Southern Oregon University employees are expected to hold themselves to ethical values and principles which protect the public trust, avoiding acts which place personal interests above public interest. Selection of vendors should be an impartial and objective process. Gifts from vendors should not be accepted.
Authorized personnel are responsible for ensuring that proper procedures are followed for all purchasing activity and that accounts payable are documented, communicated, clearly understood, and consistently applied. Southern Oregon University may take appropriate action in response to unauthorized expenditures. Such actions include, but are not limited to, providing additional guidance, imposing disciplinary measures, and holding individuals personally liable.
Overview
Please find below, Guidelines, Forms, Policies, Procedures, and Resources pertaining to procurement and contracting:
Guidelines for Purchasing
- Purchasing Goods and Services
- Sustainability and Equity in Purchasing Policy
- Personal Reimbursement
- Departmental Purchasing Card (P-Card Guidelines)
- Personal/Professional Services Contract (PSC)
Forms
- Department Purchasing Card - Application & Agreement (Instructions on page 2)
- Request for Increase to Purchasing Card Limits - Form for temporary increase to P-Card limits
- Request to Use Off-Campus Food Form (to Aladdin for approval)
- Substitute W-9/Direct Deposit Form - Form for paying Vendor or Contractor (Accounts Payable)
- Federal W-9 SOU Taxpayer Identification Number - Form for paying SOU (Accounts Receivable)
- Purchase Order Form
- Purchase of Meal or Refreshment Form (formerly Hosting Form)
- Personal Reimbursement Request Form
- Moving Expense Reimbursement Request 2019 Form
- Direct Deposit Enrollment/Cancellation Form
- Sole Source Request Form -See Purchasing Agent in Service Center for rules
PSC Forms
- Personal/Professional Services: Short Form Contract -For services $25,000 or less (under revision 4/1/20)
- Personal/Professional Services: Long Form Contract - For services that exceed $25,000 (under revision 4/1/20)
- Substitute W-9/Direct Deposit Form -For paying Vendor or Contractor
- REQUEST A CONTRACT (Service Center Link)
- Request a Contract Form (google doc)
Purchasing Procedures and Resources
- Account Code Search in Banner
- Commonly Used Expenditure Account Code List
- Contracting
- Contracting for Personal/Professional Services
- Employee Recognition
- Equipment, Computers, and Office Supplies
- Reporting Financial Irregularities Procedure
- Financial Irregularities Policy
- Sustainability and Equity in Purchasing Procedure
- Paper Purchasing Procedure - Campus Paper Purchasing
- Non-Travel Business Meals, Refreshment & Hospitality Expense Procedures
- SOU Fiscal Procedure Manual
- Purchasing Limits _ US Purchasing/Contracting OAR's -(see division 61, 62, and 63)
- SOU Departmental Purchasing Card Usage Procedure
- SOU Department Procurement (Purchasing) Card
- Surplus Property Procedures
Please contact Service Center Purchasing Agent if you have questions, or Business Services if comments on Policy/Procedures.
