Purchasing and Policies and Rules

 

Expenditures of University funds must be approved in advance. A completed requisition must be submitted to your Supervisor, Department Chair or Dean for approval. Reasons for the purchase must be clearly marked on the requisition.

A properly completed requisitions should include the Vendor name and address, the cost centre and object number (i.e. 10-4130-74130), complete description of the items, the unit cost of each items and the signature of the authorizing personnel. To avoid delays, requisitions should be typed. If they cannot be typed, the writing must be legible in order for purchasing to properly input the requisitions. If the writing is not legible, the requisitions will be returned to the individual for clarification. 

 

Office supplies and equipment are purchased under different object numbers. The accounts or object numbers used for these two types of purchases are not interchangeable unless approved by the Vice-President of Finance and Administration or the Director of Finance.

 

Purchase contracts, agreements, leases, consignments and services are to be approved and signed by the Vice-President of Finance and Administration only. Any other agreements not signed by the Vice-President will become the responsibility of the individual or department and not the University.

 

All purchases are to be received by the Shipper Receiver for proper receipt of the merchandise.

 

Any cancellations or changes to purchase orders must be communicated to the Finance Office for proper recording of the changes. Any material changes in amounts must be approved by the Supervisor, Department Chair or Dean before any changes are made.

 

Any duplication of an order must be immediately communicated to the Finance Office for corrections and returns.

 

Any foreign purchases must go through customs. Please be aware that the costs of customs clearing and GST values will be charged to the requisitioning department.

If an order must be expedited, please clearly mark RUSH on the requisition and include a contact name, telephone number or fax number, otherwise, the purchase order will be mailed with the other orders.