BUSINESS SERVICES
Policies and Procedures

Business Services encompasses three departments: Purchasing, University Receiving, and Property Control. All report to the Director of Business Services. Please click the link below for the Policies and Procedures regarding to each of the three departments:

Section 1-00 Purchasing Department Policies and Procedures

Section 2-00 University Receiving Policies and Procedures

Section 3-00 Property Control Policies and Procedures

SECTION 1-00 PURCHASING DEPARTMENT

Overview 1-00

PURCHASING METHOD: POLICIES AND PROCEDURES

Policy 1-00-10.1 G.S.U. Purchasing vs. State Purchasing

Policy 1-00-11.1 OPB Moratorium - Purchases of $250,000 or Greater

Procedure 1-00-11.1P Purchases of $250,000 or Greater

Policy 1-00-12.1 Purchases Made Under Research Grants and Agreements

Policy 1-00-13.1 Unauthorized Purchases

Procedure 1-00- 13.1P Unauthorized Purchases

Policy 1-00- 13.2 Order of Preference

Procedure 1-00- 13.2P Order of Precedence

Policy 1-00- 13.3 Minority Suppliers

Procedure 1-00- 13.3P Minority Suppliers

Policy 1-00- 13.4 Size and Type of Order

Procedure 1-00- 13.4P Size and Type of Order

Policy 1-00- 13.5 Vendor Entry, Correction or Addition

Procedure 1-00 - 13.5P Vendor Entry, Correction or Addition

Policy 1-00- 14.1 Purchasing with a Purchase Card

Procedure 1-00-14.1P Using a Purchase Card

Policy 1-00- 14.2 Purchasing with an Express Voucher

Procedure 1-00-14.2P Using an Express Voucher

Policy 1.00- 14.3 Purchasing using Petty Cash

Procedure 1-00-14.3P Cash Reimbursement of Purchases

Policy 1.00- 14.4 Purchasing with a Requisition

Procedure 1-00-14.41P Entering a Purchase Requisition

Procedure 1-00- 14.42P Forwarding Related Information to Purchasing

Policy 1-00-15.1 Purchase Orders

Policy 1-00- 16.1 Consulting Agreements - Reserved

Policy 1-00 17.1 Sole Source / Sole Brand Purchases

Procedure 1-00- 17.1P Sole Source / Sole Brand Form

Policy 1-00- 18.1 Used Equipment

Procedure 1-00-18.1P Purchase of Used Equipment 

Policy 1-00-19.1 Return of Equipment or Supplies

Procedure 1-00-19.1P Return of Equipment or Supplies

Policy 1-00- 20.0 Commodities requiring Pre-approvals / Special Handling

Policy 1-00-20.10 Requisitions for Classified Employment Advertisements

Policy 1-00-20.11 Service Maintenance Agreements

Procedure 1-00-20.11P Service Maintenance Agreements

Procedure 1-00- 20.12P Insured Maintenance Program

Procedure 1-00-20.13P Equipment Repair

Procedure 1-00-20.14P Charges for the Repair of Equipment

Policy 1-00- 20.15 Vehicle Purchases

Policy 1-00- 20.16 Vehicle Rental

Policy 1-00- 20.17 Furniture Purchase

Policy 1-00- 20.18 Office Supply Purchases

Policy 1-00- 20.19 Photocopy Lease or Purchase

Procedures 1-00- 20.19P Photocopy Lease or Purchase

Policy 1-00- 20.20 Business Cards

Procedure 1-00- 20.20P Business Cards

Policy 1-00- 20.21 Printing Services

Procedure 1-00- 20.21P Purchase of Printing Services

Policy 1-00- 20.22 Electrical Equipment

Policy 1-00- 20.23 Film / Video Rental

Policy 1-00- 20.24 Nuclear Materials

Policy 1-00- 20.25 Purchase of A/V Equipment that require Installation

Policy 1-00- 20.26 Construction, Additions, Renovations

Policy 1-00- 20.27 Carpeting Purchase and Installation

Policy 1-00- 20.28 Building Maintenance Service

Policy 1-00- 20.29 Disposal of Hazardous Materials

Policy 1-00- 20.30 Signature Requirements

Policy 1-00- 20.31 Insurance Requirements

SECTION 1-00 PURCHASING DEPARTMENT

Overview 1-00

The Purchasing Department is the official purchasing agent for Georgia State University. It is responsible for issuing orders for materials and services in compliance with State and Federal laws under the guidelines imposed by the Department of Administrative Services State Purchasing Division, The Georgia Technology Authority and the Board of Regents of the University System of Georgia..

As a service-oriented organization, the Purchasing Department assists University personnel in areas such as vendor selection, product availability, current prices, specifications, etc. The buyers in the Purchasing Department are experienced professionals and are able to assist with problem resolution.

The Purchasing Department is located in Suite 901, One Park Place South, Atlanta, GA 30303.

Please contact the department for assistance at 404-651-2330.

PURCHASING METHOD: POLICIES AND PROCEDURES

Policy 1-00-10.1 - G.S.U. Purchasing vs. State Purchasing

Generally, the Purchasing Department can issue Field Purchase Orders up to $100,000. If a requisition totals $100,000.00 or more, the purchase may require processing by State Purchasing.

Policy 1-00-11.1 - OPB Moratorium - Purchases of $250,000 or Greater

Any purchase with an aggregate value of $250,000.00 or Greater may be subject to the OPB Moratorium.

Procedure 1-00-11.1P - Purchases of $250,000.00 or Greater 

Contact Purchasing to determine the effect the OPB moratorium will have on your purchase and if a request for exception is required. If so, the request will made through Purchasing to OPB.

Policy 1-00-12.1 - Purchases Made Under Research Grants and Agreements

All purchases under contracts, grants, or agreements are subject to State of Georgia and Federal Purchasing Regulations, to Board of Regents of the University System of Georgia policies, and to University policies.

Expenditures for obligations incurred under contracts, grants, or agreements cannot be made for purposes other than those for which State funds can be expended, unless an exceptional type of expenditure is specifically authorized and stated by the donor or grantor as a requirement of the grant, contract or agreement.

Policy 1-00- 13.1 - Unauthorized Purchases

Unauthorized purchases are improper and illegal, and the purchaser or the department may be held responsible for the incurred charges.

Examples of unauthorized purchases include, but are not limited to, any purchase over $4,999.99, purchases of restricted items of any price (e.g. food or personal items), purchases requiring pre-approvals without such approvals, and sequential, repetitive purchases made in an attempt to avoid the $5,000 bid floor.

According to State statute, materials and /or service. which cost $5000 or more, shall be competitively bid. Therefore, repetitive purchases from the same vendors on the some day or on consecutive working days may be cause to disallow the reimbursement. The $5000 limit may not be circumvented by splitting a purchase from one vendor on consecutive days, by charging part of a purchase to one account and part to another account, or by having two or more people buy separate parts of an order. If purchases are made in these or any other manner to avoid the $5000 limit, they may be disallowed and become the responsibility of the individual making the purchase.

Purchase requisitions, regardless of dollar amount, will not be accepted when the department has already received goods or services. lf the total cost is less than $4,999.99 or under, payment can be made using a Purchase Card or a payment request can be submitted by using an Express Voucher.

Procedure 1-00- 13.1P - Unauthorized Purchases 

When an unauthorized purchase is recognized, the department will be notified and appropriate actions may be taken to discipline the purchaser and recoup any funds expended in an improper manner. The Director of Business Services will contact the head of the division or college where the purchase was made and will notify the appropriate person of the actions that need to be taken to remedy the situation.

Policy 1-00- 13.2 - Order of Precedence

The State through the Department of Administrative Services maintains an order of precedence for the source used for the purchasing of items and services.

The Order of Precedence is shown in the GPM as follows:

1. Statewide Contracts
2. Agency Contracts
3. DOAS Supply Services
4. Georgia Correctional Industries (GCI) or Georgia Enterprises
5. Open Market Purchases

Procedure 1-00- 13.2P - Order of Precedence

Departments should consult the Statewide Contract lists on both the DOAS site and the GTA site to determine if the goods or services desired can be obtained from an existing contract. 

Departments may also contact the Buyer in Purchasing for the specific commodity to determine if contract, DOAS Supply, GCI or Georgia Enterprises source exists.

Policy 1-00-13.3 - Minority Suppliers

State Policy encourages the use of Minority and Small Business suppliers whenever possible.

Procedure 1-00- 13.3P - Minority Suppliers 

Departments making a contract purchase should consult the contract list and where multiple vendors are available to determine if a Minority or Small Business vendor is available for ordering 

Departments making an open market purchase should consult the State's Office of Small and Minority Business to determine if any supplier is available for the items or services being purchased. 

Policy 1-00- 13.4 - Size and Type of Order

The size of an order is gauged by dollars expended affects the methods that a department may use to acquire goods and services. The aggregate value of the order determines the method used and not the values assigned to individual line items on the order.

All orders with an aggregate value of $5,000 or more require the use of a Requisition. Requisitions of $5,000 or more must be competitively bid unless the items are available through a Statewide Contract or other allowable exception.

Orders with an aggregate value of $4,999.99 or less may require also require the use of a Requisition depending on commodity

If a Requisition is not required and the aggregate value is $4,999.99 or less the preferred method of purchase is the Purchase Card. If a Purchase Card is not available or if the vendor will not take the card, then an Express Voucher should be used.

When a Requisition is not required then its use should be avoided in favor of the Purchase Card or Express Voucher methods if at all possible,

Procedure 1-00- 13.4P - Size and Type of Order 

Departments should consult the Pricing Grid in order to determine applicable methods for the size and type of order.

Policy 1-00- 13.5 - Vendor Entry, Correction or Addition

The use of an Express Voucher or Requisition requires that the Vendor be entered into the Spectrum Vendor Database prior to the Express Voucher or Requisition being entered into Spectrum. Departments are responsible for the use of current and correct vendor information and it is the responsibility of the department to request the entry, correction or addition of vendor information.

The entry of a Requisition or Express Voucher without current vendor information is an unacceptable practice and should be avoided.

Procedure 1-00- 13.5P - Vendor Entry, Correction or Addition

Departments should fill out and forward to Purchasing a Vendor Entry Form when a vendor is not in the Spectrum Vendor Database, or when corrections or additional information is needed.

The information that the Department is required to supply, at a minimum, includes the vendor name, address and phone numbers along with the vendor's FEIN or SSN. For vendors using an FEIN, the Department should obtain a completed W-9 form for the vendor and forward that with the Vendor Entry Form.

Corrections and additions to existing Vendor Entries should include justification as to why the addition is being requested.

Request for the entry of individuals into the database should be directed to Human Resources.

Policy 1-00- 14.1 - Purchasing with a Purchase Card

For ordering goods and services with an aggregate value of $4,999.99 or less where the use of a Requisition is not required, the use of a Purchase Card is the preferred method of acquisition. Departments should used a Purchase Card whenever possible.

Procedure 1-00- 14.1P Using a Purchase Card

Details on requesting, using and reconciliation requirements for Purchase Cards can be found on the Purchasing Web Site. 

NOTE: Purchases made for use at the University are in ,most cases exempt from Sales Taxes. Departments should let the vendor know that no sales tax should be charged to their purchase. If the vendor requests confirmation, a copy of the tax exemption form should be provided. It can be printed from the Purchasing web site.

Policy 1-00- 14.2 Purchasing with an Express Voucher

When it is not possible to use a Purchase Card and a Requisition is not required, all purchases of $4,999.99 should be made using an Express Voucher if at all possible.

Procedure 1-00- 14.2P - Using an Express Voucher 

Express Vouchers are entered into the Spectrum system in a similar manner to Requisitions. Once the voucher is entered, a copy of the voucher along with the payment documentation - invoice, or pro-forma invoice for pre-payment of orders - should be forwarded to Disbursement in accordance with their requirements. Training on the entry of Express Vouchers is available from the Spectrum Office. 

