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Approved: September 27, 2012
Nomenclature changes: July 25, 2023
Monitor: Vice President for Business Affairs
The Director of Procurement, Disbursements and Contract Services is responsible for all purchasing activity at the University including vendor selection, bidding, product testing, purchase orders, contract administration, and the Purchasing Card (P-Card) Program. All purchasing activity, regardless of source of funds, must adhere to this policy.
All purchases must be made in accordance with University policies and procedures, the Illinois Procurement Code (30 ILCS 500 et seq.), and the Joint Committee on Administrative Rules (JCAR) Administrative Code. Other restrictions may be imposed for purchases from certain accounts such as grants.
The University does not assume any responsibility for purchases, charges, or contractual arrangements that have not been made in accordance with established policies and procedures.
Financial managers are responsible for ensuring that purchases are used for University-related purposes and that sufficient funds exist within the account prior to initiating a request for payment (RFP), requisition, or P-Card charge.
Purchase of the following items shall not be permitted without prior approval (see specific policy relating to each):
Procedures for the procurement and purchase of goods and services at Eastern Illinois University shall be developed, maintained, and posted by the Director of Procurement, Disbursements and Contract Services.
The following administrative approvals shall be required for purchases at the dollar levels indicated:
|Less than $10,000.00||Approval of financial manager, Dean or Director|
|$10,000.00 to $99,999.99||Approval of Vice President|
|$100,000.00 to $249,999.99||Approval of President|
|$250,000.00 or more||Approval of Board of Trustees|
The Vice Presidents and the President may, in writing, delegate their purchasing approval authority. Other financial managers may delegate their purchasing approval authority with the written approval of their immediate supervisor.
Violations of purchasing policies and procedures, regardless of the source of funds, shall result in the following actions: