Purchasing Guidelines for the Academy of Natural Sciences Use these guidelines when making purchases for the Academy of Natural Sciences of Drexel University. For more details, download the complete Academy of Natural Sciences Purchasing and Procurement Policy[PDF] . Purchase of Goods/Services Utilization of a Drexel PCard or an Academy RTP (Request To Purchase) is required for all purchases of goods and services. Oral requisition/purchases are not considered valid purchases by the Academy. Employees involved at every stage of the purchasing process must take responsibility for understanding and complying with The Academy’s policies and procedures regarding purchasing and vendor relations. Ensure that small business, minority-owned firms, and women’s business enterprises are used to the fullest extent practicable; refer to ANS Purchasing and Procurement Policy. Making Purchases $2,000.00 or less and vendor accepts VISA: placed by Drexel PCardholder — no bids required. $2,000.01 or greater, or any amount where the vendor does NOT accept VISA: Request to Purchase (RTP). $2,500.00 - $99,999.99 – three bids or competitive bid exception/sole source justification Vendor quotes must itemize the price, the delivery charge, if any, payment terms and shipping costs. Equipment leasing: the purchaser is responsible for obtaining information necessary to evaluate leasing and buying options and determining the most cost beneficial method for procuring the equipment. $100,000.00 or greater – three bids or competitive bid exception/sole source justification. Written cost or price analysis must accompany the RTP. Department managers/administrative directors/group supervisors by their signatures, ensure budget availability, compliance with Academy policy and applicable regulations regarding accounting standards requirements as related to the use of restricted funds and the acquisition of regulated or controlled goods. Suggested vendors may not be suspended or debarred from receiving federal awards. RTPs less than $1,000.00 are emailed to email@example.com or delivered to Drexel University Procurement Department, 3201 Arch St., Ste 340, Philadelphia, PA 19104 (215-895-2876). RTPs $1,000.00 or greater are submitted to the Finance Office with all appropriate documentation and signatures for approval. All signatures must be legible and identifiable. When approved, Finance will submit RTP to Drexel University Procurement Department. University Procurement will process either with a Drexel PCard or issue an ANS Purchase Order. POs greater than $2,000.00 require an acknowledgement of receipt to accounts payable. Vendors are instructed to send invoices directly to Accounts Payable; if you receive an invoice from a vendor, ensure the PO number is referenced and send to Drexel University Accounts Payable Department, 3201 Arch St., 4th Floor. Blanket Purchase Orders for FY13 have been identified and submitted to Drexel University Procurement. They will be issued beginning June 25, 2012. Signature Authority for the present remains unchanged: - Principal Investigator or Department Head: Up to $2,500.00 - Group Director or Vice President: $2,500.01 to $10,000.00 - Vice President of Finance: $10,000.01 to $30,000.00 - President: $30,000.01 to $50,000.00 - Executive Committee or Finance Committee*: $50,000.01 and above *President can approve items in excess of $50,000 if included in the approved operating budget or fully funded through a third party. Only non-budget items in excess of $50,000 need Executive of Finance Committee approval.