Budget Officers are responsible for ensuring appropriate business use of University funds within approved budgetary constraints. In addition, all individuals who initiate, review, approve, process or record financial transactions on behalf of the University must adhere to the Purchasing Policy.
Funds may be used only for business-related expenses incurred in furtherance of the University’s mission. Funds may not be used for extreme, excessive or illegal expenses, for expenses not related to carrying out an individual’s job responsibilities, nor for expenses reimbursed from other sources. Expenditures must be in compliance with applicable University policies, regardless of the source of the funds. Allowable expenditures must be made within the scope of reasonable financial and budgetary management and must be reviewed and approved by those with the appropriate approval authority.
Requisitions and Purchase Orders
The Business Office is responsible for establishing and administering procedures for the purchase of goods and services.
Prior to purchase, a requisition MUST be submitted via the University’s automated purchasing system for any expenditure $1,500 or greater (including Pcard purchases).
For non-Pcard and Pcard purchases, the requisition will be approved electronically by the appropriate Authorities(see below). A purchase order will be issued by the Business Office and sent to the initiating department. The department can then send the Purchase Order to the vendor.
Upon receipt of goods, the ordering department should inspect the shipment for damages or shortages, and contact the vendor immediately to resolve any issues.
Invoices and/or receipts received by the Business Office without appropriate approvals and/or requisitions will be returned to the department for further review.
All expenditures in excess of $5,000 are to be competitively bid upon by three independent vendors unless the product is unique in nature. All documentation of the bidding process should be retained by department.
The following charts detail Requisition Approval Levels based on expenditure amount and organization hierarchy:
| Academic Affairs Approval Authority Level | |||||
| Purchase Amount | Academic Affairs Leadership Council Member | EVPAA & Provost | Business Office/ Budget Analyst | CFO & Controller | President |
| $1,500 – $24,999 | * | * | * | ||
| $25,000 – $74,999 | * | * | * | * | |
| $75,000 + | * | * | * | * | * |
Proxies and temporary alternates may be established and documented with the Business Office as needed for each level.
(Approved July 2025)