Prefix: MSD
Effective Date: 07/01/2003
Last Modified Date: 06/07/2006
This section combines the former Material & Disbursement Services Services with Disbursement Services (formerly Accounts Payable). Statements that originated with the former MSD appear below. Statements that originated with the former AP can be found here. Statements concerning Risk Management Services and Asset Management & Surplus Property have moved to their own sections.
The Material and Disbursement Services section is issued under the authority of the Director of Purchasing Services.
Introduction Statements
- Material and Disbursement Services
- Organizational Structure (Adobe Acrobat Reader)
- Description of Organization: Purchasing Services
- Description of Organization: Materials Management and Distribution Division
Policies
- Purchase Authorization
- Unauthorized Purchases
- Purchases for Personal Use of Employees
- Responsibility for Supplies and Equipment after Purchase
- Equipment Specifications
- Solicitation of Bids and Quotations
- Single-Source or Brand-Specific Purchases
- State Purchase (Term) Contracts
- Small Order Policy
a. Small Order Purchase via Purchasing Card
b. Small Order Purchase via E-Commerce Strategic Partner Agreements
- Blanket or Standing Purchase Orders
- Emergency or "Pressing Need" Purchases
- Small Business Program: Purchase of Supplies and Contractual Services
- Open Order Purchases from Local Merchants
- Purchases from University Facilities
- Purchases from Commercial Vendors
- Changes to Purchase Orders
- Avoiding Conflicts of Interest
- Solicitation by Sales Representatives
- Product and Service Demonstrations by Vendors
- Departmental Evaluation of Equipment
- Correspondence with Vendors
- Accepting Gifts or Favors from Vendors
- Receiving Purchased Items
- Using Central Receiving
- Returning Merchandise to Vendors
- Operating Storerooms
- Contractual Services
- Printing Services
- Obtaining Federal Surplus Property
- Vacant
- Buying Used Equipment
- Rental and Lease of Equipment
- Vacant
- Equipment Requiring Utility Service
- Delayed Receiving/Payment for Special Acceptance Considerations
- Purchase of Books
- Purchase of Subscriptions and Periodicals
- Purchase of Computer Systems Support Services
- Purchase of Draperies and Window Treatments
- Purchase of Decorations, Flowers, and Greeting Cards
- Complaints to Vendors
- Purchase of Air Conditioning Units
- Purchase of Live Animals for Research and Teaching
- Maintenance Service Contracts
- Ethyl Alcohol Regulations
- Purchase of Radiation-Producing Equipment
- Purchase of Radioactive Materials
- Purchase of Office, Lounge, and Institutional Furniture
- Excise and Sales Taxes
- Compressed Gas Cylinders and Other Returnable Containers
- Vacant
- Trade-In Allowances
- Repair of In-Warranty Equipment
- Repair of Out-of-Warranty Equipment
- Foreign-Source Purchases
- Zero-Dollar Purchase Orders
Insurance statements have been moved to the Risk Management Services section.
Procedures
- Vacant
- Blanket or Standing Purchase Orders
- Writing Equipment Specifications
- Vacant
- Purchases from Commercial Vendors Using Electronic Requisitioning
- Purchases from Commercial Vendors Using Purchase Requisition
- Receiving Purchased Items
- Return of Merchandise to Vendors
- Delayed Receiving/Payment for Special Acceptance Considerations
- Complaints to Vendors
- Obtaining Federal Surplus Property
- Vacant
- Small-Order Purchase via Purchasing Card
- Vacant
- [incorporated into Policy 26]
- Vacant
- Buying Reprints
- Purchase of Carpeting
- Purchase of Draperies
- Purchase of Flowers
- Purchase of Window Air Conditioning Units
- Vacant
- Maintenance Service Contracts
- Ethyl Alcohol Regulations
- Vacant
- Purchase of Radioactive Materials
- Purchase of Office, Lounge, and Institutional Furniture
- Purchase of Modular Furniture
- Vacant
- Vacant
- Vacant
- Repair of In-Warranty Equipment
- Repair of Out-of-Warranty Equipment
- Vacant
- Vacant
- Vacant
- Obtaining Upholstery Service
- Loss of University Cash or Securities
- Vacant
- Vacant
Appendices
- Purchase Requisition (Description Only)
- Justification Memorandum
- Storeroom Requisition, Form P-108 (Instructions Only)
- Vacant
- a. Alcohol Requisition (Instructions Only)
b. Alcohol Requisition (Form 1228 - Word Format)
- Vacant
- Radiation-Producing Equipment
- Purchasing Change Request, Form P-103
- Receiving Report (view only)
Receiving Report Instructions
- Vacant
- Complaint to Vendor Form
- Conflict of Interest: State Statutes
- Gifts and Favors Regulated: State Statute
- Materials Management and Distribution Statement
- Missing Receipt Affidavit [for undocumented P-card purchases](PDF format)
- Purchasing Card Violation Warning Form (Word format)