OSU PaCS 307-04: Purchasing Violations - After the Fact

Purpose

To provide OSU staff with information regarding purchases made over delegated authority.

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Applicability

All employees.

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Background

Procurements made above the $5,000 delegated authority amount without following the proper OSU procurement policies and procedures violate PaCS 101-01: Authority.

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Policy

When procurement orders total $5000 or above, departments must work with the Procurement and Contract Services (PaCS) to have the order placed.  In the event that an end user makes a purchase over their delegated authority of $5000 without going through PaCS, the following should be done:

1. The person who made the purchase should contact PaCS to explain the situation.
2. A PaCS staff member will work with the person to document why the purchase was made outside of the delegated authority.
3. The person will provide answers to questions such as “Were three quotes obtained?”, “Is this a single source?”, and “What are the circumstances surrounding why this purchase was made outside of the delegated authority.”
4. PaCS will require written justification from the department.
5. PaCS will provide education and training regarding procurement rules and regulations.  This may include an “Educational Memo” followed up by a one-on-one or department wide training session if desired.

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