Policy 1-00- 14.3 - Purchasing using Petty Cash

Certain purchases, as dictated by University and Departmental regulations may be made using Petty Cash. The dollar limit for such purchases is $500.00. Consult the University Cashier and your departmental rules.

It is permissible for an employee to expend personal funds for official "small purchases'' and to obtain reimbursement from the University Cashier, providing the employee has the prior approval of the appropriate department head. This type of purchase is known as "Petty Cash'' and is limited to $500.00 per purchase.

Financial and Accounting Services (FAS) Policy 25-50-10.1, "disallowed items,'' lists items that may NOT be purchased via petty cash.

The purchaser should not pay sales tax charged on petty cash purchases. If however, a petty cash purchase cannot be made without payment of sales tax, the University Cashier will make reimbursement of the sales tax. Tax Exemption Certificate forms may be obtained from the Purchasing web site.

Note: You are encouraged to acquire the Exemption Certificate form before making your purchase. It is more likely that the vendor will honor a request for exemption of payment of sales tax if the Certificate is presented at the time of purchase. If you have any difficulties using thy certificate, you should contact Purchasing to verify the tax-exempt status to the vendor.

Procedure 1-00- 14.3P- Cash Reimbursement of Purchases

Cash reimbursement of up to $500.00 may be available for certain purchases. Consult the regulations of the University Cashier for details.

Refer to FAS procedure 25-50-15.1P, "Cash Reimbursements,'' for the procedure for reimbursement of a purchase made with petty cash.

Policy 1-00-14.4 - Purchasing with a Requisition

The Requisition is the method by which a department's requirements are requested and funds encumbered for that particular requirement. The Purchase Requisition is the only method by which a department may request goods or services totaling $5000.00 or more.

All Purchase Requisitions are entered into the Spectrum system and will be forwarded to Purchasing after the required approvals have been obtained.

The purchase requisition is not an official authorization to purchase. The Purchasing Department must competitively bid the requirement, if necessary, and issue an official Georgia State University Purchase Order. .

The date that the requestor enters the requisition is not the benchmark date. The date on which all approvals are complete and the requisition is forwarded by Spectrum to Purchasing is the date used as the request date.

The Requestor should be the person who will be responsible for the requisition while is being processed, i.e. the person to whom all questions and request for additional information and clarifications should be directed.

All Requisitions must be entered with a valid recommended vendor name. Entering a Requisition without a recommended vendor is not permitted.

The requestor should enter the following information into Spectrum:

An exact destination to which the materials should be delivered. i.e. the campus building and room number.

The location where the materials will be housed or used. This is also the location that should be shown in Spectrum in the Schedule Section for each line.

The date by which the materials are required (allow sufficient time for requisition processing, bidding. etc.)

An detailed description of each item (include catalog and I.D. numbers if available).

The quantity. unit, and price of each item.

Use of such shortcuts as 'See Quote' or generic line items such as 'Printer' are not acceptable.

The requestor should furnishing the following information as background information:

1. Additional Recommended Vendors, if applicable, with address, telephone and fax numbers - this should include all vendors that the requestor contracted in getting prices for this request

2. Any available additional description or details of the items requested. Include things such as catalog pages, vendor quotes or web page printouts.

3. Any quotes or other documentation that a vendor or vendors may have supplied.

4. Any pre-approval documentation, licenses, and so forth.

Approval for the Purchase Requisition must be secured as required by the purchaser's departmental policy. This will be done by automatic routing to the required approvers by Spectrum.

Use the requisition number when inquiring as to requisition status. All departments have the capability of checking the requisition status through Spectrum.

Note: Receipt by the department of a requisition number does not constitute authority of departmental personnel to contact vendors and initiate the purchase. All vendor contact, bidding, purchasing, and other activity associated with an approved, processed, and numbered requisition that has been delivered to Purchasing must be handled by Purchasing unless the department is specifically, and on a case-by-case basis, instructed by Purchasing that they should become directly involved (e.g. clarifying specifications, or taking part in a premises inspection).

