麻豆社

The Right Choice for Your Success

Purchasing Approvals

Purchases, including those made using a P-card, require the following approvals:

  • $0 to $4,999 - Fiscal Agent Approval
  • $5,000 to $99,999 - Vice Presidential Approval (Provost and Academic Vice President, Vice President for Student Success, or Vice President for Finance and Administration) or Presidential Approval for departments who report directly to the President
  • $100,000 and above - Presidential Approval

Expenditures should be made only for essential items/purchases and departmental spending should be limited and closely monitored. This applies to all accounts and fund sources. Departments that over-expend their appropriated budget(s) may face penalties, including the loss of future spending authority. An essential expense is considered one, which if not made, would cause a University or departmental standstill, or lead to penalties for the University. Essential spending also includes purchases necessary to maintain or protect the University community's health, safety, or physical well-being, as well as those required to complete the duties of a division/department. Fiscal agents are responsible for financial maintenance and management in their areas.

Purchases of $250,000 to $499,999 require prior approval from the President of the University, Legal Counsel, and the Vice President for Finance and Administration.

Purchases of $500,000 or more require prior approval of the Board of Trustees of 麻豆社 Illinois University. The Board meets four times a year. Departments are encouraged to plan accordingly. Agenda items for meetings are due one month in advance.

UNIVERSITY DESIGNEE - The University Designee authority resides with the Purchasing Contract Administrator. Please reference the Board of Trustees Policy (for further details).

Also, under the : 鈥淎s described in the Board of Trustees Regulation, V., B., 3., d., only the President or his/her designees are authorized to sign contracts for the University. Any violation of this Regulation may render the contract void, if in the best interests of the University, and make the signing employee personally responsible for any consequences of the voided contract.鈥�

The following purchases require special approval as specified below prior to submitting to the Purchasing Office for processing.
This list is not intended to be all-inclusive. Various other approvals may be required depending upon the nature of the transaction and the source of funds.

Selected Purchases & Additional Required Approvals:

  • Multi-Function Devices (MFD): University Technology 鈥� 298-8324
  • Trade-Ins of Equipment: Property Accounting 鈥� 298-3118
  • Furniture (All): Purchasing 鈥� 298-1819
  • Gifts, Awards, Plaques, Promotional Items, Prizes, Contributions, Raffles: Gift Policy Here
  • Business/Departmental Expenses:
    • Meals and Refreshments
    • Costs Incurred by Candidates
    • Miscellaneous Expenses
    • Wearing Apparel
    • Dues, Memberships, and Licenses
    • Registration Fees and Tickets
    • Decorations and Floral Arrangements
    • Wall Hangings, Lamps, Refrigerators, Coffee Makers, Fans, Heaters, Air Purifiers, Microwave Ovens, etc.
  • Software and Technology: University Technology Request Form
  • Printing Orders: University Printing and Mailing Center - 298-1000
  • Logo and Trademark Approval: University Marketing and Communications 鈥� 298-1993
  • Insurance Policies: Insurance Risk Management - 298-1882
  • Telecommunication Equipment: uTech Telecommunications - 298-2713
  • Air Conditioners, Space Heaters, Equipment Requiring Additional Installations, Contractual Items Relating to Facilities Management (Special Electrical, Plumbing, Flooring, Window Treatments, etc.): Facilities Management - 298-1834

NOTE: Construction related services require approval by Facilities Management before submitting a Requisition in Colleague Self-Service. Departments must include written approval from Facilities Management. This approval will include review of the intended equipment/project compliance with University Facility Design Standards and code-related issues that must be addressed during the intended project. This step and approval process is necessary to avoid installation and maintenance problems.

Vendor Information