UMW Policies and Procedures

It is the design and purpose of the University of Mary Washington Department of Purchasing to assist the college community in the procurement of all goods and services. Procurement shall be carried out in an effective, economical, fair and impartial manner. All procurement, regardless of fund sources, shall be subject to the laws and regulation of the Virginia Public Procurement Act, the Agency Procurement and Surplus Property Manual,and University policies and procedures.

No employee shall contractually commit the University without receiving prior authorization.

PURCHASE OF GOODS & PRINTING AND PURCHASE OF SERVICES
**See procedure below for Technology (I.T.) and related purchases

Estimated Cost	Procedures
Up to $5,000	Campus buyers must obtain one documented quote from a DMBE-certified SWAM vendor. Use of the Small Purchase Credit Card is encouraged up to $5,000.
Over $5,000	Contact Purchasing for any purchase estimated to be over $5,000.00. Splitting orders of like items to circumvent the dollar limitation provided above is strictly prohibited.

*Lead times may vary depending on the complexity of the order. orders over $50,000.00 may take 90 Days or More..

Exceptions	Procedures
Emergency	ALL emergency purchases require written designation signed by the agency head or designee. Immediate action may be taken to protect personal safety or property. Other emergencies, seek competition to the extent possible.
Sole Source (Unlimited dollar amounts)	Requires written justification approved in advance by the Director of Purchasing. Orders over $50,000 require approval from DGS/DPS. Click HERE for the Sole Source Justification Form.
Used Equipment up to $50,000	Competition is not required.

INFORMATION TECHNOLOGY AND RELATED ITEMS

Exceptions

Procedure

Consumables such as blank DVDs, CDs, printer paper, printer cartridges, etc.

All Information Technology (I.T.) and related purchases must be procured through DO IT. If you are unsure as to whether your needed good or service is I.T. related, please contact Pam Lowery for advice and assistance with your purchase. In example, I.T. goods or services may include but are not limited to: technology hardware software peripherals such as printers or cables communication equipment including phones and faxes audio-visual equipment such as projectors technology hardware and software maintenance and support contracts I.T. goods or services purchases can be initiated using the following online form

Download the Purchasing Workflow for a step-by-step guide to making all of your purchases!