Auburn University
Auburn University
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Auburn University
 
 
Spending Policies Key Terms Contract Signature Authority Vendor Disclosure Statement Types of University Expenditures How to Process a Payment Purchases Which Don't Require PO PO vs PSC vs Subcontracts Purchases over $7500 Purchase Orders Changes Other PO-Related Issues Use of Funds Entertainment Policy Payment of Scholarships, Fellowships, and Stipends Payment to Independent Contractors (PSCs) Honorariums
AVP Business & Finance Budget Services Contracts & Grants Accounting Controller/Financial Reporting Information System Support Management Accounting Payroll & Employee Benefits Procurement & Payment Services Property Services Student Financial Services
E-Commerce Policy Purchasing Card Policy Spending Policies Travel Policies Policy Manual Vehicle Policy Department Listing Forms Archive Annual Reports

 
 

General

Procurement and Payment Services assists in procuring much of the University's higher cost (more than $2500) equipment, materials, supplies and services; is responsible for paying the University's bills and travel expenses; and monitors all university expenditures for compliance with applicable laws, regulations, and policies.

Procurement and Payment Services is committed to meeting the needs of the University and its departments and to making sure that state and federal laws and University regulations are followed. Laws regarding the use of public funds are very specific, so it is important that University procedures be carefully followed. Every expenditure must be prudent and directly benefit Auburn University The University will assume no liability for the payment of purchases which were not made through approved purchasing procedures.

TABLE OF CONTENTS
  1. Key Terms
  2. Contract Signature Authority
  3. Vendor Disclosure Statement
  4. Types of University Expenditures
  5. How to Process a Payment
    • Preparing Payment
    • Other Payment Information
  6. Purchases Which Do Not Require a PO
    • Purchasing Card
    • Small Purchases - Petty Cash
    • Payments on Maintenance Contracts Totaling Less Than $2500 Annually
  7. PO vs PSC vs Subcontracts
  8. Purchases Involving $7500 or More
    • Selection of Source of Supply
    • Specifications
    • Replacement Parts
    • Purchases of Equipment
    • Installation Requirements for Purchased Equipment
    • Lease-Purchase or Installment Payments for Equipment
    • Sole Source Items
    • Trade-Ins
    • Contract Time Span
    • Purchase of Vehicles
    • Campus-Wide Contracts
    • Preparing Payment
  9. Purchase Orders Changes
  10. Other PO-Related Issues
    • Code of Ethics
    • Freight
    • Purchases of Used Equipment
    • Purchases of Radioactive Materials
    • Purchase of Government Surplus
    • Prepayment of PO's and Contracts
    • Working With Vendors
    • Vendor Samples
    • Loaner or Demonstrator Equipment
    • Opportunities for Small Business
    • International Purchasing
    • Receipt of Merchandise
    • Damaged, Short, Missing or Duplicate Shipments
    • Return of Merchandise
  11. Use of Funds
  12. Entertainment Policy
  13. Payment of Scholarships, Fellowships, and Stipends
  14. Payment to Independent Contractors (PSCs)
  15. Honorariums
  

Business Office · Ingram Hall
Auburn University · Alabama 36849 USA
334-844-5588