Procurement Guidelines

Purchases not exceeding $10,000 per single transaction

These purchases are exempt from competition and will be assigned a Purchase Order. Submit a requisition and quote from the supplier in Workday. The Procurement Department will place the order with the supplier for you. If you are going to the Supplier’s website to make a cart, you can place your order with the Supplier (please indicate “Verbal Order” on the requisition internal memo field, and the Procurement Department will not send the Purchase Order to the Supplier).

A list of certified small entrepreneurships or certified veteran-owned small entrepreneurships published by the Louisiana Department of Economic Development is provided on the state purchasing website (Search Certified Businesses - LOUISIANA SMALLBIZ SYSTEM (louisianaeconomicdevelopment.com).

Purchases exceeding $10,000 but not exceeding $20,000

Purchases require competitive quotes by telephone, facsimile, written, or other means, with a few exceptions as noted under the “Exceptions to the need for Competitive Bidding” section. If your quotes are by telephone, the telephone quotation sheet should be completed with a verbal quote from at least three suppliers. Whenever possible, at least one of the suppliers must be a certified small entrepreneurship or certified veteran-owned small entrepreneurship from the list published by the Louisiana Department of Economic Development. The list of suppliers is provided on the state purchasing website (Search Certified Businesses - LOUISIANA SMALLBIZ SYSTEM (louisianaeconomicdevelopment.com). Submit the requisition and quotes from the suppliers in Workday.

When the price is determined to be reasonable, the requirement to solicit three (3) quotations may be waived when purchasing from a certified small entrepreneurship or a certified veteran-owned small entrepreneurship. Reasonable is a best-value determination based on price, delivery, service, and/or any other related factors. This determination should be submitted with the requisition.

Purchases exceeding $20,000

The purchase requisition submitted through Workday should list specifications for the goods or services requested in the internal memo field (a copy of the specifications may be attached). The Procurement Department will issue an Invitation to Bid for these purchases to at least five potential suppliers. The length of time required for the bid process will be influenced by the Procurement Department. Whenever possible, two of the suppliers must be a certified small entrepreneurship or certified veteran-owned small entrepreneurship from the list published by the Louisiana Department of Economic Development. The list of suppliers is provided on the state purchasing website (Search Certified Businesses - LOUISIANA SMALLBIZ SYSTEM (louisianaeconomicdevelopment.com).

For purchases of goods or services exceeding $20,000 but not exceeding $30,000, when the price is determined to be reasonable, the requirement to solicit five (5) quotations may be waived when purchasing from a certified small entrepreneurship. Reasonable is a best-value determination based on price, delivery, service, and/or any other related factors. This determination should be submitted with the requisition.

Note: For assistance with certified small entrepreneurship or certified veteran- owned small entrepreneurship suppliers, contact Troy Bacino, Assistant Director, at Phone: 504 280-6172 or Email: [email protected]

Employee Personal Reimbursement Administrative Procedures

Employee Personal Reimbursement

Employee personal reimbursement should be used ONLY for unavoidable or emergency situations and should not be used as an alternative to the purchase requisition/purchase order process or P-card program. The purchase requisition/purchase order process and p-card program allow the University to set forth credit terms and allows a sales tax exemption.

In order for an individual to be reimbursed, PRIOR approval must be obtained by the person responsible for the department’s budget, the supervisor of the person receiving the reimbursement, and the Procurement Department. For unavoidable or emergency situations for amounts that are less than $1,000, which includes shipping and handling charges and excludes computers, an Expense Report requesting reimbursement should be submitted to the Account Payable Department with the original receipt attached, and the proper approvals as stated above.

Conference Registration Fees

For conference registration fees, the state travel card or CBA must be used as the form of payment and will not be reimbursed to an employee as an out-of-pocket expense. The conference registration fee, along with courses and workshops associated with the conferences are allowed. Additional activities such as tours and entertainment are not permitted. Individual memberships must be pre-approved by the President’s Office, even when combined with a conference registration fee.

UNAUTHORIZED PURCHASES

Purchases made without approval from the Procurement Department are, in general, unauthorized purchases. These purchases are illegal and payment is the responsibility of the purchaser. In some cases, the University will pay for the unauthorized purchase if the purchase is made in the name of LSU New Orleans. In such cases, a letter of explanation describing why proper procedure was not followed must be submitted to the Procurement Department. If the explanation is valid, the purchase will be paid. If not, the payment is the purchaser’s responsibility. A file of all unauthorized purchases will be maintained and forwarded to the Vice-President of Finance and Administration for further corrective actions.