Code 301

PURCHASING

The function of purchasing is to serve SEDC’s programs by providing the necessary supplies, equipment, and services.

The SEDC Executive Board declares its intention to purchase competitively without prejudice and to seek maximum educational value for every dollar expended.

The acquisition of supplies, equipment, and services will be centralized in the front office, which functions under the supervision of the director of SEDC, and through whose office all purchasing transactions are conducted.

The SEDC Executive Board assigns the director the responsibility for the quality and quantity of purchases made. The prime guidelines governing this responsibility are that all purchases fall within the framework of budgetary limitations and that they be consistent with the approved services and programs of SEDC.

PURCHASING AUTHORITY

It is the responsibility of the director to approve purchases for program use. The director is authorized to approve purchases in accordance with budget allocations. Major purchases/contracts, over $5,000 require Executive Board approval.

Separate, independent purchasing by individual programs presents a difficult budget control problem and leads to inconsistent procedures and possibly unwise or illegal transactions. Therefore, individual programs will have no authority to make purchases except as approved by the director.

PURCHASING REGULATIONS

An estimate of the needs of each program will be made at the close of each fiscal year. A budget for each department will be prepared by the director to be approved by the Executive Board in its May or June meeting.

• Requisitions must be completed with all information needed. Incomplete requisitions will be returned to the responsible individual or program.
• When items on a requisition are not received at once, then a second requisition should not be sent in unless the duplicate of the previous requisition has been returned with some notation.
• SEDC personnel shall never purchase items without first sending in a requisition and receiving a purchase order from the director. This procedure must be followed in all cases where such items are to be charged to SEDC. When local purchases are made employees must first secure a purchase order through the director. At the time of purchase, the sales slip must be signed and a copy delivered to the Iron D.O. The purchase order number must be written on the sales slip.
• Approval orders. Some items must be previewed. Employees must submit a requisition as usual and label “Order on Approval Only.” A purchase order will be sent, labeled the same way, and the invoice will not be paid until the fiscal agent has been notified to do so.
• Emergencies. In case of rush items, employees should hand carry the requisition to the director and it will be considered immediately.
• Violations. Employees failing to comply with the above procedures may be held responsible for payment of the invoice.
• SEDC equipment. Ordinarily items over $500 in cost, that will not be consumed in a short time, but will last and can be identified and inventoried, are defined as equipment.
• SEDC employees will follow all policies and procedures for the use of their individual State of Utah purchasing card regarding items less than $500.