If Using Sponsored Funds (e.g., Program Code 1200 or Index starting with a 4)
Proposed Procurement Rule Changes Summary
Effective 10/1/16
Rule
New
Prior
Impact
Purchases < $5,000
Use a direct pay process via a voucher request
Create an encumbrance via a purchase order (or
Eliminate the creation of a purchase requisition and the
(includes FPO’s)
and process directly through Accounts Payable
FPO) process and then pay the invoice in
purchase order process for approximately 1,000 +
Accounts Payable
procurements (aligns with procurement card approval policy).
Public bid threshold
Require a public bid process for goods and
Required a public bid process for goods
Reduce the number of public bids from an estimated 160 to
services > $50,000
>$10,000 and services > $25,000
54. This process requires a 3 day posting period as well the
completion of the specification document.
Quotes
Require at least 3 quotes for procurements
Quotes have not been required; this replaces
Provides compliance with federal regulations for all purchases
>$3,500 (Requirement of Uniform Guidance).
the public bid process
>$3,500 and competitive pricing. (Estimated savings of

$177,000 when 3 quotes are provided for procurements
<$50,000)
Change Orders
Require the same approval as the original PO
No formal approval process was documented
Compliance with internal controls




If Using Any Funds Other Than Sponsored Funds
Proposed Procurement Rule Changes Summary
Effective 10/1/16
Rule
New
Prior
Impact
Purchases < $5,000
Use a direct pay process via a voucher request
Create an encumbrance via a purchase order (or
Eliminate the creation of a purchase requisition and the
(includes FPO’s)
and process directly through Accounts Payable
FPO) process and then pay the invoice in
purchase order process for approximately 1,000 +
Accounts Payable
procurements (aligns with procurement card approval policy).
Public bid threshold
Require a public bid process for goods and
Required a public bid process for goods
Reduce the number of public bids from an estimated 160 to
services > $50,000
>$10,000 and services > $25,000
54. This process requires a 3 day posting period as well the
completion of the specification document.
Quotes
Require at least 3 quotes for procurements
Quotes have not been required; this replaces
Provides competitive pricing for procurements greater than
>$10,000.
the public bid process
$10,000. (Estimated savings of $177,000 when 3 quotes are

provided for procurements <$50,000)
Exemptions
Expand the number of exemptions from the
Nine procurements were exempted from the
Eliminate approximately 25 sole source requests per year
competitive process by 13. These exemptions
competitive process
and/or non-value added public bids for:
do not apply to procurements using sponsored
 Library collections/subscriptions
funds.
 Pre-owned equipment or vehicles
 Component parts, software and maintenance for
existing equipment
 Software license renewal, maintenance and
upgrades
 Public utilities
 Works of art, entertainments, literary works, music,
film, etc.
 Advertising
 Dues and memberships
 Tuition, registration or fees for training, classes,
conferences and seminars
 Travel related expenses
 Specialized professional services for speaking
engagements, teaching or research services
 Legal or litigation services
 Defined contribution plan administrator/record
keeper
Please see the Procurement Rules for additional information
and requirements related to the above exemptions.
Change Orders
Require the same approval as the original PO
No formal approval process was documented
Compliance with internal controls