Procedure 1-00- 14.41P - Entering a Purchase Requisition 

Spectrum procedures outline the steps needed to enter a Requisition into the Spectrum system.

Procedure 1-00- 14.42P - Forwarding Related Information to Purchasing.

Once the Requisition has been entered into Spectrum, budget checked and put into 'pending approval' status, print a copy of the requisition and attach any available background information attached and forwarded to the appropriate buyer.

Policy 1-00- 15.1 - Purchase Orders

Purchase Orders are issued by the Purchasing Department. No other University Department is authorized to issue official University Purchase Orders.

Department should not forward Requisition Numbers to vendors, nor should they forward Purchase Orders that the Spectrum system has assigned to any vendor. The placing of an order is handled exclusively by the Purchasing Department.

Policy 1-00- 16.1 - Consulting Agreements - Reserved

Policy 1-00 17.1 - Sole Source / Sole Brand Purchases

If any of the items to be purchased are being requested as "no substitution'' of brand or item (Sole Brand), written justification must accompany the purchase requisition. This written justification may not come from the vendor or manufacturer, but should be based on research conducted by the department. Justification must not solely be based upon preference for a particular brand and/or model. lf sufficient justification cannot be determined, your request may be denied and competitive bids will be taken using detailed specifications (e.g. height, width, thickens, accessories, unique functions, and performance) that you provide as part of your written request.

If the Sole Brand is approved, and it is determined that the vendor is the only point of acquisition, then the item may also be deemed to be a Sole Source purchase.

Department must use the Sole Source / Sole Brand Form to request a Sole Source / Sole Brand designation. Any additional information that the Department has that will help them make the case that an item should be so designated should be forwarded with the form to Purchasing.

Each Sole Source / Sole Brand request is unique and should have original signatures. The use of generic statement, or pre-filled forms and/or photocopies of previously provided forms is not an acceptable practice.

Procedure 1-00- 17.1P Sole Source / Sole Brand Form 

Department will fill out the Sole Source / Sole Brand form online at the Purchasing Web Site. When completed, the form along with additional materials verifying the request are forwarded to Purchasing.

Policy 1-00- 18.1 - Used Equipment

The purchase of Used Equipment is permitted in many cases but requires additional documentation and review.

Procedure 1-00-18.1P - Purchase of Used Equipment 

When making a request to purchase used equipment, the following statement must be typed on the requisition or attached thereto: "Departmental personnel have personally examined this used equipment and determined that the condition of the equipment is as represented. The department will accept full responsibility, and the best interest of the State of Georgia will be served by the purchase of this used equipment.''

Requisitions that include used equipment must include the items serial number(s) for any used equipment, along with brand and model numbers. Where the make and model of the used equipment is currently available as ''new in the marketplace,'' a statement indicating the 'new'' retail price and the resulting savings to the state by purchasing the used item must be included with or on the requisition. Where the item is no longer available in the marketplace, a statement to that fact must include the original retail pricing as well as a statement as to why no other currently available equipment is suitable. 

Policy 1-00-19.1 - Return of Equipment or Supplies

It is the responsibility of the department to determine the suitability of a purchase prior to issuing of a requisition. Purchasing personnel stand ready to help in this process as needed. While some vendors may be willing to accept a return of merchandise after an order is complete, many are not. Those Who do take returns may charge a 'restocking fee'' that would mean that you get only a portion of your funds back in your account. Whether or not payment has been ..

made to a vendor can further complicate the prospect of getting your funds returned.

Departments are encouraged to contact the Purchasing Department as early in the process of determining their needs as possible. The more information that is gathered on the front end and the more aware that your buyer is of your needs before a requisition arrives in Purchasing, the more likely you are to be satisfied with the end result of the buyer's action on your behalf.

Procedure 1-00-19.1P - Return of Equipment or Supplies 

When it is determined that equipment or supplies should be returned, the originating department should contact the buyer involved. The buyer will contact the supplier and will handle all correspondence and details. Any correspondence you may have regarding the purchase should be forwarded to Purchasing.

