Purchasing | Procurement Services
Rules and Regulations
Texas A&M University-Victoria departments have delegated authority to make purchases of equipment, supplies, and services within specified dollar limits (including freight and/or postage), regardless of the funding source. This limited authority is delegated to allow departments to expedite the purchase of items needed immediately without having to prepare a purchase requisition. The dollar limit is currently restricted to not exceed $25,000.00. Purchases may not be separated in order to remain within the delegated dollar limit.
Departments are encouraged to purchase equipment supplies and services from Veteran Heroes United in Business (VetHUBs). An online Directory is available to assist you in identifying VetHUBs.
For purchases exceeding the delegated departmental spending limits, requisitions, bids and purchase orders processed through the Department of Procurement Services are usually required. The following guidelines apply:
| Type of Order | Type of Funds | Requisitioning Procedures |
|---|---|---|
| Non-Emergency Purchases, Goods and Services | All Funds ($25,000.01 or more) | Create a requisition in AggieBuy and attach specifications. AggieBuy will automatically route the requisition to Procurement Services. |
| Emergency Purchases, Goods and Services | All Funds ($25,000.01 or more) | When possible, contact Procurement Services for prior approval. Enter an AggieBuy Purchase Requisition and include a completed Justification of Emergency Purchases form. See additional information below. |
Notes:
- Freight costs must be included in all dollar limits listed above.
- Large purchases may not be divided into small lot purchases to meet the specified dollar limits.
Departments are advised to carefully evaluate and plan their goods and services requirements on a monthly/yearly basis whenever possible.
Sole Source and/or Proprietary Purchases
If the specifications restrict the purchase of goods or services to only one product or manufacturer, enter a Purchase Requisition and include a completed Sole Source/Proprietary Justification form.
This questionnaire should be completed and signed by the end user or other subject matter expert familiar with the technical requirements of purchase. After completion, please forward to Procurement Services. If more space is required, feel free to attach additional pages. Note: The price of the product or service is not a consideration for sole source, as pricing can be determined only by competitive solicitation.
Emergency Purchases
An emergency purchase is defined as a purchase of goods or services that if not secured immediately, the university will suffer financial or operational damage.
When possible, contact Procurement Services prior to acquiring the goods or services. If the situation allows, informal bids will be taken. Department should place the order, then enter an AggieBuy Purchase Requisition and include a completed Justification of Emergency Purchases form.
The form must completely describe:
- The reason for the emergency purchase by explaining what the emergency is and/or what caused the emergency situation;
- The financial and/or operational damage that will occur if needs are not satisfied immediately; and
- Why the needs were not or could not be anticipated, so that the items could have been purchased through regular procurement procedures.”
Non-complying Purchase Requisitions
Departments do not have the authority to make purchases in excess of $25,000 that have not been approved prior to the goods being delivered or services being rendered. Non-complying purchase requisitions include, but not limited to, confirming requisitions and requisitions that split large purchases into smaller purchases in order to circumvent purchasing procedures. Procurement Services encourages questions and will assist requisitioners in determining the best method available in acquiring goods and services.
Requisition or Contract Request Process description
- Requisition or Contract Request
- If Document Received from Vendor*, proceed to process step 2.
- If Initiate an A&M Document, proceed to process step 2.
- Expense or Revenue
- If Expense, proceed to process step 3.
- If Revenue or Non-Monetary, proceed to process step 4.
- Will OneCard be used?
- If Yes, proceed to process step 4.
- If No, proceed to process step 5.
- Enter a Contract Request
- Proceed process step 6.
- Enter a Requisition
- Proceed process step 6.
- Document Routes for Approval/Processing
- Upon completion of process step 6, stop.
*If the vendor sends a document to sign that is related to a purchase order that was already issued, forward that information to the buyer on the purchase order.
Disclaimer:
A&M–Victoria is currently in the process of updating its Purchasing Procedures. Until the revised procedures are finalized and published, all purchasing activities will continue to follow the guidelines and requirements established by The Texas A&M University System