(A) General purchasing rule
(1) Pursuant to section
3362.04 of the Revised Code, the
board of trustees of Shawnee state university has statutory authority to make
and enter into all contracts and agreements necessary or incidental to the
operation of the university.
(2)
The board of trustees has delegated, to designated positions within the
university, the authority to sign contracts on behalf of the university as
outlined in policy 5.27.
(B) Procurement services department
The Procurement services
department is charged with the
responsibility of organizing and administering procurements for all departments
of the university in accordance with this rule.
, state law, and where
applicable, the rules and programs of the department of administrative
services.
University departments may purchase supplies or services from
external vendors, using a requisition/purchase order (preferred), a request for
payment form, a blanket order, or a petty cash voucher.
Procedures related to this rule
describe the established processes that are to be followed for university
procurement, including but not limited to, competitive bidding, minority set
asides, conditions required for bid waiver, use of a university credit ca
(C) Unauthorized purchases
Except as noted in this rule, no individual has the authority
to enter into purchase contracts or to in any way obligate the university for
procurement indebtedness unless specifically authorized to do so by the vice
president for finance and administration. Individuals who make or participate
in making unauthorized purchases or contracts may be personally liable to the
vendor. Exclusive of the petty cash procedures, the university will not
reimburse officers or employees for the cost of any such purchases unless
approval is received.
rd, and disposal of surplus
property.
(D) Ethical
and legal issues related to the purchasing process
(1) Conflict of interest; university
personnel will not enter into contracts for the purchase of materials or
services which would constitute an unlawful interest in a public contract as
addressed in Ohio's ethics statutes and advisories from the ethics
commission.
(2) Personal gifts;
some vendors, particularly vendors of office and computer
supplies, may offer free gifts (such as video
games, briefcases, and accessory items) with an order. Acceptance of such gifts
by any university employee is inappropriate and prohibited.
(3) Personal purchases; purchases for
personal use or in the name of the university are prohibited.
(4) Purchases by individuals for university
use; purchases by individuals for university use, whether by cash, credit card,
or check are strictly prohibited, except when approval by the budget manager is
obtained prior to the purchase being made. Recurring exceptions for the benefit
of the same individual/department also requires the approval of the director of
procurement services or designee.
(5) Promotional items; Shawnee state
university regulates and controls the use of the university's name or other
marks, logos, and symbols. All requests for use of the university's name or
other marks, logos, and symbols must be forwarded to the director of
communications and the director of procurement or the designee of the vice
president for finance and administration for prior approval. The procurement of
all promotional and award related items on behalf of the entire university
are
is to be
handled through the department of procurement. The items include but are not
limited to "printed" items; "marketing" items such as pens, pencils, bookmarks,
balloons, and t-shirts.; and "award" items such
as plaques and trophies.