Policy 1-00- 20.0 Commodities requiring Pre-approvals / Special Handling

Department must determine if the goods or services that they are requesting require pre-approvals or if special handling is required. Whenever possible pre-approvals should be completed prior to the entry of a Requisition into Spectrum. Special Handling requirements may require additional steps be and/or additional documentation be supplied by the Department.

Policy 1-00-20.10 - Requisitions for Classified Employment Advertisements

In order to insure compliance with regulations concerning affirmative action, equal employment opportunity. etc., all requisitions for Classified Employment Advertisements for staff or administrative positions must be approved by the Human Resources Department before they are forwarded to the Purchasing Department. Classified Employment advertisements for faculty positions must be approved by and a log number obtained from the office of the Vice President for Academic Affairs/provost before they are forwarded to the Purchasing Department.

Once the proper approvals have been obtained for an advertisement, and if the cost of the advertisement is less than $5000, the department may place the advertisement (as approved, with no changes) directly and pay the resulting invoice using an Express Voucher.

If the cost of the advertisement is $5000 or greater, the department must issue a requisition (with accompanying Sole Source justification) and the ad will be placed by Purchasing. Departments should provide sufficient lead-time for advertisements that will be placed by Purchasing, and avoid waiting until the day of publication deadline. It is recommended that the department have the requisition to the buyer at least two (2) working days before any publication deadlines.

Policy 1-00-20.11 Service Maintenance Agreements

Each department is responsible for requesting maintenance agreements for its equipment. Requisitions should be forwarded to the Purchasing Department at least sixty - (60) days prior to expiration of the current maintenance agreement. A reminder notice is issued university-wide. The Purchasing Department is responsible for processing equipment service agreements as requested.

Maintenance agreements at Georgia State University run for a one-year period. Maintenance agreements are not automatically renewable. Departments can start a maintenance agreement at anytime. Normally, the cost is prorated over the fiscal year and may require a pre-maintenance inspection if the equipment is not under warranty. The warranty may also be renewed at the beginning of the next fiscal year to avoid a lapse in service coverage through issuance of a purchase requisition.

It is advantageous to cover certain equipment under a service maintenance agreement. A maintenance agreement is a formal agreement with a company to provide repair service to covered equipment for a specified rate. Generally, maintenance agreements cover all labor charges and some charges for parts used in the repair of covered equipment.

An example may be useful to illustrate the advantage of having equipment covered by a maintenance agreement. A printer is a good example. While prices may vary from year to year, most printers can generally be covered by a maintenance agreement for less than $50 a year. If a printer breaks down and is not covered by a maintenance agreement, the repair company will assess a minimum charge of approximately $99.00. Therefore, if the printer needs repairing more than once during the year, the maintenance agreement is advantageous.

Procedure 1-00-20.11p Service Maintenance Agreements

Maintenance Requisitions must be filled out as follows:

Clearly Indicate the applicable fiscal year, e.g. "FY '04".

Specify in the description section:

Length of contract.
Georgia State University property number (orange decal or white bar code decal)
Manufacturer and name of equipment (e. g. Hewlett Packard/Printer)
Model Number
Serial Number
Location of equipment (building and room number)

Computer systems require special consideration. Please indicate accessories, such as printers and monitors, that will necessitate additional coverage 

List all typewriters on one requisition. (i.e. - Selectrics, Memory writers, Quietwriters, etc.)

List all copiers and accessories on one requisition.

PC's and peripherals should be listed on one requisition per manufacturer (i.e. do not list a Dell PC and a Compaq PC on the same requisition).

If your equipment is currently under contract, please reference the current contract number.

All of the requested information is necessary to ensure efficient and accurate handling of your maintenance needs. Omitted information may result in delay of maintenance coverage.

