PURCHASING

	Central Receiving
	Convenience Copy Center
	Equipment Purchases and Sales
	P-Card Policies and Procedures
	Purchasing Policy and Procedures
	University Surplus Property

Equipment Purchases and Sales

Contents of this page:

1.  Annual Capital Equipment Process (Policy, Procedures, Calendar) 
2.  Procedures for Expanding Start-up Funds

• Requests for all capital equipment purchases with a cost of $500 or more must be submitted for approval to  the director or appropriate vice president with final approval given by the President. These requests are to be submitted in priority order, and must include a justification of need, equipment specifications and item cost.
  
  

• Once approved by the President, the Office of Fiscal Affairs will send the approved equipment list to each respective Vice President.  Once notified, departments will issue a DEPARTMENT PURCHASE ORDER (DPO)  for their equipment purchase and forward it to the Business Office/Accounts Payable.  The Business Office will route these DPO's to the Purchasing Office who will place the orders and ensure that the items are approved, the best price is obtained, and are charged to the appropriate account number.  (Individual departments are not to make these purchases.  They may recommend a vendor to the Purchasing Office.) Any costs above the approved item amount are charged to the appropriate department account. The Purchasing Office will inform the Inventory Coordinator of all equipment purchases.                                          
   
                                                                                                                                                                                 

• Departments are not allowed to make substitutions to the equipment items approved.  If departments wish to purchase something other than what has been approved, they will need to make a case for such change to the appropriate vice president who will seek approval from the President's Office.
  
    

• Capital equipment savings under $1,000 can be allocated toward additional capital equipment purchases for that department or program upon approval of the appropriate vice president.  Savings exceeding $1,000 must have the approval of the President.
  
  

• Departments should initiate their equipment purchase orders with sufficient time to ensure that equipment is received before the end of the fiscal year (May 31).
  
  

• All requests for replacement of office computers or related equipment (such as printers, monitors, etc.) from all divisions of the University will be processed through the Office of the Vice President of Information Resources and Administrative Affairs and, if approved, will be funded from a central computer replacement account.
  
  Send these requests through the requesting office's vice president directly to the Director of Information Technology Services.  Upon approval of the Vice President for Information Resources and Administrative Affairs, Information Technology Services will place the order. 

Procedures for Expending Start-up Funds

Before spending start-up funds, an itemized and complete list of start-up fund equipment must be sent to the Office of Academic Affairs. After this list is approved, allocated funds may be spent by sending appropriate DPO's to the Office of Academic Affairs. These DPO's should use the following account number:  10-1300048. The Office of Academic affairs will check each order against the start-up funds list and then send the DPO to the Business Office-Accounts Payable.

In the case of purchases of computers or computer-related equipment, prices should be checked with Richard Gres in Information Technology Services before completing the DPO. After the Office of Academic Affairs has approved the order, the DPO will be sent to Information Technology Services for approval.

If you wish to change your itemized list of start-up fund equipment in any significant way, you must send a revised complete list to the Office of Academic Affairs for approval.

	GENERAL INFORMATION
	BUSINESS OFFICE:
	ACCOUNTING AND REPORTING
	ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT
	CASHIER'S OPERATIONS
	PAYROLL
	SPONSORED PROJECTS (GRANTS)
	STUDENT ACCOUNTS AND STUDENT LOANS
	CAMPUS SECURITY
	FACILITIES MAINTENANCE
	HUMAN RESOURCES
	PURCHASING
	RISK MANAGEMENT

For further information, please call (210) 999-7306, or write to:

Trinity University
Office of Fiscal Affairs
One Trinity Place
San Antonio, TX   78212-7200

This page is provided to you for informational purposes.   Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.

This page was last modified on January 05, 2007.