1. PURPOSE

   To outline university policies, including prohibitions, special approvals, limitations, and restrictions, governing the procurement and control of specific categories of supplies and services.

2. REFERENCES

   Policy and Procedures 3-40, Property Accounting

   Policy and Procedures 4-1, University Procurement

   Policy and Procedures 4-12, Campus Printing Policy

   Policy and Procedures 4-13, Floor Covering Policy

   Policy and Procedures 5-3, University Motor Vehicles

3. DEFINITIONS

   See Policy and Procedures 4-1.

4. POLICY

   1. Prohibited Acquisitions

      1. The use of university funds to acquire supplies or services for personal use is prohibited.

      2. The following items may not be acquired with state appropriated funds:

         1. Attache and brief cases.

         2. Alcoholic beverages. (See Policy and Procedures 3-11.)

   2. General Fund Acquisitions that Require Special Approvals

      1. Repairs to personal property (except automotive equipment) damaged while its owner is engaged in university business may not be procured unless the requisition bears the authorizing signature of the appropriate dean or director.

      2. Organizational or association memberships paid from university-controlled funds may be procured only if necessary to meet program needs or to secure other benefits for the university, and must be approved by the vice president for university relations or, in the case of University Hospital personnel, by the hospital administrator.

      3. Requisitions for nonstandard office furniture, equipment, and accessories require the authorizing signature of the cognizant vice president, or of the vice president for administrative services or his/her designee.

      4. Coin-operated vending equipment, including washers, dryers, stamp-dispensing machines, food and beverage dispensers, etc., may be acquired or installed only with the prior written approval of the director for Auxiliary Services or his/her designee.

      5. Motor vehicles may be acquired for departmental use, and may be licensed and maintained, only with the approval of the director of the Motor Pool and subject to the restrictions of Policy and Procedures 5-3.

      6. Printing, Duplicating, and Photocopying Equipment

         1. Printing equipment may be acquired for use by departments other than Printing Services only with the prior written approvals required by Section IV.A. of Policy and Procedures 4-12.

         2. The acquisition of duplicating and photocopying equipment must be in conformity with Section IV.B. of Policy and Procedures 4-12. The Purchasing Department may request an evaluation by Printing Services of a proposed acquisition of duplicating or photocopying equipment before processing the requisition.

         3. Questions regarding these procedures should be addressed to the director of Information Systems and Communications.

   3. Acquisitions Funded by Research Grants and Contracts

      1. Requisitions calling for expenditures, to be funded by grants or contracts, for capital equipment or remodeling of facilities are subject to review by the Research Accounting Department to determine the allowability of the proposed procurement under the terms of the grant or contract.

      2. Requisitions for capital equipment not specifically authorized by the grant or contract will not be processed until approval is obtained from the granting agency.

      3. A requisition for capital equipment will not be processed if the requisition is dated 30 days or less prior to the project ending date, unless the requisition is accompanied by documentation, approved by the vice president for research, or his/her designee, demonstrating that acquisition of such equipment is necessary to achieve the objectives of the contract or grant.

      4. A requisition for either supplies or equipment will not be processed if it appears probable that the requisitioned items will not be received by the university within a reasonable period of time prior to the project ending date.

      5. All federally funded purchases must comply with applicable federal procurement procedures, regulations, terms, and conditions. Purchases based on single price quotations must meet price reasonableness/cost analysis criteria prior to award. Questions regarding these regulations should be directed to the Purchasing Department.

   4. Acquisitions Subject to Special Limitations or Procedures

      1. Narcotics and Controlled Substances

         1. Requisitions for narcotics and controlled substances must be accompanied by a properly completed Drug Enforcement Administration order form (DEA form 222C).

         2. Individuals using form DEA 222C must be registered with the State of Utah Department of Business Regulations and with the U.S. Drug Enforcement Administration.

         3. Further information regarding the purchase of controlled substances may be obtained from the Purchasing Department.

      2. Tax-Free Alcohol

         1. Acquisition of tax-free alcohol must be requested on a Tax-Free Alcohol Report form available from the Purchasing Department. The standard university requisition form may not be used.

