Facilities Management Purchasing Authority

THE UNIVESITY OF THE SOUTH
FACILITIES MANAGEMENT
DELEGATION OF PURCHASE APPROVAL AUTHORITY
Revised April 2017 
 
 
PURPOSE: To establish procedures for the delegation of approval for purchases and contracts within Facilities Management. This document provides additional guidance to FM employees and is intended to supplement the University's Contract Policy.
 
The University of the South Contract Policy, July 9, 2014, as a guideline, a contract should be used rather than a purchase order for contracted services requiring on-site services.  Facilities Management utilizes a purchase order for repair parts, maintenance and construction materials, and various non-capital and capital items.
 
The following procedures are established to provide purchasing guidance to FM employees.
  
  1. Inventory management personnel are authorized to purchase and sign purchase orders and invoices for all consumables, inventory, and fuel with additional approvals as indicated.
  1. Managers and first-line supervisors are authorized to purchase and sign purchase orders and invoices for maintenance and construction materials, and various non-capital items up to $2,500 per item with the additional authorization from the Business Manager and/or the Director of Facilities Management.
  1. Business Manager of Facilities Management is authorized to purchase and sign operations and maintenance purchase orders and invoices for items up to $5,000 per item. All operations and maintenance purchases over $5,000 per item require the approval of the Vice President for Facilities Planning & Operations.
  1. Director of Facilities Management is authorized to sign purchase orders and contracts for up to $100,000.  

 

In an emergency, employees are authorized to purchase items required to deal with the immediate problem. After dealing with the immediate emergency, the employee will brief his/her supervisor and obtain the appropriate purchasing approval after the fact.