The purpose of this procedure is to state the University's policy regarding unauthorized purchases.  This procedure applies regardless of fund sources.

Purchases made directly with a vendor for goods and services without first encumbering department funds are unauthorized unless such transactions meet the criteria established for direct payments stated in section G1 of this handbook.

Purchases from external vendors for the acquisition of goods and services by individuals not so delegated in writing by the President or without the prior approval of the Procurement Services are unauthorized.

Units incurring obligations which have bypassed the above controls must petition the Director of Financial Affairs/Controller for payment approval.  In those instances the Fiscal Agent or designee must have prepared a Direct Payment Voucher supported by the invoice.  The Direct Payment Voucher must carry the fiscal agent's statement that the expenditure was a legitimate unit expense together with the reason for circumventing established purchasing policy.  The Director will consider each case on its individual merits.

No contract will be awarded to a University officer, employee or spouse thereof; nor to a firm, partnership, association or corporation; nor to the owner or principal owners, major officers or primary employees of which are officers or employees of the University unless such purchase is deemed essential to University operations and is approved by the President and such approval is filed with the Purchase Order or contract.

Procurement Services is expressly prohibited from making personal purchases for private individuals.