Small Dollar Purchases Policy
West Virginia University Policy
Division of Administration and Finance
SMALL DOLLAR PURCHASES POLICY
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.
This policy applies to all University employees, including those on the regional campuses.
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:
- Employees should not personally benefit from any procurement.
- Employees should constantly endeavor to keep themselves and their staff free from involvements which would place either in a possible “conflict of interest” situation.
- Any unauthorized purchase may become the personal obligation of the requestor.
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