MATERIAL AND DISBURSEMENT SERVICES
SECTION CONTENTS

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

1. Material and Disbursement Services
   
   
2. Organizational Structure (Adobe Acrobat Reader)
   
   
3. Description of Organization: Purchasing Services
   
   
4. Description of Organization: Materials Management and Distribution Division
   
   

Policies

1. Purchase Authorization
   
   
2. Unauthorized Purchases
   
   
3. Purchases for Personal Use of Employees
   
   
4. Responsibility for Supplies and Equipment after Purchase
   
   
5. Equipment Specifications
   
   
6. Solicitation of Bids and Quotations
   
   
7. Single-Source or Brand-Specific Purchases
   
   
8. State Purchase (Term) Contracts
   
   
9. Small Order Policy
   a. Small Order Purchase via Purchasing Card
   b. Small Order Purchase via E-Commerce Strategic Partner Agreements
   
   
10. Blanket or Standing Purchase Orders
    
    
11. Emergency or "Pressing Need" Purchases
    
    
12. Small Business Program: Purchase of Supplies and Contractual Services
    
    
13. Open Order Purchases from Local Merchants
    
    
14. Purchases from University Facilities
    
    
15. Purchases from Commercial Vendors
    
    
16. Changes to Purchase Orders
    
    
17. Avoiding Conflicts of Interest
    
    
18. Solicitation by Sales Representatives
    
    
19. Product and Service Demonstrations by Vendors
    
    
20. Departmental Evaluation of Equipment
    
    
21. Correspondence with Vendors
    
    
22. Accepting Gifts or Favors from Vendors
    
    
23. Receiving Purchased Items
    
    
24. Using Central Receiving
    
    
25. Returning Merchandise to Vendors
    
    
26. Operating Storerooms
    
    
27. Contractual Services
    
    
28. Printing Services
    
    
29. Obtaining Federal Surplus Property
    
    
30. Vacant
    
    
31. Buying Used Equipment
    
    
32. Rental and Lease of Equipment
    
    
33. Vacant
    
    
34. Equipment Requiring Utility Service
    
    
35. Delayed Receiving/Payment for Special Acceptance Considerations
    
    
36. Purchase of Books
    
    
37. Purchase of Subscriptions and Periodicals
    
    
38. Purchase of Computer Systems Support Services
    
    
39. Purchase of Draperies and Window Treatments
    
    
40. Purchase of Decorations, Flowers, and Greeting Cards
    
    
41. Complaints to Vendors
    
    
42. Purchase of Air Conditioning Units
    
    
43. Purchase of Live Animals for Research and Teaching
    
    
44. Maintenance Service Contracts
    
    
45. Ethyl Alcohol Regulations
    
    
46. Purchase of Radiation-Producing Equipment
    
    
47. Purchase of Radioactive Materials
    
    
48. Purchase of Office, Lounge, and Institutional Furniture
    
    
49. Excise and Sales Taxes
    
    
50. Compressed Gas Cylinders and Other Returnable Containers
    
    
51. Vacant
    
    
52. Trade-In Allowances
    
    
53. Repair of In-Warranty Equipment
    
    
54. Repair of Out-of-Warranty Equipment
    
    
55. Foreign-Source Purchases
    
    
56. Zero-Dollar Purchase Orders
    
    

Insurance statements have been moved to the Risk Management Services section.

Procedures

1. Vacant
   
   
2. Blanket or Standing Purchase Orders
   
   
3. Writing Equipment Specifications
   
   
4. Vacant
   
   
5. Purchases from Commercial Vendors Using Electronic Requisitioning
   
   
6. Purchases from Commercial Vendors Using Purchase Requisition
   
   
7. Receiving Purchased Items
   
   
8. Return of Merchandise to Vendors
   
   
9. Delayed Receiving/Payment for Special Acceptance Considerations
   
   
10. Complaints to Vendors
    
    
11. Obtaining Federal Surplus Property
    
    
12. Vacant
    
    
13. Small-Order Purchase via Purchasing Card
    
    
14. Vacant
    
    
15. [incorporated into Policy 26]
    
    
16. Vacant
    
    
17. Buying Reprints
    
    
18. Purchase of Carpeting
    
    
19. Purchase of Draperies
    
    
20. Purchase of Flowers
    
    
21. Purchase of Window Air Conditioning Units
    
    
22. Vacant
    
    
23. Maintenance Service Contracts
    
    
24. Ethyl Alcohol Regulations
    
    
25. Vacant
    
    
26. Purchase of Radioactive Materials
    
    
27. Purchase of Office, Lounge, and Institutional Furniture
    
    
28. Purchase of Modular Furniture
    
    
29. Vacant
    
    
30. Vacant
    
    
31. Vacant
    
    
32. Repair of In-Warranty Equipment
    
    
33. Repair of Out-of-Warranty Equipment
    
    
34. Vacant
    
    
35. Vacant
    
    
36. Vacant
    
    
37. Obtaining Upholstery Service
    
    
38. Loss of University Cash or Securities
    
    
39. Vacant
    
    
40. Vacant
    
    

Appendices

1. Purchase Requisition (Description Only)
   
   
2. Justification Memorandum
   
   
3. Storeroom Requisition, Form P-108 (Instructions Only)
   
   
4. Vacant
   
   
5. a. Alcohol Requisition (Instructions Only)
   b. Alcohol Requisition (Form 1228 - Word Format)
   
   
6. Vacant
   
   
7. Radiation-Producing Equipment
   
   
8. Purchasing Change Request, Form P-103
   
   
9. Receiving Report (view only)
   Receiving Report Instructions
   
   
10. Vacant
    
    
11. Complaint to Vendor Form
    
    
12. Conflict of Interest: State Statutes
    
    
13. Gifts and Favors Regulated: State Statute
    
    
14. Materials Management and Distribution Statement
    
    
15. Missing Receipt Affidavit [for undocumented P-card purchases](PDF format)
    
    
16. Purchasing Card Violation Warning Form (Word format)