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Clarify Purchasing Procedures

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FYI --

Please see the attached correspondence to clarify that quotations or bids are NOT required for purchases under $5,000 whether it is processed on a p/card or a requisition.  Of course, you may still choose to obtain multiple quotes for your own purposes of getting the best price, but it is not required under OSU purchasing policies.  Please distribute this information to other faculty and staff in your department who are involved in processing purchases.

Jan

Jan Madole, Assistant Director
OSU Agriculture Sponsored Programs
241 Agriculture Hall
Oklahoma State University
Stillwater, OK  74078
Ph.     405-744-7196
Fx.     405-744-8863
Email     jan.madole@okstate.edu 

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Florian and Sharon,

I want to thank both of you for taking time to answer my strange questions this afternoon.

Also, I wanted to clarify the purchasing procedures for items of $5,000 or less.  Kathy Elliott’s 12/15/06 memo states:  “All qualified purchases of $5000 or less may be processed on the p/card.  This includes sole source purchases, purchases requiring quotes and contract purchases.”    Also, this was announced in the Fiscally Fit Newsletter Billie sent out on 1/18/07. 

I understand that there are certain items that cannot be purchased on a p/card and must be processed on a requisition, and I would assume that is what qualified purchases refers to.  What I am not clear on is the reference to purchases requiring quotes.  Do any purchases under $5,000 still require a quote of any kind whether they are processed on a p/card or a requisition?

I’ve discussed this with our Division’s Fiscal Affairs Office, and it seems that they’ve heard conflicting information on this as well.  Also the Purchasing Procedures Summary on your website still indicates that quotations are usually required for purchases $2500-$5000.  We would really appreciate it if you could respond to make sure we’ve got it straight before distributing this information further. 

Thank you very much,

Jan

Jan Madole, Assistant Director

Agriculture Sponsored Programs

241 Ag Hall

Stillwater, OK  74078

Ph    405-744-7196

Fax   405-744-8863

E-Mail:   jan.madole@okstate.edu

Agriculture Sponsored Programs Administration
Oklahoma State University
241 Agriculture Hall
Stillwater, OK  74078
Tel:   (405)744-7195
Fax:   (405)744-8863
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