, and CPO delegated designees are the only individuals authorized to effect and sign non-credit card and non-essential service purchases and agreements or contracts for Marshall University. Faculty and staff outside of Purchasing may not obligate University funds, regardless of source. The Attorney General, the Audit Division, and the Department of Finance and Administration only accept purchasing documents signed by procurement officers. Only University procurement officers or designees may issue confirming orders to vendors. Decision Path Determination of need. Can this be purchased on a department P-card? Check availability through contracts. Once you have determined if there is a contract or not, you will decide which type of purchase to utilize. Review the bid thresholds to determine bid requirements. If needed, solicit bids or advertise the sole/single source determination. Obtain the required documentation. Submit Banner document (requisition or encumbrance) for review. Contract/purchase management. For more detailed information regarding the Purchasing Decision Path, please refer to the Marshall University Purchasing – Basics Training guide. Bid Thresholds Amount of Item Bid Requirements Goods/Services less than $25,000 Bidding is not required. Goods/Services between $25,000 and $50,000 3 quotes required, winning vendor must sign quote. Goods/Services over $50,000 Written specifications and formal public bid. Goods/Services over $50,000 Written specifications and formal public bid. Construction: $50,000 – $150,000 3 quotes required, winning vendor must sign quote. Construction: over $150,000 Written specifications and formal public bid. Architectural/Engineering Services: less than $625,000 3 quotes required, winning vendor must sign quote. Architectural/Engineering Services: over $625,000 Written specifications and Expression of Interest. Any purchase over $1,000,000 Requires Board of Governors’ approval. If a product or service is available from a University contract, the Department must purchase the product or service in accordance with purchasing guidelines as indicated within the contract. Banner Entry – Encumbrance Vs. Requisition Encumbrance: Limited use transactions (ex: Internal Department to Department payment for services, one day only speaking engagements, memberships or association dues, single use transactions without terms and conditions, etc.) Requisition: Covers broad range of transactions (any purchase with terms and conditions, Bids/Public Offerings, Construction, and Renovations projects, on-site labor, etc.) Non-Compliant Purchases (After-the-Fact) All non-compliant purchases require a Non-Compliant Purchases Memorandum . This memorandum must be signed by the requisitioner, department head, Chief Procurement Officer, and Chief Financial Officer. Common Non-Compliant Purchases After-the-fact: Any time a good or service is provided before the PO is completed, the purchase is considered after the fact. Only the Purchasing office can commit to purchases. Stringing: Splitting purchases to try to avoid meeting the bid thresholds. Bid thresholds are based on annual spend with a vendor or on a specific good/service. Specialty Purchases Item Notify/Approving Department Advertising/Marketing/Promotional Items University Communications Any document with terms and conditions Office of Purchasing Construction/Renovation/Architectural Facilities and Planning, Office of Purchasing, Physical Plant Computers/Software/IT related items Information Technology Department & Office of Purchasing Contracts/Agreements Office of Purchasing Copiers/Fax Machines/Printing Services Office of Purchasing Donated Equipment Marshall University Foundation Emergency Items Office of Purchasing Federally Regulated Substances Office of Purchasing & Environmental Health & Safety Hospitality & Food Service If not using Sodexo, Senior VP of Operations Installation Furniture/Equipment Coordinate with Physical Plant Leased Equipment or other instruments over $1 million MU Board of Governors & Office of Purchasing Marshall Employee providing services to University Human Resources Multi-year Financial Obligations Budget Office and Office of Purchasing Speakers/Honorarium Human Resources via BOG48HR Yearly Property Rentals Senior VP of Operations