The Purchasing Department has the authority to issue orders for the purchase of all materials and services and includes oversight for the purchasing functions within auxiliary operations. This department is also responsible for the disposal of excess property owned by Syracuse University, and the administration of all vending income contracts. See Appendix A, Guide to Financial Forms, for the proper form to be used when requesting a purchase.

Policies:

Authorized signature records for University accounts are maintained in the Pre-Audit division of the Comptroller's Office. A purchase requisition when sent to Pre-Audit must have the proper authorized signature affixed to it. In addition, purchases totaling $75,000 or more must be countersigned by the Director of Purchasing, or his designee, and the Executive Vice President and Chief Financial Officer, the Treasurer, or the Comptroller. Contracts, leases, rental agreements and letters of intent must be signed by a University officer or other designated employee. Please see Legal Contracts with External Parties for authorized signers of legal contracts with external parties.

Classified Advertising.

Classified advertising for clerical and technical positions and for the recruitment of faculty and exempt personnel is to be placed through the Office of Human Resources. Copies of advertising text and the search plan must be submitted with the requisition to the Office of Human Resources for approval.

The University seeks to obtain competitive prices. Considerations in evaluating award of orders include price, quality, insurance, specification compliance, delivery terms and conditions, bidder experience and reputation. Competitive bidding is obtained in accordance with established University procedures as codified in the Purchasing Department procedures manual. A request to waive competitive bidding procedures requires documented justification, and any waiver requires approval by the Director of Purchasing or his designee. Results of competitive bidding are considered confidential and are not disclosed to third parties.

All requests for computer and audio-visual equipment are to be directed to the Purchasing Department. The Purchasing Department and Information Technology and Services will recommend equipment that will satisfy the department need and may request assistance from other university departments to review space and structural adequacy, environmental requirements, power, safety, security, and code compliance matters.

Departments must take reasonable precautions to protect computer equipment from damage and theft. Please refer to the Risk Management section of the Administrative Policy Manual pertaining to the Syracuse University self-insurance program and the use of appropriate security equipment.

All requests for acquiring copying, duplicating and printing equipment are to be directed to the Purchasing Department. Purchasing and Printing Services will conduct an analysis of the request and recommend equipment that will satisfy the department's need.

Excess property is considered to be property completely under the title of Syracuse University and no longer required by the using department. Disposal of excess property is the responsibility of the Purchasing Department. Purchasing has exclusive authority to release items submitted for sale, and no other department has permission to release any such items. The relinquishing department will receive a credit (net of disposal costs) as additional released budget for property sold on its behalf, provided that the excess property was originally purchased from a budget specifically allocated to that department. Call extension 2288 for policy clarification.

Syracuse University policy authorizes only the following University officers and other designated employees to sign, on behalf of the University, contracts with external parties:

Other University officers and employees do not have the authority to sign contracts with external parties on behalf of the University.

The Office of the Executive Vice President and Chief Financial Officer is the designated custodian of all contracts with external parties, and all such contracts should be sent to that office, or offices designated by him, for filing and safe keeping.

The Office of Human Resources should be consulted on matters relating to separation of employment contracts.

The Risk Management Department should be consulted on risk-related matters contained in contracts with external parties, including all matters relating to insurance.

The Office of the Executive Vice President and Chief Financial Officer, the Comptroller's Office, or the Treasurer's Office should be consulted on tax-related matters contained in contracts with external parties.

University staff and students do not have the authority to act on behalf of the University to make procurement agreements or contracts with outside vendors for materials or services. The only exceptions to this policy are petty cash items and the following specialized types of buying: printed materials purchased by News and Publications; food and beverage purchased by Dining Services; books for Bird Library; materials purchased for resale by Syracuse University Bookstores; and University promotional and classified advertising.

Syracuse University's exemption from state sales taxes and from Federal income taxes, together with the related sales tax number and tax-exempt organization identification number, are the exclusive property of Syracuse University. No person or entity other than Syracuse University may use Syracuse University's tax- exempt status and identification numbers at any time for any reason. This prohibition extends to those organizations and groups which maintain an affiliation with Syracuse University, such as alumni clubs and booster clubs. Any person or entity violating this policy may be prosecuted for fraud and for applicable violations of the New York Taxation Law, the Internal Revenue Code, and/or any relevant violations of State or Federal criminal law. If the individual or entity has any affiliation with Syracuse University, such affiliation may be terminated by Syracuse University.

Any questions regarding this policy may be directed to the office of Syracuse University's Executive Vice President and Chief Financial Officer.

Purchase of all University vehicles requiring registration as motor driven vehicles must be approved by the Executive Vice President and Chief Financial Officer, the Treasurer, or the Comptroller, and purchased through the University's Purchasing Department, unless a specific exception is made by the Executive Vice President and Chief Financial Officer. Departments may arrange for vehicle service with Physical Plant.