Policy 1-00- 20.12 - Insured Maintenance Program

The University also offers an insured maintenance program. Under this program departments are able to acquire maintenance contracts for all of their general office equipment with one vendor. The insured maintenance program is not mandatory. {see link}

Procedure 1-00- 20.12P - Insured Maintenance Program

The procedure is the same as issuing a purchase requisition for maintenance. The only difference is the name of the insured maintenance provider should be entered in the vendor section of the requisition.

Procedure 1-00-20.13P - Equipment Repair

Individual departments are responsible for making requests for equipment repair.

When calling a vendor for equipment repair, provide the following information:

• Georgia State University inventory number of the equipment to be repaired or the equipment ID number if the equipment is covered under the insured maintenance.
• A general description of the equipment (i.e. typewriter, correcting Selectric, IBM, etc.).
• Location of the equipment (department, building, and room number).
• A brief explanation of the problem.
• A departmental contact the service technician should ask for when they arrive.
• A telephone number at which the vendor can reach someone in the department for further information.

While most repairs can be accomplished on campus, some repair activities require shipping items to an off-campus repair facility. Items such as stopwatches, calculators, and small hand tools are usually shipped to the repair company for servicing. Contact the Purchasing Department for assistance with the pickup, shipping, repair, and return of such items. The cost of shipping as well as the repair will be charged to the requesting department's supply budget.

Procedure 1-00-20.14P Charges for the Repair of Equipment

All costs incurred from the repair of equipment are charged to the repairs and maintenance account (715102) of the requesting department. Repairs that will cost more than $5,000.00 require a purchase requisition. Most repairs of scientific and laboratory equipment will require a sole source justification be submitted to the Purchasing Department before repairs can begin. If the equipment that requires repair is general office equipment or refrigeration equipment, a competitive bid may be necessary to ensure that a reasonable price is obtained.

Policy 1-00- 20.15 - Vehicle Purchases

University vehicles must be purchased from State Contracts and require pre-approval by the Board of Regents Contact the buyer for details on the most current contracts and regulations.

Policy 1-00- 20.16 - Vehicle Rental

Rental of vehicles requires advance approvals. Contact the buyer before renting a vehicle.

Policy 1-00- 20.17 - Furniture Purchase

Departments should utilize existing State contracts for the purchase of furniture. Contracts can be accessed here ( http://www.procurement.state.ga.us/uploads/SW_P/S-000534Wed_Feb_04_09-53-31_EST_2004.pdf ) and here ( http://www.procurement.state.ga.us/uploads/SW_P/S-020728Fri_Feb_06_15-40-34_EST_2004.pdf )

Departments who need additional assistance in purchasing furniture should contact the appropriate buyer in the Purchasing Department.

NOTE: Filing cabinets can only be purchased from a State mandated source, Georgia Correctional Industries (www.gci-ga.com). A list of available items can viewed here (.pdf).

NOTE: The policy on furniture purchase applies to all methods of purchase, including PCard and Express Voucher purchase.

NOTE: Many furniture purchases will include installation and/or direct delivery to departments. Departments a re responsible for notifying the buyer in a timely manner when this is the case so that the materials can be properly received and payment made within the Governor's 30 pay directive.

Policy 1-00- 20.18 - Office Supply Purchases

Office supplies and other regularly used items may be purchased from the "Just-in-Time" contract with Office Depot. These purchases may be made without going through the Purchasing Department up to $4,999.00

Policy 1-00- 20.19 - Photocopy Lease or Purchase

All photocopiers acquired by purchase or lease using University funds, must be purchased using the Georgia Technology Authority's (GTA) Digital Copier Contract. {see link} This contract is mandatory for all State of Georgia agencies. Requests for equipment that does not appear on the GTA contract must be competitively bid by the Purchasing Department.

Procedures 1-00- 20.19P - Photocopy Lease or Purchase

To purchase or lease a photocopier, a purchase requisition must be submitted via the Spectrum system.

The purchase requisition for the purchase of a copier must include:

• Category - 84331, 74311 or 74320 (depending on the price of the equipment.
• A description of the copier including make, model and accessories.
• The number of copiers requested.
• Price of the copier.

