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 UHV Purchasing

Delegated Departmental Purchases

With prior approval, departments are delegated authority for the purchase of most goods and services up to $3,000. There are limited exceptions, which are described below. Intentionally splitting large orders to circumvent University delegated limits is prohibited. Always contact the Purchasing Department if you are uncertain whether a particular purchase is delegated or not or if there are other restrictions attached to that purchase.

Purchasing Assignment Authorization

The department must have on file with the Purchasing Department a delegated departmental purchaser authorization for each employee who will be making purchases for the department. Authorizations must be renewed annually. Each department purchaser is required to attend in-house training sessions annually on various purchasing topics such as Purchasing Ethics, how to purchase from Historically Underutilized Businesses, purchasing recycled items and similar topics.

Departmental Purchase Order Form

A delegated departmental purchase order form is required for all purchases up to $3,000 when using State funds. This form is the equivalent of a Purchasing Department PO, except that is has been tailored for departmental use. To comply with requirements of the State Comptroller's Office, all purchase vouchers must include supporting documentation. The delegated departmental purchase order must match the invoice and both of those must agree with the payment voucher. Prior to authorizing payment, Accounts Payable will verify that the supporting documentation is in agreement.

Departmental purchase order numbers should be assigned and tracked by each department as follows:

EXAMPLE: BUS-8-1

Departments are required to keep records of delegated purchases for three years from the close of the current fiscal year to comply with State records retention requirements.

Exceptions

1. Please refer to the IT Commodity Purchasing Program for guidelines and exceptions for the purchase of IT products. Click here for link.
    
2. All printing purchased with state appropriated funds, regardless of the dollar amount of the order, must be competitively bid through Purchasing. This is in accordance with Article 16, Section 21 of the Texas Constitution.
    
3. Advance payments are prohibited unless specifically allowed under State Comptroller rules. Refer to the State Comptroller Web Site to determine eligibility http://www.window.state.tx.us/procurement/pub/manual/2-52.pdf 
    
4. Purchases from the Texas Industries for the Blind and Handicapped (TIBH) for products that they carry. See the TIBH website http://www.purchaseplus.com/ 
    
5. The UHV/VC Library has been delegated the authority for the purchase of resource materials that are a part of the library collection. This includes purchases of books, serials, journals, subscriptions, microfiche, films, and similar resource materials. However, non- delegated purchases must still be requisitioned through Purchasing either at UHV or VC. The Library must document delegated purchases through a Library purchase order, a Departmental Purchase Order or contract agreement.

 
6. Purchases of any type of insurance must be requested through Business Services

 
7. Purchases of any type of Professional Services, Consulting Services, Legal Services, as defined by state statute must be processed through Business Services, Contract Administration.

  
8. Any purchase of a controlled asset where the individual cost is $500 or greater and the total order is $3,000. Controlled assets are defined as fax machines, telecopiers, stereo systems, cameras, video recorders, laser disk players (TV, VCR, Camcorders), desktop computer printers, and laptop computers.

 
9. Purchases using Higher Education Assistance Funds (HEAF) - Departmental requisitions, excluding Library purchases and University of Houston HEAF transfers, must be requisitioned through Purchasing.

 
10. Other Exceptions: The following services do not require a separate order form as a record of the service being purchased and are not subject to the $3,000 limit. Such purchases are documented by an approved voucher and invoice and include:
     
    • Cable TV Services and Internet Connection Services
    • Advertising (classified ads, employment ads, phone directory ads, internet ads - attach copy of ad to voucher)
    • Freight/Shipping Fees
    • Insurance, ERS and Others (restricted purchase)
    • Intra-agency payments (ITV, wire transfer, or voucher)
    • Library payments (ITV) (Amigos, electronic services)
    • Maintenance Agreements unless terms and conditions of agreement require signature and review by Business Services, Contracts Administration
    • Membership Fees and Dues (voucher must be approved by President)
    • Notary Fees
    • Pianist, Organist, Singers, Speaker services
    • Postage Meter Rental, Postal Permits
    • Professional Dues and Licenses
    • Refunds to students and others
    • Registration and Conference Fees (can include associated books and materials)
    • Service Charges (bank, credit card, etc.)
    • Services where Contract Administration has recommended the voucher process instead of a formal contract
    • Texas Register Listings
    • Transmittal of Fees to the State of Texas
    • Transmittal of Fees to University of Houston-System Components
    • Travel and Procurement Card Vouchers
    • Tuition under the Employees Training Act of 1969
    • Unemployment Compensation Payments
    • Utilities Services, including electricity, natural gas, telephone and TXANN service, water and sewer services)
    • Western Union Services or other Wire Transfer Services
    • Worker's Compensation Claims
    • Exceptions approved in advance by the Comptroller, Director of Business Services or Vice President for Administration and Finance