Procurement "How To" for Faculty and Staff

Procurement "How To" for Faculty and Staff

The Office of Procurement and Contract Services would like to welcome new faculty and staff to the University, and to give you a brief overview of the procurement and contracting process at Bloomsburg University. This document is intended to familiarize new faculty and staff with polices, procedures, rules and regulations that are required when purchasing goods and/or services regardless of price.

As a public entity and a member of the Pennsylvania State System of Higher Education (PASSHE) certain bidding requirements are either mandated or have been adopted by Bloomsburg University as good business practice. The Commonwealth of Pennsylvania Procurement Code known as Act 57 requires that bids be solicited for all purchases exceeding $19,700 with a few specific exceptions. Any exception to the competitive bidding requirement must be approved in advance by Purchasing and Contract Services.

All procurements must be authorized in advance by Procurement and Contract Services.

Procurements in amounts of $1000 or less generally are handled by the University’s Procurement Card whenever possible and appropriate. More information about the University’s Procurement Card (P-Card) is available here.

Any tangible object is considered to be a commodity/good and procured through a Purchase Order (PO). Services are considered to be an intangible product and are procured through a Service Purchase Contract (SPC). Services include but are not limited to services provided by speakers, conference/workshop site providers, repairs to equipment, etc.

Once the need for commodity/good or service is known, a requisition must be entered into the SAP financial system. More information about SAP/E-Requisition and training opportunities is available here.

A Purchase Order, Service Purchase Contract and/or any other contract must be fully executed before the good is received or a service commences. Signature requirements also known as Contracting Authority for a Purchase Order, Service Purchase Contract and/or any other contract are dictated by University policy. The primary person delegated with the authority to enter into contracts on behalf of the University is The Vice President for Administration and Finance. In the event of his absence, that responsibility shall fall to The Assistant Vice President for Finance, Budget and Business Services. No other individual has contracting signatory authority on behalf of the University unless delegated in advance and in writing by The President.  

Generally Purchase Orders will be processed within 5 -7 business days of receipt of the requisition by Procurement. If the item requested needs to be bid please allow 2 – 3 weeks to process the Purchase Order. Generally Service Purchase Contract requires a minimum of 3 - 4 weeks to be completed by Procurement.

Training opportunities are available for the campus community on a variety of topics including procurement rules and regulations, how BU purchases goods and services, construction procurement and e-requisitioning. More information is available here.

The established best practices work to ensure a smooth procurement function at Bloomsburg University. The staff in the Procurement and Contract Services are procurement professionals with many years of experience. The campus community does not have to remember all the rules and regulations; that is our job!

For more information please call Jeff Mandel, Director of Procurement and Contract Services at 570-389-4311 or visit the Procurement and Contract Services website.