Purchasing Responsibilities

Purchasing Services, a division of Procurement Services within the Office of Auxiliary and Business Services, is the designated authority for the effective and efficient procurement of goods, materials, and services for Penn State University. Purchasing Services' primary objectives are to provide quality service to University requisitioners; ensure compliance to applicable policies, laws and regulations; and cost containment for maximum use of University dollars.

Purchasing Services at University Park is responsible for the procurement of and payment for all materials and services obtained for use by the University Park Campus and all Commonwealth Campuses. In order to ensure the best possible service, individual Purchasing Services personnel are assigned specific areas of responsibility. A listing of purchasing agents and their commodity responsibilities may be obtained from the receptionist in Purchasing Services or by calling 814-865-7561.

Authorization
Purchasing Services is responsible for conducting all negotiations concerning price and conditions of sale, for all purchases and anticipated purchases by the University. Authority and policy in Purchasing Services is granted by the University Board of Trustees.

Selecting Sources
Selection of reputable and reliable vendors is the responsibility of Purchasing Services. Vendors who have not previously done business with The Pennsylvania State University are advised to contact Purchasing Services, where they will be referred to the appropriate purchasing agent. New vendors are asked to complete a vendor profile for our records. The Pennsylvania State University endeavors to conduct its business in a fair and equitable manner. Purchases will be made on the basis of quality, service, delivery, and price. The University actively encourages minority and women-owned businesses to participate.

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Procurement
In order to insure appropriate expenditure of University funds, these general principles will be followed:

1. All funds deposited with the University, regardless of source, are considered University funds. Purchases of equipment, materials, goods and services using these funds must comply with established University purchasing policies and procedures.

2. A properly executed Purchase Order or an authorized Purchasing Card transaction are the only valid methods of committing the University for the purchase of equipment, materials, goods or services. The Purchase Order must be approved by the Director of Procurement Services or his/her delegate. Faculty and staff, unless specifically authorized by the Board of Trustees, are not permitted to make a financial commitment on behalf of the University.

Notes: Delegation to acquire materials, goods or services up to $500, and equipment up to $250, has been granted to faculty and staff by using a properly approved Limited Order. (See Policy PC11 and page 2.9 in the General Forms Usage Guide.)

Delegation to acquire materials and goods up to $2,000 per transaction has been granted to authorized faculty and staff utilizing the Penn State VISA Purchasing Card. (See Policy PC09.)

3. Vendors which require contracts, equipment leases, or agreements in addition to or in place of a University Purchase Order, must have these documents approved by the Director of Procurement Services or other duly authorized Officer of the University.

4. Any procurement transaction involving the expenditure of $1,000,000 or more, unless previously approved by the University Board of Trustees, must be approved by the President or the Treasurer of the University before execution of a Purchase Order.

5. All purchases of equipment, materials, goods and services (including consultants) shall be made in a fair and equitable manner. Competitive purchasing shall be defined in University written policies and procedures where the same serves the best interests of the University. (Refer to Policy PC04 and Policy PC12.)

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Adherence to PSU Policies and Procedures
Government and State Regulations

The official statement of operational objectives for Purchasing Services is detailed in the University Policy Manual under hypertext to GURU PC-01. Covered in this policy are three major areas: (1) obtaining maximum value in purchases, (2) service to the University, and (3) compliance to policies, laws, and ethics.

Serving the teaching, research, and business community of the University must remain our primary objective. Obtaining goods and services at the very best value, in a timely manner is always our goal. Compliance to University policy, laws, and business ethics must also be a part of any purchasing decision.

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University Buying Locations

Purchasing Services
The Pennsylvania State University
101 Procurement Services Building
University Park, PA 16802-1004
814-865-1476
814-865-3028 - Fax

Other Buying Locations

MEDICINE, COLLEGE OF
P.O. Box 850
500 University Drive
Hershey, PA 17033
717-531-5785

APPLIED RESEARCH LAB
Applied Science Building
814-865-2588

HOUSING & FOOD SERVICES
814-865-6386

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Authorization to Commit

The Board of Trustees of The Pennsylvania State University, through the President and the Treasurer, has delegated to the Director of Procurement Services who is responsible for Purchasing Services, specific responsibility and authority for the negotiation and procurement of equipment, materials, goods and services. The Director is the University's principal agent to make commitments for equipment, materials, goods and services.

Limited delegation of purchasing authority has been made to several administrative units of the University because of their unique purchasing requirements.

These are:

• Office of Physical Plant--(for construction contracts and the hiring of architects and engineers).
  
  
• Housing and Food Services--(for food and related supplies),
  
  
• University Libraries--(for books and periodicals),
  
  
• The Applied Research Laboratory--(for all purchases for their Federal government contracts),
  
  
• Continuing Education System--(for Production and Stores material for resale).

The College of Medicine Department of Purchases is authorized to perform all purchasing functions for all hospital and medical center operations.

Questions concerning any specific authority or delegation should be referred to the Director of Procurement Services.

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