Purchasing Manual

Introduction to the Purchasing Function

About this Manual

This Manual identifies the procedures applicable to the purchase of goods and services at GovC. It was developed to promote the use of good business practices, to ensure that GovC meets appropriate government requirements, and to limit the organizations risk and liability exposure. It is important that all buyers and government funding recipients understand government rules and regulations pertaining to purchasing with government funds, as well as GovC's purchasing policies and procedures, and accounting policies and procedures.

Buyer compliance with the guidelines contained herein is imperative in providing a more efficient, effective and consistent purchasing process, achieving related GovC goals and determining responsibility and accountability.

CONTENTS: Following is a brief description of the information contained in the sections of this manual:

Section 1 - Introduction to the Purchasing Function has a brief overview of GovC purchasing, and includes definitions for terms used in the manual and contact information for the Purchasing Department.

Section 2 - General Policies on Ethics, Conflict of Interest and Gifts contains those GovC policies and guidelines regarding ethical practices buyers and users of Purchasing services are responsible to follow when making a purchase. It includes the Buyers' Code of Ethics, gift guidelines for employees, the anti-kickback clause, and the GovC's policy regarding conflict of interest.

Section 3 - GovC and Purchasing Policies and Guidelines contains Loyola GovC policies/ procedures and federal requirements related to the purchasing function, including policies on the GovC’s credit card, GovC Environmental Sustainability initiatives, and small, disadvantaged, woman-owned, veteran-owned, service disabled veteran-owned and HUBZone businesses programs.

Section 4 - Supplier Selection contains an explanation of the Pre-Qualified Supplier Program, and the process for determining and contracting with a Pre-Qualified Supplier; sole and single sourcing, bid solicitations; and supplier qualifications and suspension criteria.

Section 5 - Purchasing Options and Services, details procedures for making purchases with other vehicles besides the Procurement Card (i.e., purchase orders, blanket purchase orders, prepayments, etc.), and other GovC services related to the purchasing function.

Section 6 - Restricted Purchases deals with such things as buying carpeting and furniture, using sponsored research funds, leasing equipment, acquiring services, and several other restricted purchasing activities that require involvement of other organizations and special procedures.

Section 7 - Forms/ Tools lists standardized documents, forms and supplementary material which can be found on the Purchasing website.

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1.2 Who Should Read This Manual

GovC purchasing policies and procedures apply to all employees who plan or make acquisitions of products, equipment, supplies and/or services with funds held in the custody of GovC. This includes purchases made with a GovC Procurement Card, purchase orders, check requisition, or electronic commerce.

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1.3 Overview of Purchasing at GovC

All Procurement functions of the GovC are established to support GovC as a Jesuit, Catholic institution, helping further promote Loyola’s mission and current strategic plan https://luc.edu/strategicplanning/plan2020/) that requires the campus community to seek actionable ways to live out the call to build a more just, humane, and sustainable world. Loyola maintains a deep commitment to human dignity in the workplace with a mission that creates the cornerstone of our institutional identity and community. As a result, Purchasing looks to engage with partners that embody these strategic elements and traditions in maintaining a commitment to social justice and the common good. Because of the widely varied nature of the University’s activities, all of the commitment activity cannot be performed efficiently by either a completely centralized procurement office or by a completely decentralized operation.