Department Resources
Purchasing Handbook
MU, WVNET & State Contracts
Equipment Purchases
International Contractors
BOG 48 Agreement
Internet Resources
Forms

Requisition Training  NEW

Object Code Listing
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Vendor Resources

Bids
Suppliers Guide

AFTER-THE-FACT PURCHASES
Purchases made without the prior approval of Purchasing are unauthorized purchases and become the personal responsibility of the person making the purchase. Known as "after-the-fact" purchases, they will require an explanation and justification that will be subject to approval. Those less than 30 days old will be reviewed by the Director of Purchasing. Those that are more than 30 days old will be reviewed by the Associate Vice President for Finance. The latter must also be approved by the appropriate departmental dean or higher level administrator. Original letters, e-mails, or faxed correspondences will be acceptable. Besides explaining why the University policy was not followed, an explanation shall be included that addresses efforts to preclude it from happening in the future.

ENCUMBRANCE OF FUNDS
West Virginia state law requires that all expenditures be made within the limits of available appropriations and funds relating to expenditure schedules and quarterly allotments. Funds must be encumbered in advance of any purchase, agreement or contract being awarded. Exceptions require the prior approval of the Senior Vice President for Finance. Estimates are encouraged.

FUND SOURCES
All funds deposited with the University, regardless of source, are University funds and must be managed in accordance with University policy. There are generally four kinds of funds at the University: State appropriated, State special appropriated, Federal grant and private funds in the Marshall University Foundation or Research Corporation. Each fund may have different expiration dates or other spending restrictions.

VENDOR REGISTRATION
In accordance with the West Virginia State Code, every person, firm or corporation selling goods or services to the University in excess of $25,000 per order must complete and file a Vendor Registration and Disclosure Statement (Form WV-1 or WV1A) with the State Purchasing Division. A Vendor only has to register once. However, if the ownership, services offered or organizational structure change, the vendor must update the original registration by filling out a new form. The registration must be received by the State Purchasing Division in Charleston prior to award of a bid.

When registering, the Federal Employer's Identification Number (FEIN) of the firm or partnership must be given. If the registrant is an individual, his or her Social Security number must be supplied. After the form is completed, it must be signed, notarized and filed with the State Purchasing Division.

A vendor may obtain a registration form by contacting the University Purchasing Department or the State Purchasing Division. Also each fiscal year, vendors who have completed the WV-1 must pay a $45 fee to the State. Vendors supplying sole source commodities are not required to pay the annual fee but must complete the WV-1A registration form.

OTHER INFORMATION
For further information about the purchasing process at Marshall, consult the Purchasing web site and the Banner web site.

SUBMITTING A PURCHASE REQUISITION
For better management of both the budget and purchasing processes, it is highly desirable that one person in the department be responsible for submitting purchase requisitions. It is the responsibility of the department to accurately include all necessary accounting and purchasing data on the electronic requisition form.

FORMS
There are several forms used to effect the purchase of goods and services for the departments at the University.

Electronic Requisition - This form is used to purchase certain supplies, equipment, services repairs or contract items through Banner Finance.

Agreement (BOG 48) - This form is used to purchase the technical and professional services of individuals or companies, other than repairs, when the vendor does not provide his or her own contract forms.

Request for Hospitality Services and Temporary Space (TMO 3.0) - This form is used to document hospitality expenses such as food, beverage and meeting room expenses. This form can now be downloaded  from the forms site listed in the left column.

Agreement Addendum (WV96) - This form is signed by the vendor and must be attached to all maintenance agreements, contracts or purchases which include "terms and condition." This form can also be downloaded from the forms site listed in the left column.

Instructions for completing these forms are given in the Appendix.

TYPING THE FORMS
All paper forms submitted to Purchasing must be typed.

WRITING A SPECIFICATION
The specifications contained on a purchase order represent a combination legal document and technical paper. Specifications determine the quality level and basis for evaluation of bids and should be reviews each time they are used. If your order is for items with special qualities, make specific references to the special requirements.

The following guidelines should be used in writing the specifications for your order:

     1.  Identify the minimum functional requirements necessary to accomplish           your tasks.
     2.  Allow for competitive bidding (don't be restrictive to certain brands unless            a compatibility requirement has been established).
     3.  List criteria on which each bid will be judged for compliance with           specifications.

Although the specifications must be written to allow competitive bidding, this does not mean that the University must accept all bids regardless of quality. Items which are below the minimum quality level may be rejected on that basis. However, the specification set the minimum acceptable quality. The low bid that meets this level must be accepted in most instances. It is, therefore, necessary that the specifications be clear and concise, as all awards and justifications will be based only upon those written on the request for quotation.

The most common type of specification used is a name brand or "equivalent" type. This type of specification uses a manufacturer's name and catalog number and provides for the submission of equivalent products. When writing this type of specification, it is incumbent upon the writer to list the characteristics of the item being order so that the proper evaluation of any alternatives can be made. Rejection of low bid because it does not have characteristics not specifically listed on your order, even though the catalog number on the item specified might indicate those characteristics, is difficult.

There are several sources from which you can obtain specifications. They include: catalogs, vendors , technical societies, associations of user manufacturers and the Marshall University Purchasing Department. If you are unaware of something, contact your buyer before submitting the requisition. This can avoid processing delays. If an omission or error is discovered in specifications after the bid is opened, this can result in all bids being rejected and a revised bid being issued, which takes more time and effort.

One John Marshall Drive, Old Main 108, Huntington, West Virginia 25755-4100
Ph: 304.696.3157
Fx: 304.696.3333