Section II: General Information


2.1000: Jurisdictions and Authority

Purchasing Services functions under the jurisdiction of the University's Vice President for Business and Finance. In discharging its responsibilities, Purchasing Services is the ONLY agency at Utah State University having authority to obligate the University for the purchase of goods and services, and to assign Law of Agency to designated departments for the acquisition of goods and services required for their operation.

2.2000: General Office Information

Location and Hours: Purchasing Services is located at 1330 East 700 North, Logan, Utah 84322-8300; also known as the East Campus Office Building. General Office phone number is (435) 797.1033; fax numbers are (435) 797.1089 or (435) 797.7108.

General Office hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. Purchasing Services buyers maintain office hours during regular office hours. The office is closed on University approved holidays.

2.3000: Law of Agency

Requisitioning departments are in violation of the Law of Agency when they obtain bids, quotes, and goods or services from vendor(s).

2.3100: Budgetary Estimates

Department may obtain a budgetary estimate from one company only.

2.4000: Delegation of Authority by the Director of Purchasing Services

Procurement activities for the University are centralized in the office of the Purchasing Director. No other staff member or student may obligate the institution for goods or services.

The Director of Purchasing Services at Utah State University may delegate in writing such authority as deemed appropriate to any employee of Utah State University Purchasing Office or to other departments within the University.

Such delegations shall remain in effect until modified or revoked in writing.

2.4100: Authority Granted-General

Director of Purchasing Services hereby delegates purchasing authority to a staff member of any department having authorization from the Department Head or Dean of the College or any Director of Auxiliaries or Logistical Services to procure materials and limited services up to the maximum dollar figure allowed on the Purchasing card (P-Card).

2.4200: Authority Granted-Specific

The Director of the Sponsored Programs Office is hereby authorized by the Director of Purchasing Services of the University to negotiate and enter into subcontract agreements with other universities and agencies to help the University perform and administer research grants entered into with federal and private agencies when Utah State University is the principal contractor. On going discussions with Purchasing when negotiating a contract or subcontract is necessary to ensure that the percentages subcontracted to small, minority, or women owned business are fair and appropriate.

The Bookstore, Libraries, and Facilities are authorized by the Director of Purchasing Services to procure supplies only for their respective departments and only those supplies needed for their inventory to perform their specific services.

Student Services is authorized to contract for concerts, speakers, and entertainment for student sponsored events only.

2.5000: USU not bound by Inquiries

The University is not bound by any inquiries regarding products or services made by personal commitments by staff members.

Individuals outside of Purchasing Services or its authorized subsidiaries who make commitments for materials or services with vendors, and who do not have Law of Agency (delegation) are in violation of both University policy and State Procurement law and may be personally responsible for payment of said purchases.

2.6000: Exclusion of Purchases for Personal Use

Purchasing Services will not procure merchandise of any kind for University employees. The use of University funds to acquire supplies or services for personal use is prohibited.

University Purchase orders are not to include any personal purchases. This includes any add-ons to current orders from departments to vendors. Add -ons are additional items or quantities of items added to department orders for employee's personal use and the utilization of University or State contracts for the advantage of that employee without the knowledge of either the vendor or Purchasing Services. This allows the employee to avoid paying State Sales Tax, which is a violation of State law.

Vendors may offer special pricing for employees. This is considered to be a transaction between the vendor and the individual. No University Purchase Orders, or use of the Purchasing Cards (P-Card) is allowed to be utilized in these transactions.

2.7000: Purchasing from Employees prohibited unless disclosed

The Utah Public Officers and Employee Act prohibits, or regulates, purchases from all University employees, family members, etc., unless disclosure has been made. See Utah State Code 67-16-7; 67-16-8.

The required disclosure forms are available from Purchasing Services and must be filled out and approved prior to any transaction involving the University.

2.8000: Tax Identification Numbers

All University purchase orders, contracts, or purchasing card transactions need to identify the tax exemption numbers.

State of Utah Tax Exemption ID Number: 11895815-002-STC
Federal Tax Exemption ID Number: 87-6000528
Tax Exemption ID Number or Construction Projects: N21278

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