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Purchasing Procedures

Small Purchases

Purchases not exceeding $25,000 or purchases of items listed under non-competitive purchases.

These purchases may be made in accordance with Procedures prescribed by Executive Order BJ-2010-16 (reference Louisiana R.S. 39:1596).

Procurement requirements shall not be artificially divided so as to constitute a small purchase. (ref. splitting of purchases)

Small purchase requirements:
Procedure for petty cash purchases (up to $150)
Purchases of supplies, materials, and services not exceeding $150 may be made, with reimbursement obtained through LSUS Accounting Services.

Procedure for purchases not exceeding $5000
With the exception of petty cash purchases, purchases not exceeding $5000 must be requisitioned through the Purchasing Department in advance of purchase.

A requisition is to be initiated (by the department) in the LSUS Main Frame and processed through the Purchasing Department in advance of purchase.

Prices are to be secured in writing by the Purchasing Department. Fax quotes normally have a 5 calendar day processing period. Phone quotes normally have a 1-2 day processing period.

Procedure for purchases over $5,000 not exceeding $25,000
A requisition is to be initiated (by the department) in the LSUS Main Frame and processed through the Purchasing Department in advance of purchase.

Prices are to be secured in writing by the Purchasing Department on a "Request for Quotation."

The Purchasing Department normally requires a five (5) calendar day processing period when bids are faxed to vendors and a ten (10) calendar day processing period when bids are mailed to vendors.

If the department is in an emergency situation, they should advise Purchasing.