         2. The Tax-Free Alcohol Report must be kept current by each department using tax-free alcohol. With each usage of tax-free alcohol, the quantity issued, user's name, and balance on hand shall be indicated on the Tax-Free Alcohol Report to bring the record into balance with existing stock. As the existing supply of alcohol reaches the appropriate reorder point, additional alcohol may be reordered by sending the completed TaxFree Alcohol Report to the Purchasing Department.

         3. The university permit to use tax-free alcohol currently limits such use to the following purposes:

            (1) preserving specimens

            (2) experimental, research, and laboratory work for scientific purposes

            (3) the preparation of laboratory and medical solutions

            (4) hospital chemical use

            (5) medical treatment of patients

            (6) compounding medicines for use of patients in the hospital

         4. The use of tax-free alcohol for purposes other than those defined in paragraph (c) is prohibited, and violation is subject to federal law. Departments requiring tax-free alcohol for use other than authorized above should contact the Purchasing Department.

         5. Department alcohol records and alcohol on hand are subject to federal audit by the Internal Revenue Service.

      3. Import Items

         1. Import items may be procured through a standard university requisition form.

         2. Most foreign purchases are subject to customs clearance and possible duty charges. The university has engaged the services of a professional customs broker to provide assistance in clearing foreign shipments. All correspondence or contact with this broker must be made through the Purchasing Department.

         3. All matters pertaining to customs are handled by the Purchasing Department. All documents concerning foreign orders (customs declarations, customs invoices, shipping papers, shipping notices, etc.) must be forwarded to the Purchasing Department.

         4. Departments requisitioning import items should include estimated customs duties and freight charges in estimating the cost of the items requisitioned. Exact customs duties on import items cannot be determined until the items have cleared customs. Information relating to customs and procedures applicable to customs clearance may be obtained from the Purchasing Department.

         5. Some research grants and contracts prohibit the purchase of import items. Before submitting a requisition for imported items, the department should determine that no such restriction is found in any grant or contract to which the cost of acquisition is to be charged in whole or in part.

      4. Radioactive Materials and Radiation-Generating Equipment

         1. Radioactive material and radiation-generating equipment may be requisitioned with the standard university requisition form.

         2. Requisitions for these purchases require prior approval of the director of Radiological Health. A request for such approval will be initiated by the Purchasing Department.

         3. Whenever required, applications for licenses or other approval forms from the Department of Energy (DOE) will be initiated and processed by the Purchasing Department Agent in cooperation with the director of Radiological Health.

         4. Questions regarding licensing requirements and procedures, as well as safety practices and clearance requirements relating to radioactive materials, should be directed to the director of Radiological Health.

      5. Research Animals and Birds

         1. Requisitions for the purchase of research animals require the approval of the director of the Animal Resources. This approval is initiated by the Purchasing Department.

         2. Select species of research birds and animals require written certification of disease-free status on import into the State of Utah. The director of the Animal Resources is responsible to perform this inspection and furnish such certification to the State of Utah Division of Wildlife Resources.

         3. Questions regarding this procedure should be directed to the Purchasing Department.

      6. Electronic Data Processing Equipment

         1. Under policies approved by the Board of Regents, the procurement of electronic data processing equipment, regardless of funding source, may require special advance review and approval before the requisition may be processed.

         2. Questions regarding these procedures, and requests for initiation of review proceedings, should be addressed to the Purchasing Agent.

   5. Acquisition of Government Property

      1. Surplus University Property

         1. Surplus university property is available through the University Surplus and Salvage Department. (See Policy and Procedures 3-40.)

         2. Information regarding the availability of surplus property may be obtained from the Purchasing Department or the Surplus and Salvage Department.

      2. Excess Federal Property

         1. Excess federal government property may be available at little or no cost for use on federal government contracts or grants. Information regarding such items may be obtained from the Surplus and Salvage Department.

         2. Excess federal property may be requisitioned with the standard university requisition form.

      3. General Services Administration (GSA) Purchasing

         1. In requesting the purchase of supplies or equipment from the General Services Administration, it is the responsibility of the requisitioning department to identify the requisition as eligible for GSA procurement.

         2. The appropriate contract number and clause enabling such acquisition must be listed on the requisition. All product identification numbers or stock numbers from the federal supply catalog must be identified on the requisition.

Approved: Institutional Council 9/8/80
Editorially revised: April 15, 1991

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