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Purchasing

Purchasing Services’ responsibility for Grayson College expenditures are governed by the Grayson College Procurement Rules. While each purchase is initiated by a requisition in the financial system, the course it follows will vary depending upon the anticipated cost, complexity, or legalities of the buy.

Early involvement of Purchasing is highly recommended to better guide you through the process.

Dollar Thresholds for Non-Grant Fund Expenditures

Description Dollar Thresholds Expectations
Purchase Order Up to $10,000
  • Can be issued if the price is reasonable
DIR and Interlocal Agreements (Cooperative Purchasing Resources) Any Amount
  • Compliant Interlocal Agreements
Purchase Orders outside of DIR and Interlocal Agreements $10,000 to $50,000
  • Reviewed for price reasonableness
  • An informal Quote Summary (up to three quotes) is required and must be attached to Purchase Requisition
Bid Process $50,000 and greater
  • Request for Qualifications (RFQ)
  • Request for Proposals (RFP)

The approver(s) of the PR will be asked to review the requisition for accuracy as well as review the attached quotes. If three quotes cannot be obtained, then documentation as to why three quotes were unattainable must be noted. Once the PR has routed through the approval process, the PR will become a PO.

Issuance of a Purchase Order or Contract

  1. Grayson College financial policy requires that an approved commitment document, either a purchase order or contract, be issued for all purchases of goods and services prior to committing College funds.
  2. If a competitive solicitation is required (see solicitation process above), the Purchasing Agent conducts the solicitation and, together with the ordering department, determines the basis for the award. Once an award is made, the Department issues the PO (or contract).
  3. Unauthorized purchase. An unauthorized purchase occurs when financial obligations are incurred on the College’s behalf without prior approval by use of an approved purchase order or contract. Failure to obtain an approved PO or contract, where one is required, may result in personal liability.
  4. If grant dollars are being used, please refer to the grant and/or grant administrator to ensure the correct dollar threshold and quotes are obtained.

Purchasing Forms