1.    Staff person of department decides on the purchase.

 2.    The approval of the purchase must be verified the internal accounting department in order to
        make sure that there are enough funds to cover the purchase and that it is in compliance with
        the contract or grant and department mission.

 3.     If the purchase is office equipment, the staff person may consult with the Information
        Technology Department (ITD) in IM3 for technical expertise on what the best purchase and
        price would be in order to meet the needs for the specific department.

 4.    The internal accounting department initiates the purchase procedure by completing a
        telephone quotation sheet. This form requires the department to obtain quotes from three
        different vendors and to inquire if they are catalog vendors of a small business, minority
        business, or woman owned business. If the department chooses not to purchase the   item
        from a catalog vendor, then a justification in memo form must be generated to the purchasing
        department explaining why one was not used.

 5.    When the purchase has been verified, the internal accounting department prepares the
        requisition form (in triplicate) and is entered into PeachTree.

 6.    Document is then routed to PI of the account for signature, copies are made for files, then
        are sent to appropriate department. Department the document was initiated to encumbers
        funds.

 8.    If the purchase requisition is a 26 account, it is routed to Contracts and Grants and then to
        Purchasing, Print Shop, Bookstore, Office Supplies, Facility Services, or Food Services. If
        the purchase requisition is a 26 account and is equipment being charged out of the 80
        sub-account, it is routed directly to OSP for approval and then to purchasing, by-passing
        Contracts & Grants.

 9.    If the purchase requisition is an account other than a 26, the requisition goes directly to
        Purchasing, Print Shop, Bookstore, Office Supplies, Facility Services, or Food Services.

10.   Department waits for items to be delivered. Time will vary depending on what was ordered
        and if the business has the item in stock. If the item is delayed, the internal accounting
        department uses the P.O. as a reference number to call the vendor and ask them the
        approximate date that the product will be delivered.

11.   If the purchase is equipment with life expectancy of two years or more and is over $1,000 in
        value, Central Receiving will sign for the equipment and will tag as inventory. If equipment
        does not exceed $1,000 in value, Central Receiving does not tag as inventory.

12.   Items are shipped to our department. Our department signs for them and makes sure all
        items are received. Equipment received must then be entered in the inventory data base by
        the IT group.

13.   Purchases that are between $250 and $1,000 can be done ON-LINE if they are being
        charged out of one account only. This cannot be done if two or more accounts are being
        charged. A purchase requisition must be generated if there is more than one account.