RESTRICTED PURCHASES AND SPECIAL PROCUREMENT	No. 5-25d	Rev. 4-23-85
		Date 2-23-83

I. PURPOSE

To set forth University policies including prohibitions, special approvals, limitations and restrictions governing the procurement of supplies and services.

II. REFERENCES

PPM 5-25a, University Procurement

PPM 5-25b, Requisition Preparation and Processing

PPM 5-27, Receiving

III. POLICY

A. Prohibited Acquisitions

1. The Purchasing Department is forbidden from making personal purchases for any employee.

2. All University purchases must be made by authorized Purchasing Department personnel. Orders placed by faculty and staff members directly with vendors will not be recognized as University obligations and will be referred to the individual who placed the order for payment.

3. The use of University funds to acquire supplies or services for personal use is prohibited.

4. Alcoholic beverages shall not be acquired with state appropriated University funds and may only be purchased with funds as designated by the president.

B. Acquisitions That Require Special Approvals

1. Repairs to personal property damaged while its owner is engaged in University business may not be procured unless the requisition bears the authorizing signature of the appropriate dean or director.

2. Organizational or association memberships may be procured only if the requisition is signed by the requesting person and countersigned by his/her immediate supervisor (department chair, dean or vice president).

3. Material for remodeling or renovation of buildings (including carpeting) require approval of Architectural Services.

4. Coin-operated vending equipment, including washers, dryers, stamp-dispensing machines, food and beverage dispensers, etc. may be acquired or installed only with the prior written approval of the director of Personnel Services or his/her designee.

5. Printing, Duplicating and Photocopying Equipment

a. Printing equipment may be acquired for use by departments other than Printing Services only with the prior written approval of the director of Personnel Services.

b. The Purchasing Department may request an evaluation by Printing Services of a proposed acquisition of duplicating or photocopying equipment before processing the requisition.

C. Acquisitions Funded by Research Grants, Contracts and Other Fund Sources

1. Acquisitions funded by other than state appropriated monies shall be subject to the same purchasing policies and procedures as those supported by state appropriated funds.

2. At its discretion, the Purchasing Department may route requisitions from departments to the Office of Grants and Contracts to determine the allowabiliy of the proposed procurement under the terms of the grant or contract. Requisitions for non-allowable items will be returned to the requesting department for resolution of the problem with the granting agency.

3. A requisition for capital equipment will not be processed if the requisition is dated 60 days or less prior to the project ending date unless the requisition is approved by the vice president for Administrative Services stating that an emergency purchase is authorized. (See PPM 5-25b, IV, B, 1)

4. A requisition for either supplies or equipment will not be processed if it appears probable that the requisitioned items will not be received by the University a reasonable period of time prior to the project ending date.

5. All federally funded purchases must comply with applicable federal procurement procedures, regulations, terms and conditions. Purchases based on single price quotations must meet price reasonableness/cost analysis criteria prior to award. Questions regarding these regulations should be directed to the Purchasing Department.

D. Acquisitions Subject to Special Limitations or Procedures

1. Narcotics and Controlled Substances

a. Requisitions for narcotic and controlled substances must be signed by the user and approved by the Radiation and Controlled Substances Compliance and Safety Officer. This officer holds the narcotics and controlled substances license for the University. Properly signed requisitions should then be forwarded to the Purchasing Department. Each order must be accompanied by a properly completed Drug Enforcement Administration order form (DEA form 222 C).

b. Further information regarding the purchase of controlled substances may be obtained from the Purchasing Department.

2. Tax-free Alcohol

a. Tax-free alcohol can be obtained from Science Stores on campus.

b. The University permit to use tax-free alcohol currently limits use to the following purposes:

(1) Preserving specimens

(2) Experimental, research and laboratory work for scientific purposes

(3) Preparation of laboratory solutions

c. The use of tax-free alcohol for purposes other than defined in paragraph (b) is prohibited and violation is subject to federal law.

d. Alcohol records and alcohol on hand are subject to federal audit by the Internal Revenue Service.

3. Import Items

Import items may be obtained through standard requisition procedures. All matters pertaining to customs, etc. will be handled by the Purchasing Department. Information relating to import items may be obtained from the Purchasing Department.

4. Radioactive Materials and Radiation-Generating Equipment

a. Radioactive material and radiation-generating equipment may be requisitioned with the standard University requisition form.

b. Requisitions for these purchases require prior approval of the Radiation and Controlled Substances Compliance and Safety Officer.

c. Questions regarding safety practices and clearance requirements relating to radioactive materials should be directed to the Radiation and Controlled Substances Compliance and Safety Officer.

E. Acquisition of Government Property

1. Surplus University Property

a. Surplus University property is available through the property control officer.

b. Information regarding the availability of surplus University property may be obtained from the property control officer.

2. Property available through the Utah State Agency for Surplus Property (USASP)

a. USASP property is available to any University department.

b. The Purchasing Department maintains a list of authorized Weber State University representatives. Inclusion of any interested employee on this list is encouraged. A phone call to Purchasing will accomplish the addition of a name to the authorized list.

c. Property may be inspected at the USASP facility in Salt Lake City.

d. All property selected by authorized representatives will be picked up by a designated person.

e. A standard requisition form is required to facilitate payment of selected items. Requisitions must be sent to the Purchasing Department which will arrange for items to be picked up at the USASP facility.

3. Excess Federal Property

Excess federal government property may be available at little or no cost for use on federal government contracts or grants. Excess federal government property is normally obtainable at little or no cost other than transportation charges. A standard requisition is required to pay transportation costs. (See PPM 4-27)

4. General Services Administration (GSA) Purchasing

a. In requesting the purchase of supplies or equipment from the General Services Administration it is the responsibility of the requisitioning department to identify the requisition as eligible for GSA procurement.

b. The appropriate contract number and clause enabling such acquisition must be listed on the requisition. All product identification numbers must also be stock numbers from the federal supply catalog.