Policies of the Board of Trustees 5 C-3(c)(2)

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Last Updated: May 08, 2025, 03:54 PM

  1. “ Requisitions-Purchasing of Goods and Services, Approval and Reporting Requirements
    1. c. Prior Approval Not Required: Authorization by the Board of Trustees and/or the Executive Committee for expenditure of funds is not required prior tothecommitment of funds in the following instances:
      1. for requisitions involving expenditures of a routine nature necessary for normal and usual operation of the University, where there is only one source of supply or in actual practice no price selection is possible; such instances include but are not limited to
        1. postal charges purchased from the Postmaster and locked in the postage meter machine;
        2. postage stamps, postcards, and bulk mailing;
        3. utilities (electrical energy, city water, and sewage charges, natural gas, and telephone charges);
        4. freight, express, and interstate moving expenses;
        5. annual renewals for rental of various physical facilities;
        6. annual renewal insurance premiums in years subsequent to the year in which the original insurance was contracted;
        7. subscriptions to journals and periodicals;
        8. books and bound periodicals;
        9. professional and technical services;
        10. credit card encumbrances for usual and customary automotive service station charges. Repair work other than the minor or emergency type must have previous approval of Transportation Service;
        11. annual rental of equipment in years subsequent to the year in which the original requisition was approved for installation, such as data processing equipment, photo-static copiers, accounting machines, and similar items;
        12. annual maintenance contracts provided by a manufacturer or its agent for the equipment made by them;
        13. payments for items from specific single-item appropriations, such as CDB lease rental payment, retirement contributions, and fire protection, but excluding capital items;
        14. in emergencies involving public health, public safety, or where immediate expenditure is necessary for repairs to University property in order to protect against further loss of or damage to University property, to prevent or minimize serious disruption in University services, or to insure the integrity of University records;
        15. where the goods or services are procured from another governmental agency;
        16. purchases of and contracts for office equipment and associated supplies when such contracts provide for prices that are equal to or lower than Federal General Services Administration contracts and when such contracts or pricing result in economical advantage to the University.”