Presidential Letter Requirements

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Last Updated: May 04, 2026, 03:51 PM

Per Section 5.C(1)(c) of the Board Trustees policies, Board of Trustee approval is required for all purchasing contracts involving the commitment of $1,000,000 or more. This requirement also includes purchases requesting multiple deliveries over a period of time. Additional approval of a supplemental requisition will be required if the amount of the supplement is in excess of 10% of the amount originally approved. This approval must be obtained before the solicitation process.

Purchase Requisitions of $250,000 and more are routed by Procurement for President approval.

Presidential Letter Requirements
Responsible Party Action
Requestor / Department Prepare letter of justification to be submitted with the Purchase Requisition, which should include the following information:
  1. What is being purchased?
    • Lab equipment, computer equipment, software, charter service, etc.
  2. How will the product or service be used?
    • To replace old and out-of-date equipment, to conduct research, to add new technology, for classroom and research use, etc.
  3. What is the source of funding?
    • You must include the Budget Purpose number, BP description, and the source of funding.
Note: If the source of funding is a service account, you must tell how the account will be reimbursed. If the source of funding is a grant account, you must list the source, or sponsor, of the grant funds.

If the purchase is being made from multiple Budget Purpose numbers, each BP and their source of funds must be listed.
Procurement Services Prepares a letter to go with the award recommendation and forwards it through the proper channels to the Chancellor and the President, respectively. (See Purchases over $100,000.)

Letter Templates and Sample Letters
Letter Templates Sample Letters
Purchases Purchases
From Grant Funds From Grant Funds
Multiple Accounts Multiple Accounts