Campus Support Services

PURCHASE METHODS
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The Purchasing Office will review each request and determine the most appropriate method and source of supply. PR's may not be divided to circumvent any of these requirements (see unauthorized purchases). Final vendor selection will be made by the Purchasing Office. The following methods are used to make purchases at USCA:

1. Purchase Orders (PO's)
The PO is the contractual method used to purchase goods and services unless otherwise noted in this Guide. The PO constitutes a binding contract between USCA and the supplier. No changes, additions, deletions or cancellations may be made to a PO without approval from the Purchasing Office. These requests must be made in writing. The department will receive a computer generated copy of the purchase order. PO's are issued for the following purchases:
(a) Competitive Quotations
All dollar limitations should include freight, delivery, and installation charges.
-Up To $1,500 -- Can be made without obtaining additional quotations if the price is considered fair and reasonable. If the estimated price is close to $1,500 or if the Purchasing Office feels that a better price can be obtained, then quotations will be solicited.
- $1,501 To $5,000 -- A minimum of three (3) verbal quotations must be solicited. Effort should be made to obtain these quotations in writing. The Purchasing Office may issue a Request for Quotation when deemed appropriate.
- $5,001 To $10,000 -- Requires three (3) written quotations.
- $ 10,001 To $25,000 -- Requires that written quotations be solicited from a minimum of five (5) vendors and must be advertised in the South Carolina Business Opportunities publication.
- $25,001 And Up -- Requires sealed bidding and must be coordinated with USC Columbia.
(b) State Contracts
The State establishes term contracts for goods and services that are in high demand. Use of these contracts is mandated by State Law.
(c) Sole Source Purchases
Permitted when goods or services are available from only a single supplier. Some examples that could necessitate a sole source are:
- When the compatibility of equipment, accessories, or replacement parts is the paramount consideration.
- When a sole supplier's item is needed for trial use or testing.
- When an item is one of a kind.
Requests for sole source purchases must be accompanied by a memorandum explaining the basis for the request (see above) and the reason no other product and/or vendor is acceptable. The request will be submitted to USC Columbia for approval by the System Vice President for Business Affairs.
(d) Emergencv Purchases
An emergency condition is a situation that creates a threat to public health, welfare, or safety. The existence of such conditions must create an immediate and serious need for supplies or services that cannot be met through normal purchasing procedures and the lack of would seriously threaten:
- The functioning of State Government.
- The preservation or protection of property.
- The health and safety of any person.
Emergency purchases are limited to the goods or services needed to meet the emergency and as much competition as practical must be obtained. The Purchasing Office must be notified as soon as possible and a memorandum should accompany the PR. The request will be submitted to the System Vice President for Business Affairs for approval. Lack of planning does not constitute an emergency.

2. Campus Supply & Surplus
If the item(s) requested is available from Campus Supply, then the PR will be processed as a supply order. If comparable surplus items are available, the requester will be contacted to see if the surplus items are acceptable.

3. Blanket Orders (BO's)
The blanket order transaction is an ideal means of minimizing paperwork and processing time while maximizing availability of frequently needed goods/services for the requesting department. This transaction should be used when appropriate and practical.
Blanket orders may be initiated by a department when it becomes evident that numerous small purchases of a like nature are being made on a repetitive basis. The blanket order minimizes paperwork for the Purchasing and Accounting departments as well as providing a convenient vehicle for reducing delays for the department when items are needed Immediately.
Contractual services on an annual basis may also be set up on a blanket order. These would include maintenance or service agreements on office, laboratory or information technology equipment enabling the department to keep the equipment in usable condition.
Guidelines: (Attachment 1)
- Departments are responsible for their own blanket orders.
- Total purchases cannot exceed $10,000 per fiscal year. Purchases that exceed the department's blanket order amount will be considered unauthorized purchases.
- Individual purchases cannot exceed $500 per 24 hour period. This includes any delivery or freight charges.
- Purchases divided to circumvent these or other restrictions noted herein will be considered unauthorized purchases.
- Blanket orders cannot be used to purchase items available from Campus Supply or State Term Contracts.
- Only authorized persons may place calls against the blanket order. - Blanket orders will be audited for compliance.
- Abuse will result in the cancellation of that department's use of blanket orders.
- If you have questions regarding the use of blanket orders, please call the Purchasing Office prior to placing an order.
Procedures:
a) Complete Blanket Order Authorization. (Attachment 2)
b) Keep original and send copy to vendor (if required).
c) When item(s) is received, complete receiving section and attach sales slip or packing list to original and send to the Purchasing Office.
d) Be sure to record purchase on your call log. (Attachment 3) e) If item(s) is to be delivered to Central Receiving, make a copy and send to Central Receiving. Note delivery location in comment section.

4. Petty Cash
Cash purchases not exceeding $50 may be made for materials and supplies when there is an urgent need and other purchasing methods are impractical. These purchases should be non-recurring.
Guidelines:
- $50.00 limit cannot be exceeded, no exceptions. Purchases divided to circumvent these or other restrictions noted herein will be considered unauthorized purchases.
- By using the petty cash method, you are certifying that the price paid is fair and reasonable. Petty cash is not to be used to purchase items available from campus supply or state term contracts.
- If you have questions regarding a petty cash purchase, please call the Purchasing Office prior to picking up the item(s).
- Abuse will result in the cancellation of that department's use of petty cash.

To obtain reimbursement:
a) Pick up item and obtain original paid receipt. b) Complete a purchase requisition. (Attachment 4) c) Take PR and paid receipt to the Finance Office.

5. Direct Expenditure Voucher (DEV)
The Direct Expenditure Voucher (DEV) is designed for the purpose of processing payments which would be impractical to commit via a purchase order. Bear in mind they are not to be used for processing after-the-fact procurements. With the exception of funds or commodities that are exempted by the South Carolina Procurement Code, all expenditures on DEV's shall be under $500, unless the requirements for competitive procurements have been adhered to and documented in accordance with the South Carolina Procurement Code.
The original invoice should accompany the DEV when it is submitted to Purchasing for processing. If you are unable to obtain the original invoice, enclose a statement signed by the Department Head or Dean attesting to the fact that the original(s) were lost or misplaced and financial statements have been checked to verify this has not been paid previously. If you receive a quote or price verification, please state on the DEC the source. If Direct Expenditure Voucher is payment of contractual services, the back of the white form (#1) of the DEV must be filled out and signed by the Department Head or Dean of the department.

When your department requires information to be included with the check as in memberships, subscriptions, merchandise orders, or workshop fees, you must include the following attached behind the DEV:
1. Original source document (order form, pro-forma invoice, renewal forms, etc.)
2. Two copies of all information which require forwarding to the vendor
If you are uncertain a procurement should be handled in the above manner, please contact the Purchasing Department for assistance.
6. Bookstore Purchases
If item(s) is available from the USCA Bookstore, a copy of the approved PR will be sent to you and you may then pick up the item(s). Books will be ordered from the Bookstore and delivered to you when they arrive. (You will not receive a copy of the PR for books.)
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* Purchase Methods
* Unauthorized Purchases
* Evaluation or Trial Purchases
* Purchasing Cards
* Minority Business Assistance
* Minority Vendors
* Vendor Relations
* Computer-Related Purchases
* Printing Purchases
* Department Receipts
* How To Complete a PR
* USCA Purchasing Forms