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Purchasing
Purchasing
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For the purchase of equipment, commodities, and general services (excluding Professional and Artistic Services and Construction) over $500,000.

Please review Categories list for specific notes and information that apply to various purchases.

PURCHASE REQUESTS OVER $500,000 REQUIRES APPROVAL OF THE BOARD OF TRUSTEES, UNLESS THEY ARE LISTED ON THE POLICIES OF THE BOARD OF TRUSTEES 5C-3(c)(2).

NOTE: Purchase Requisitions $500,000 or over can take over six weeks since the Purchase Requisition is approved at the Board of Trustees meeting. Department should allow sufficient time for this process.

Responsible Party

Action

Department

Prepares and submits Purchase Requisition and letter of justification. If sole source justification is requested, submits Sole Source Justification form also.

For additional help, see Board Letter Requirements.

Purchasing

Receives Purchase Requisition and letter of justification.

Purchasing

Verifies approval and forwards to the VCA Office.

SIU President's Office

Put on agenda for Board of Trustees meeting.

SIU Board of Trustees

Reviews project and awards.

Buyer

Converts Purchase Requisition and specifications into a Request for Quotation and advertises on the Illinois Higher Education Procurement Bulletin.

Solicits bids from various Suppliers to be opened on a determined bid date.

Opens bids and makes award recommendation to end-user. Department must provide sufficient back-up justification and documentation when the lowest bidder by price is not being selected, since this award information and justification must be advertised on the Illinois Higher Education Procurement Bulletin.

or

Buyer will confer with Director on sole source justification. If Director approves this source selection, Buyer will post on Illinois Higher Education Procurement Bulletin and verify pricing via email, fax, phone or mail and secures any required paperwork, such as Financial Disclosure, Certificate of Insurance, etc.

Sends email notification or scanned copy of Purchase Order to Department Requestor.

*Central Receiving

Receives and delivers tangible items to appropriate Department. Enters Receipt into AIS system.

*Applies to orders shipped to Central Receiving.

Department

If order is a pick-up or delivered directly to the Department, Requestor must enter a Departmental Receipt in the AIS system.

Accounts Payable

Upon receipt of an Invoice and Departmental Receipt, will issue payment to Supplier on Standard Orders.

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