The purchase requisition for the lease of a copier must include:

• Category - 71912 (this category is subject to change)
• The length of the lease agreement (i.e. - 24 months, 36 months, etc.)
• A description of the copier including make, model and accessories.
• The number of months in the fiscal year the copier will be leased (i.e. - if the requisition is issued in February, then the lease will be set up for March through June, 4 months).
• Monthly lease price of the copier.

Policy 1-00- 20.20 - Business Cards

University funds may be used for the purchase of business cards for administrative employees who, in their contact with the public, represent Georgia State University. The appropriate department head must approve such representation and use of business cards.

Procedure 1-00- 20.20P - Business Cards

To purchase Business Cards, Departments must:

• Have artwork completed by the Department of University Relations and Creative Services.
• Deliver artwork to on campus print shop located in the basement level of Urban Life.
• Departmental green charge card or speed type may be used at both the above locations .

Policy 1-00- 20.21 - Printing Services

Printing services that are $5,000.00 or greater are subject to competitive bidding. Printing services less than $5,000.00 may be purchased from the University print shop or from an outside vendor. All print jobs must have artwork that is ready for presentation to a vendor on disk. Artwork may be obtained, for a charge, from University Relations or an outside design firm. Print vendors may not design a print job and then provide the printing. Both services must be kept separate.

Procedure 1-00- 20.21P - Purchase of Printing Services 

The University printing and copy services are available for printing jobs under $5,000.00. Departmental credit cards may be used to purchase these services from the University printing and copy services vendor. Requests for other printing, if $5,000.00 or greater, must be submitted on a purchase requisition and should be submitted at least 30 days in advance of required completion dates since bidding may be required and average printing time is ten working days. In addition, the requisition should contain complete and detailed specifications of the printing required.

Petty Cash may be used for printing jobs of $250.00 or less and the Express Voucher form for jobs less than $5,000.00.

Policy 1-00- 20.22 - Electrical Equipment

The prior approval of Facilities must be obtained before the purchase of Electrical Equipment . See Facilities Policy #

Policy 1-00- 20.23 - Film / Video Rental

Film and Video Rental may be handled by the Department if $4,999.99 or less. If the rental involves the signature of a rental or lease agreement, Legal Affairs must review the agreement in advance.

Policy 1-00- 20.24 - Nuclear Materials

The purchase of Nuclear Materials must have the pre-approval of Safety and Risk Management. Consult Safety and Risk Management Policy # for details on handling the purchase of Nuclear Materials

Policy 1-00- 20.25 - Purchase of A/V Equipment that require Installation

The installation of A/V Equipment that requires installation, i.e. attachment to GSU infrastructure and/or the piercing of infrastructure for cable runs, etc. will be handled as an FMR.

Departments, once they have their requirements in hand, should contact Design and Construction Services for details on the FMR process.

Once an FMR and Project Number have been assigned, DCS will coordinate the purchase and contact Purchasing as needed.

Policy 1-00- 20.26 - Construction, Additions, Renovations

Construction, Additions and Renovations should be handled through Design and Construction Services using an FMR.

Policy 1-00- 20.27 - Carpeting Purchase and Installation

The purchase of carpeting and its installation should be handled through Design and Construction using an FMR

Policy 1-00- 20.28 - Building Maintenance Service

Building maintenance services are handled by Facilities. Any purchase of these services should be routed through them.

Policy 1-00- 20.29 - Disposal of Hazardous Materials

The Disposal of Hazardous Materials is handled by Safety and Risk Management. Contact them for details. Once they have assessed the requirements, they will contact Purchasing is necessary.

Policy 1-00- 20.30 - Signature Requirements

All documents that require signature must be reviewed in advance of being signed. Only authorized signatories may sign. The signing of un-reviewed documents, or the signing of any documents by an unauthorized person could make that individual personally liable for the obligations created.

Policy 1-00- 20.31 - Insurance Requirements

Installation, Delivery of Equipment and other situations where vendors or vendor representative must come on the University Campus may require that the vendor provide an Insurance Certificate in advance.

Departments should contact Risk Management for details.

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