New Policy and Process Effective May 5, 2017
The most critical changes are:
- A quote or service agreement MUST BE otained or completed well in advance of the services being performed or goods (items) being ordered. Only UVM's Purchasing Department has the authority to approve purchases and enter into contracts. Your Business Support Personnel will submit a requsition to Purchasing. Once the requisition is approved a Purchase Order will be generated and sent to the supplier by Purchasing. The goods (items) can then be purchased or services can begin.
- The Purchase Order (PO) is the authorization that binds UVM to the purchase or service and payment to the supplier/service provider. Failure by faculty, staff, or student employees to work with their Business Support Personnel in their unit, to acquire a PO prior to making a purchase or agreeing to services, may result in the individual who placed the order being personally responsible and/or liable to the supplier/provider for payment.
- Quotes are more appropriate for contracting for services from companies that provide routine services, such as printing, and lab testing. These types of services do not require a service agreement and if appropriate paid via the UVM purcard.
- Service Agreements are for more tailored needs when the deliverables are very specific and in some cases custom designed to meet the needs for the requester. They can be used for dollar amounts under $1,000 if you wish to do so.