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Loyola University Chicago

Purchasing

Requisition Guidelines

REQUISITION PROCESS AND ELECTION

Purpose:

This procedure promotes the proper stewardship and general guidelines for the appropriate and legal uses of Loyola University Chicago (LUC) funds. LUC receives, from a variety of sources, funds that carry with them certain fiduciary responsibilities.  Inherent in these responsibilities is the requirement to operate the institution under guidance set forth by the Board of Trustees, to follow Generally Accepted Accounting Principles (GAAP), and to comply with all federal, state, and local rules and regulations while supporting the University's mission. 

The purpose of this procedure is to document current rules and regulations along with the proper procedures that must be followed when selecting the appropriate mechanism for the procurement and payment of good and services.  This document will provide a framework for determining the proper forms and documentation required for the submission of a Purchase Requisition, Payment Requisition and Procurement Card payment.

The Purchase Requisition:

It should be preliminarily assumed that all departmental purchasing should be accomplished using the university purchasing function unless a justification or exception can be recognized to use a contrary mechanism.  LUC has an established pre-qualified supplier program that departments should consider when engaging in the procurement of goods and services.  Additional scrutiny will be paid to non-pre-qualified suppliers.  The purchasing function is governed by the policies and procedures that can be found at the following website: http://www.luc.edu/purchasing/.  It is recommended that departments utilize a Purchase Requisition with the guidance of the Purchasing Department whenever possible.   Purchase requisitions and purchase orders provide for better control, tracking, and approval of university expenditures.  A sample list of items that would normally fall under the purview of the Purchasing function include but are not limited to:

  • Furnishings of any type
  • Computers (PC and Laptops) and Tablets
  • Computer Peripherals
  • Computer Software and Licensing
  • Equipment and Appliances
  • Mail Services
  • Printing Services
  • Research Supplies (medical and academic)
  • Contracted or Professional Services (subject to workers classification evaluation)
  • Copy Machines, Facsimile and Telecommunication Equipment
  • Automobile purchase or lease
  • Animals

Be advised that there exists added conditions placed on expenditures paid from federal and/or state funds or from restricted gifts and those restrictions are accounted for when expenditures are planned.   Contingency, Grant, Gift, Start-up and Research Stimulation Funds are all LUC funds and are subject to the restrictions outlined in this document. 

In addition, any request that isequal to or greater than the Competitive Threshold of $5,000 being charged to any federal and / or state funds, University funds, or from restricted gifts requires the completion of a Purchase Requisition and issuance of a Purchase Order when placing the order with a Non-Pre-Qualified Supplier.  Please see the Purchasing Policy and the Buyer Action Matrix (http://www.luc.edu/purchasing/) for additional information. 

The Check Requisition:

In some instances, the use of Payment Requisitions, processed by Accounts Payable for goods and services, will be allowed.  A sample list of items that would normally fall under the purview of the Accounts Payable function include but are not limited to:

  • Construction, Permits and Related Fees
  • Conference or Seminar Registration Fees
  • Instructional Materials
  • Membership Dues or Fees
  • Periodicals and Subscriptions
  • U.S Postal Service Payments (meter replenishment, permits, and other postal related charges)
  • Insurance Premiums
  • Federal and State Taxes (excluding state sales tax)
  • Utilities
  • Advertising
  • Contracted or Professional Services (subject to workers classification evaluation)
  • Royalty Fees
  • Transportation Expenses (shuttle services, etc.)
  • Awards, Honorariums, and Stipends

It is not permissible to pay for the above items out of pocket and request a reimbursement from the University at a later date nor should the form be used to request payment for an employees out of pocket reimbursement(s).  Only the approved Expense Reimbursement form should be used for any out-of-pocket expense reimbursement.

The Procurement Card:

In some instances, the use of a university issued Procurement Card could be used to by a cardholder to expedite the payment of certain good and services of a small dollar amount.  These types of payments are subject to all LUC Procurement Card Policies and procedures which can be found at the following website:  http://www.luc.edu/finance/procard.shtml.  Although the payment in these instances is initiated by the cardholder, there is an inherent responsibility by that cardholder to evaluate if the ProCard is the correct mechanism for the procurement of a good or service in a given situation.  A sample list of items that would be considered an acceptable use of the procurement card includes but is not limited to:

  • Transportation Expenses (shuttle services, etc.)
  • Awards, Honorariums, and Stipends
  • Travel
    • Airfare
    • Lodging
    • Meals
    • Transportation
    • Parking
  • Business Related Meals
  • Conference or Seminar Registration Fees
  • Membership Dues or Fees
  • Periodicals and Subscriptions
  • Departmental Water Service (Ice Mountain, Hinckley Springs)
  • Cellular Services or Data Plans

All executed procurement card transactions are substantiated each month and all supporting documentation is forwarded to the Procurement Card Administration office for review and archival.  Transactions are periodically audited for policy compliance and cardholders that have engaged in activity that is not within LUC guidelines could be subject to program suspension or other disciplinary action.

Exceptions to this policy should be arranged in advance of any purchase of goods or services and documented accordingly.

Contacts:

Disbursement Services
Lewis Tower – 602
Phone: 312-915-8760
Fax: 312-915-8736
e-mail: Accounts-payables@luc.edu

Purchasing Services
Lewis Tower – 702
Phone: 312-915-8780
Fax: 312-915-8788
e-mail:  purchlsc@luc.edu

Procurement Card Administration
Lewis Tower – 602
Phone: 312-915-8760
Fax: 312-915-8736
e-mail: ProCard-Admin@luc.edu

Last Updated:  March 19, 2013

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