Quick Guide

Marshall University’s Office of Purchasing maintains a central purchasing office that assists faculty and staff with acquiring goods and services. Please refer to our Marshall University Purchasing – Basics Training guide for a more comprehensive guide to the University’s purchasing process.

Authority to Purchase and Obligate Funds

The University’s procurement officers, and CPO delegated designees are the only individuals authorized to effect and sign non-credit card and non-essential service purchases and agreements or contracts for Marshall University. Faculty and staff outside of Purchasing may not obligate University funds, regardless of source. The Attorney General, the Audit Division, and the Department of Finance and Administration only accept purchasing documents signed by procurement officers. Only University procurement officers or designees may issue confirming orders to vendors.

Decision Path

1. Determination of need.
2. Can this be purchased on a department P-card?
3. Check availability through contracts.
4. Once you have determined if there is a contract or not, you will decide which type of purchase to utilize.
5. Review the bid thresholds to determine bid requirements.
6. If needed, solicit bids or advertise the sole/single source determination.
7. Obtain the required documentation.
8. Submit Banner document (requisition or encumbrance) for review.
9. Contract/purchase management.

For more detailed information regarding the Purchasing Decision Path, please refer to the Marshall University Purchasing – Basics Training guide.

Bid Thresholds

If a product or service is available from a University contract, the Department must purchase the product or service in accordance with purchasing guidelines as indicated within the contract.

Banner Entry – Encumbrance Vs. Requisition

• Encumbrance: Limited use transactions (ex: Internal Department to Department payment for services, one day only speaking engagements, memberships or association dues, single use transactions without terms and conditions, etc.)
• Requisition: Covers broad range of transactions (any purchase with terms and conditions, Bids/Public Offerings, Construction, and Renovations projects, on-site labor, etc.)

Non-Compliant Purchases (After-the-Fact)

All non-compliant purchases require a Non-Compliant Purchases Memorandum. This memorandum must be signed by the requisitioner, department head, Chief Procurement Officer, and Chief Financial Officer.

Common Non-Compliant Purchases

• After-the-fact: Any time a good or service is provided before the PO is completed, the purchase is considered after the fact. Only the Purchasing office can commit to purchases.
• Stringing: Splitting purchases to try to avoid meeting the bid thresholds. Bid thresholds are based on annual spend with a vendor or on a specific good/service.

Specialty Purchases