Purchases and Payments
Handbook

Table of Contents


Purchasing Policies and Procedures

1.00 Procurement Authority and Regulations
1.01 Procurement Authority
1.02 General Purchasing Policy
1.025 General Purchasing Process
1.026 Campus Delivery Standards
1.03 Approval Signatures
1.04 Grants, Contracts, Excellence Awards
1.05 Regional Campus Purchasing
1.06 Student Organization Purchasing
1.07 Agency Account Purchasing
1.08 University Stores
1.09 Conflict of Interest
1.10 Personal Purchases
1.11 Vendor Presentations
1.12 Surplus Property
2.00 Bids and Quotations
2.01 Bid Requirements
2.02 Bid/Quotation Process
2.03 Waiver of Competitive Selection/Single Source Procurement
2.04 Buy Ohio Preference
3.00 Purchasing Process
3.01 General
3.02 Major Purchases
3.03 Blanket Purchase Orders
3.04 Term Contracts
3.05 Purchases Requiring Installation
3.06 Order Follow-Up
3.07 Payment Voucher Requests/Confirming Requisitions
3.08 Prepayments
3.09 Purchasing Cards
 
4.00 Specific Purchasing Transactions
4.01 Air Travel Tickets
4.02 Business Cards, Envelopes, Letterhead
4.03 Consulting, Professional Services
4.04 Merchandise On Approval
4.05 Microcomputers, Peripherals
4.06 Office Furnishings
4.07 Office Machine Repairs
4.08 Physical Facilities Purchases
4.09 Printing and Publications
4.10 Rentals and Leasing
4.11 Software, Information Databases
4.12 Telephone Equipment, Cellular Phones, Pagers
4.13 Used Equipment
4.14 Emergencies

Hosting Policies and Procedures

1.00 Hosting Definition
2.00 Definition of Discretionary and Nondiscretionary Accounts
3.00 Hosting of University Guests
4.00 Hosting of University Students
5.00 Hosting of University Employees (including student employees)
6.00 Hosting Cost Guidelines
7.00 Hosting Documentation and Substantiation
8.00 Hosting at University Facilities

Travel Policies and Procedures

1.00 Purpose of Policy
2.00 Scope of Policy
3.00 Spousal Travel Policy
4.00 Athletic Travel - Spouse and Other Family Members
5.00 Authorization of Travel
6.00 Transportation
6.01 Common Carrier
6.02 Travel on charter aircraft/private aircraft
6.03 Foreign travel insurance
6.04 Lost Baggage
6.05 Unused, voided, or canceled airline tickets
6.06 Personal Automobile
6.07 Rental Vehicles
7.00 Lodging, Meals and Incidentals
7.01 Allowable Lodging Expense
7.02 Lodging in a Private Residence
7.03 Meals, Tips and Incidental Expenses
7.04 Meals in the Continental U.S.
7.05 Meals Outside the Continental U.S.
7.06 Incidental Expenses
7.07 Miscellaneous Business Expenses
7.08 Miscellaneous Personal Expenses
8.00 Reporting and Documentation of Expenses
8.01 Missing Receipts
8.02 Timely Return of Receipts
8.03 International Travel
9.00 Cash Advances
10.00 Workshop Declining Balance Cards
10.01 Issuance
10.02 Responsiblity
10.03 Use
10.04 Record Keeping

Non-Employee Payment and Procedures

1.00 Definition of Employees and Non-Employees
2.00 Guidelines for Determining Employee/Non-Employee Status
3.00 Nonresident Aliens (Non-US Citizens)
4.00 Consulting, Personal Services
5.00 Contracts with Professional Entertainers and Lecturers
6.00 Gifts/Gift Certificates

Appendices

Appendix A - Approval Requirements for Requisitions
Appendix B - Hosting Documentation Forms

Directory of Purchasing Agents

Request for Spousal Travel Form

Per Diem Rates for Specific Cities

Per Diem Rates (Excel format)