1. Purchases over $50,000 by public tender.

2. Purchases over $15,000 require three written quotations. Written quotations can be obtained by the Finance Department.

3. Purchases from $2,500 to $15,000 require three verbal quotations. Verbal quotation is acceptable but must be followed up by written confirmation.

4. Purchases are made by requisition at the discretion of the Dean or department manager within budget guidelines.

5. All purchase orders must be signed as follows:

Under $2,500 - Director of Finance

Over $2,500 but under $25,000 - Office of the Vice-President, Finance & Administration (Budget Officer)

Over $25,000 but under $500,000 - Vice-President, Finance and Administration

Over $500,000 - President

6. Purchases made outside the terms of this policy will be deemed to have been made by the individual and he/she will be responsible for payment.

Since this policy requires publishing of tenders, written and verbal quotations, there may be some delay in finalizing some purchases. It is important that sufficient time be allowed to process requisitions.

PURCHASE OF TEXTBOOKS AND SPECIAL AIDS/SUPPLIES

Books, special aids and supplies ordered by individuals for internal (personal) use that are purchased or paid for through the University are deemed to be the property of the University and not the individual. It is the responsibility of the faculty member to obtain copies of texts being used from the publisher desk.

PURCHASING PROCEDURES

1. Orders may not be placed without an approved purchase order.

2. The expenditure of University funds must be approved in advance. Requisitions should be submitted to the supervisor or Dean, for approval first. Approval is dependent on the need and the availability of funds allotted within the budget. It is the department's responsibility to ensure there are funds available prior to purchase.

3. Furniture and equipment is differentiated from supplies and may not be purchased from a supplies budget without a prior approved budget transfer.

4. When equipment or supplies are required, the following will apply:

4.1 Completion of a requisition form

(a) name and address of supplier (if available)

(b) quantity, description, and price (if possible) of the goods required

(c) enter budget code number, check available funds and complete unencumbered section on Purchase Order

(d) submit to one's Supervisor or Dean for approval

The approved requisition will be forwarded to the Director of Finance to ensure the proper budget allocation. Requisitions for accounts over budget or with incorrect account will be returned to the Supervisor or Dean for review and disposition.

5. Competitive bids must be obtained for items over $2,500. The names and addresses of three suppliers should be supplied.

6. Requisition forms are available from the Finance Department or Deans office.

7. Equipment purchase and service contracts, agreements, leases and consignments are only valid if signed by the President or the Vice-President, Finance and Administration.

8. Equipment and supplies, paid for by the University, will be addressed to:

Finance Department

Nipissing University

P.O.Box 5002,100 College Drive

North Bay, Ontario P1B 8L7

9. Purchase orders for equipment to be included in the current fiscal budget year must be placed before 1 April each year.

All purchases not received by April 30th will be considered as having been purchased in the following fiscal year of the University. Please note that: this will reduce the next year's budget allocation.

Revised December 2008