Section IV: Miscellaneaous


4.1000: Capital Expenses

Capital Equipment identified by the University accounting system is considered to be property with a total cost or value of $5000.00 or more (July 1, 1996), has an life expectancy in excess of one (1) year, and made of durable materials, not glass, etc. Said equipment should not be a replacement or repair part for a fixed asset.

4.2000: Capital Equipment Inventory

All items of equipment with a value of $1000.00 or more will be inventoried, as will other items below the threshold that require control (Established by Accounting, July 1, 1996).

4.3000: Current Expense

Services, supplies, and material that do not meet the definition of capital equipment or materials.

4.4000: Advance Payments

As of June 30, 2006, the Advance Payment form is no longer required.

4.5000: Leases and Rentals

All equipment leases or rentals must be supported by a formal purchase order.

All leases or rental contracts must be signed by one authorized to sign lease and rental agreements. Please contact Purchasing Services at 435-797-1033 for names of authorized persons.

4.5100: Required Information

The following list of information is required for all lease purchases:

  • Cash price of equipment
  • Trade in value of old equipment-with USU Inventory number
  • Down payment, if any
  • Financing interest rate
  • Term of financing (number of months/years, etc.)
  • Amount being financed
  • Buy out amount at end of agreement
  • Amortization schedule which shows the beginning balance, payment amount, and the amount of each payment that applies to principal and interest
  • Copy of lease agreement
  • Non-appropriation clause
  • Account 712200 is to be used for rentals
  • Account 715600 is to be used for lease purchases

4.6000: Monetary awards to USU Employees

See USU Policy Number 505: Employee Gifts and Awards, adopted August 15, 2006.

4.7000: Gifts and Gift Certificates to any USU Employee

See USU Policy Number 505: http://www1.usu.edu/hr/policies/505.htm Adopted August 15, 2006.

4.8000: Reimbursements to USU Employees

In order to process reimbursement requests, Purchasing Services will require one of the following documents be attached to the request:

  • Original receipts
  • Copy of bank statement showing the charge
  • Copy of cancelled check.

If none of these are available, Purchasing Services will need a photocopy of the receipt with the statement that "This is a true and actual expense incurred, and that no other receipt will be sent for payment and reimbursement".

  • Have receipt signed by individual seeking reimbursement and their supervisor.
  • Requestor cannot authorize own reimbursements. All requests without proper signatures will be returned to requestor.
  • If item(s) purchased could have been procured using either a University purchase order, or by University Purchasing card, there is no reimbursement for the sales tax.
  • If the item purchased would have required bidding, no reimbursement is allowed. Purchasing policy is NOT to be avoided by the use of personal checks, credit card or any other form of personal payment to procure items.

4.9000: GRAMA II Requests

All GRAMA II (Government Records Access and Management Act) requests are to be approved by the Vice President for University Relations office prior to completion by Purchasing Services.

4.1100: Purchase of Alcoholic Beverages

The purchase of alcoholic beverages is not allowed on the following accounts:

  • State E & G Appropriations
  • Overhead Funds
  • Service Enterprise Funds
  • State Line-restricted
  • Contracts and Grants
  • Federal Appropriations
  • Plant Funds

4.1200: Shipping or Returning Merchandise

When shipping or returning merchandise, departments must adhere to the following steps:

  • The department notifies Purchasing Services of merchandise to be shipped and specifies the purchase order number that the wrong merchandise was shipped on. If vendor ships the wrong merchandise, requesting department must supply the correct catalog number, part number, or detailed description of the merchandise required.
  • Obtain a Return Merchandise Approval (RMA) number or form from company.
  • The department must retain the merchandise in the original cartons.
  • Purchasing Services will complete a shipping order form.
  • After matching the form with the merchandise, receiving agent returns the merchandise to the vendor and sends copy of the completed form to Purchasing Services.

4.1300: Materials Damaged in Shipping

If evidence of transit damage is observed at time of delivery, the container(s) must be opened in the presence of carrier(s) and its contents examined. Inspection is the function of the delivering carrier

4.1400: Shipping Claims

For claims, the carrier must be notified usually within 24 hours of shipment delivery to provide an opportunity for delivering carrier to perform inspection, if applicable. Any damage must be noted on the bill of lading or delivery document, including broken packaging.

Do not move shipment from dock if damage is discovered. To do so may invalidate our damage claim.

4.1500: Flowers and Plants

See USU Policy Number 505 Policy adopted August 15, 2006.

4.1600: Departmental Appreciation Events:

See Meals and Entertainment Policy

4.1700: Retirement/Separation Functions:

See Meals and Entertainment Policy

4.1800: Holiday Cards and Decorations

The purchase of holiday cards and decorations must be directly related to development activities. The SLA or appropriate development officer must approve these purchases.

