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Small Dollar Purchases Policy

West Virginia University Policy
Division of Administration and Finance


WVU-PS-12

SMALL DOLLAR PURCHASES POLICY

PURPOSE

The purpose of this policy is to inform University employees of their decentralized departmental purchasing authority on commodities for small independent procurements not to exceed $25,000.

SCOPE

This policy applies to all University employees, including those on the regional campuses.

POLICY

Each department has budget authority and responsibility to make decentralized procurement of commodities not to exceed $25,000. Specifically excluded are professional and consultant services, controlled substances, radionuclides, live animals, hospitality, and any written contract, such as those for repair or maintenance services which must be reviewed by University General Counsel staff and signed by Procurement.

This purchasing authority can be utilized only for small, independent purchases. Departments cannot procure commodities as separate items under this policy when they actually constitute parts of a single larger purchase, exceeding $25,000 which must be competitively bid. Orders may not be split to avoid the $25,000 threshold.

Although competition is not required, individuals using the small order procedure must search for best-value products before expending University funds.

WVU employees who are granted procurement authority must be aware of the following:

PROCEDURE

Procedure development rests with Procurement Services.

RESPONSIBILITY FOR IMPLEMENTATION

All employees are charged with providing full support of this policy. It is the responsibility of the Dean or Director to implement and maintain this policy within their college, department, or unit. Procurement Services, at 293-5111 or P.O. Box 6024, is available to answer questions or provide additional information regarding this policy.

RESPONSIBILITY FOR INTERPRETATION

The responsibility for interpretation of this policy rests with the Director of Purchasing, Contracts, and Payment Services, West Virginia University.

Effective Date: December 3, 2010
Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance