Policies

Commodity and Services Procurement Chart

The following chart has been developed to assist departmental end-users in identifying the proper order procedure for goods and services:

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Purchases of Goods and Service for Private Use

  • University Purchasing does not assist or become involved in any transactions for purchases of a personal nature. University Purchasing may also question transactions that seem to be of a personal nature or of an inappropriate expenditure of university funds.

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Unauthorized Purchases

  • Purchases not made for the express purpose of university business are contrary to University Policy. Purchases contrary to this policy may result in the university considering the purchase void. In such a case the university may decline to pay the invoice and will advise the supplier to look for payment from the individual who initiated the order.

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Conflict of Interest & Gratuities

  • Nova Southeastern University does not purchase goods and services from companies or individuals where there is a recognized potential for conflict of interest.
  • Faculty or staff members who would benefit financially from a given potential supplier selling goods and services to the university may not participate in the supplier selection process.
  • It is contrary to University Policy for any university employee to personally solicit, demand or receive any gratuity of any kind from a firm or individual in connection with any decision affecting a university purchase.

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Receipts of Goods and Forwarding of Invoice

  • It is the responsibility of departmental end-users to immediately inspect all incoming shipments for shortage and defects. The responsible vendor should be alerted of any problems or discrepancies. Persisting or unresolved situations should be brought to the attention of University Purchasing
  • It is the responsibility of individual departments not using Ariba for ordering and receiving to ensure that packing slips, invoices and freight bills are checked for accuracy and then forwarded to University Accounts Payable stamped with the appropriate receiving information as required by Accounts Payable policies and procedures.
  • It is the responsibility of individual departments using Ariba to complete the online Ariba Receipt by accepting or rejecting items as appropriate. All invoices against Ariba Direct Orders will go directly to Accounts Payable. Payment for invoices against Ariba Direct Orders are based on the Ariba Receipt (RC) for that order.

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Equipment on Loan From Vendors

  • Departments requesting equipment from outside vendors on loan or temporary trial must coordinate their activities with University Purchasing.

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