4.1900: Retreats and workshops/Meals and Entertainment:

See Meals and Entertainment Policy

4.2100: Printing

All printing of goods and materials with any logo, word mark, or other marks indicating association with USU must be approved by Media Relations prior to Purchasing bidding out or awarding purchase orders to vendors.

4.2200: Radioactive Isotope Orders

Authorized Departmental radioisotope users must submit a "Radioactive Material or Equipment Request Form" to Purchasing Services, along with a requisition in order to purchase radioisotopes. Departmental users should contact the University Radiation Safety Officer to obtain the form.

The Purchasing Services Agent will contact the Radiation Safety Officer (RSO) from Environmental Health and Safety Resource Center, on campus, for approval to order the requested isotope.

Upon receipt of approval, the Agent will complete the "Radioactive Material or Equipment Request Form" and then take it to the RSO. The Purchasing Agent may then telephone the order to the supplier and complete the requisition process via the Banner System.

An annual Radioisotope bid is conducted by Purchasing Services.

Radioisotopes or other radioactive materials cannot be purchased using the Purchasing Card due to federal regulatory issues.

4.2300: Laboratory Animals

The purchase laboratory research animals (including mice, rats, rabbits, hamsters, and others as needed) is coordinated with the Manager of the Lab Animal Research Center (LARC), a part of the Animal Dairy and Veterinary Science Department. The LARC houses the animals and provides for their destruction when the needed experiments have run their course. All procurement of these animals does require prior approval from the manager of the LARC.

Any living animal that is brought on campus for research purposes must be cleared with the Lab Animal Research Center Manager prior to their being ordered, regardless of departments conducting the research (e.g. Biology, etc). The only exception(s) to this rule are the purchases of some farm animals.

Purchasing Services conducts a yearly, or as needed, Request for Quotation/BID for the purchase of mice, rats, hamsters, etc. This contract can be used continuously throughout the year to procure required lab animals.

Lab animals cannot be purchased using the Purchasing Card due to regulatory issues.

4.2400: Toxins

The purchase of all toxins is regulated and requires that the Environmental Health and Safety Resource Center be contacted upon receipt of, or prior to a requisition being sent to Purchasing Services. The Purchasing Agent cannot place an order for these items without prior approval from EHSRC. No exceptions are allowed.

4.2500: Servicing of Balances

Step One: Gathering of Data. Each January a letter is sent to all University balance owners (obtained from Inventory records) indicating a technician will be on campus to service laboratory balances. Purchasing then requests that users submit requisitions containing balance information and location. These requisitions are transferred to purchases orders by the Purchasing Agent and held until the technician completes the servicing.

Step Two: Invoicing. The technician will return individual invoices to the Purchasing Agent after completion of servicing of balances for processing of payment.

Step Three: Historical data. A copy of each purchase order issued for this service is kept with the Purchasing Agent in charge. Purchasing will use copies (or a data base) to double check the inventory records to ensure all of the balances have been serviced.

4.2600: Construction Projects

Step One: Conformance to DFCM Rules. All University construction projects must conform to the Rules and Regulations of the Division of Facilities Construction and Management (DFCM), a Division of the government of the State of Utah. All Bids must include DFCM Boiler Plate specifications. These are provided to Purchasing Services by the on campus office of Facilities, Design and Construction.

Step Two: Deposit for written specifications: Some bids require Purchasing Services to collect a deposit for the written specifications and drawings. The bidder's check must be made out to USU Purchasing Services. Purchasing will note the check number and amount next to the bidder's name on the bid sheet. When plans are returned after the bid is awarded, the deposit is available for return to the bidder and when returned, this will also be noted next to the bidder's name.

Step Three: Bid bond required. When Utah State University solicits a bid for a construction project, a 5% Bid Bond is required from all bidders.

Step Four: Award of bid and written contract. When bid is awarded, a 100% Performance bond will be required from the winning vendor. The awarded vendor will be given both a purchase order AND a contract outlining the mutual responsibilities for both parties; including, work to be done, completion schedule, types and quality of materials, payment schedules, etc. After the order has been placed, all but one extra copy of the plans and specifications are given to the successful contractor for his use at no charge. Purchasing should retain 1 copy for the files if at all possible.

The contracts must be returned to Purchasing Services, signed by the vendor and accompanied with a certificate of insurance and the 100% Performance and Payment bonds. The contracts are forwarded to the Vice President of Business and Finance for signature; then returned to Purchasing Services for retention.

Step Five: Notice to Proceed. One copy of the signed contract is sent to the University Office of Facilities, Design and Construction for issuance of a Notice to Proceed letter to the contractor. A signed contract is returned to the contractor.

Step Six: File maintenance. All original documents are kept in the bid folder, with a copy of the signed contract going to the vendor, and one with the purchase order.

