Procurement > Procurement Policy and Procedures Overview

Procurement Services is responsible for implementing and administering university purchasing policies and procedures as they apply to Alfred University. The Procurement staff assists departments in procuring the University’s higher cost equipment, materials, supplies and services.

For a complete list and description of policies and procedures visit our website at http://our.alfred.edu/index.cfm/fuseaction/procurement.home.cfm.

Orders under $1,000:
Orders can be directly placed with the vendor by the department using their University One Card or small order form. Forms are available at from Procurement Services located in Greene Hall.

Orders over $1,000:
Total orders over $1,000 require the use of a requisition. The requisition is forwarded to Procurement Services staff, which will review the requisition for completeness, obtain quotes and/or competitive bids and generate a purchase order. The staff will verify and encumber the available funds then place the order using the most appropriate method available and scan a copy to the department for their files.
The end user must include all pertinent information necessary to complete your request including but not limited to:

>Vendor contact information, verbal and/or written quotes, etc.

>Large dollar purchases at $50,000 and over require prior contact/discussion with Procurement Services. Competitive bids are required. (Contract Reporter insert required at $20,000 for State)

>Procurement Services staff may obtain a competitive quote when necessary and/or when the staff is able to obtain the required merchandise and/or service at a better price.

Adding Additional Items to a Purchase Order:
Changes required after a Purchase Order has been completed must be communicated to the Procurement staff immediately. End users are not to contact vendors for changes, deletions, etc. to an order. All changes, etc. must be handled by the Procurement staff. If you need additional merchandise a new requisition must be submitted or you may use one of the other methods of ordering/payment if the dollar amount if under $1,000.

Returns:
Contact the Procurement Office within 24 hours of merchandise receipt. For more information regarding returns review the policy located on the Procurement Services website.

Contracts:
Private Sector - Contracts should be sent to the Procurement Office along with the completed requisition form. The Procurement Office will forward the contract for the appropriate signatory authority.

Statutory Sector – (Statutory and Research) - All contracts or intent to contract with a vendor must be pre-approved by the Statutory Procurement Director.

Revised September 3, 2009