4.2700: Lease and/or Purchase of Vehicles

Step One: Approval required. The USU Facilities Manager of Business Services assigned that responsibility must approve all vehicle purchases. Once approval has been given for the purchase, the necessary paperwork will be signed and forwarded to Purchasing Services, including a copy of the New vehicle worksheet & disposal record form, signed by the requesting department.

Step Two: Placement of orders. State Contracts for vehicles should be used as much as possible. All other requests will be processed according to the State Procurement Code, Section 63-56. Purchasing Services will place the order after all contracting requirements are completed. Bidding is required for purchase of used vehicles, using approved list of local dealers. Delivery time is generally 2 to 3 months.

Step Three: Paperwork required. When a vehicle is picked up from the dealer, the requesting department will also pick up the necessary paperwork to complete the licensing process. This paperwork includes: registration papers, title, and odometer statement. This paperwork, including the invoice, is brought to Purchasing Services. The Invoice is processed for payment; terms Net 1.

Step Four: Registration of vehicle. Registration papers are filled out as follows:
Utah State University Inv. Cont. (Inventory Control)
(Name of Using Department)
Purchase Order #
2400 Old Main Hill
Logan, UT 84322-2400
A USU unit number must also be included*
*This number is based on the disposal of old vehicle from department purchasing the new unit.

The USU fleet Number must also be on all paperwork. That number is UT80329-01. These registration papers are to be signed by the buyer in Purchasing Services, representing the University, and taken along with the title and odometer statement to the Cache County Assessors Office to obtain license plates and current stickers.

Step Five: License plates. The license plates are turned over to the Motor Pool, along with a copy of the registration papers. The Motor Pool attaches the plates to the new vehicle when applying the USU seals and issues a gas card to the department.

Step Six: File maintenance. A copy of the registration is kept on file in Purchasing Services. A photocopy is sent to Inventory Control to match up with the USU title when it arrives from the Utah Tax Commission/Motor Vehicle Division.

4.2800: Copy Machines

Step One: Requirements defined. The ordering department must define their needs regarding the purchase of a copy machine. Issues to be addressed include:

  • Monthly volume
  • Optional features desired
  • Price range
  • Trade-in potential of existing equipment

Once these issues have been evaluated, the Purchasing Agent will check for matching products on the statewide contract list that meet the requested needs. If matched, an order will be placed using the existing state contract.

Step Two: Bidding if required. If the requested copier is not on a state contract, bids will be issued requesting the specific features required. Monthly volume, optional features desired, cost per copy, service response time, delivery, warranty and pricing will be taken into consideration in tabulating and evaluating the bid. Prioritized criteria are required, as part of the bid, and evaluation will be done according to criteria listed. Without prioritized criteria, the bid will be awarded to lowest responsible and responsive bidder meeting minimum specifications.

Step Three: If using prioritized criteria. When a criterion is listed to evaluate the bid, a point system will be used, with the highest priority criteria(s) receiving the most points. However, if all criteria are equally important to the end user, the points can be evenly distributed over all criteria. Machines will be evaluated per the specifications, with the machine or machines most closely matching the criteria/requirements receiving the highest points in each evaluation area. Using department may demo the top three copiers and make their selection from these three based on the copier that most closely meets the needs outlined in the evaluation criteria.

Step Four: Placement of order. The Purchasing Agent for the University will place a purchase order.

4.2900: Tax Exemption Verification

Many companies require a tax exemption letter of verification to be on file. Whenever one is requested, the Director of Purchasing Services or his/her designee will fill out a TC-721 form with the following information:

  • Our company name
  • Our telephone number
  • Full Address
  • Date
  • The signature and title of the Director of Purchasing Services
  • The name of the vendor with whom we are doing business
  • We check the box marked "An exemption for Utah State and Local Governments and Public Elementary and Secondary Schools".
  • The University's Utah State sales tax exemption number #11895815-002-STC
  • The completed form is then forwarded to the requesting company. If the request references a particular USU Purchase Order number, a copy of that exemption letter is filed with the referenced P.O. folder.

4.3100: Credit Reports

When a company files a credit report as a condition of becoming a supplier of goods or services to the University we complete their credit application form with the following information:

Company Name: Utah State University

Address: 1330 East 700 North
8300 Old Main Hill
Logan, UT 84322-8300

  • Phone number: 435-797-1033
  • FAX number: 435-797-1089
  • Year USU began: 1888
  • Shipping address, phone and fax numbers
  • Purchasing requirements, i.e.: Purchase Order required
  • Banking references
  • Federal ID number: 87-6000528
  • Utah State sales tax exemption number: 11895815-002-STC
  • Credit references
  • Director of Purchasing Services signature

If the application references a particular purchase order, a copy of the application is filed with that purchase order.

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