.100 General

This section provides requirements and regulations for all procurements made for James Madison University by faculty, staff, and administrators whatever the source of funds. The requirements cover all procurements charged to University funds, including Educational and General, Auxiliary Enterprises, Sponsored Programs (Grants and Contracts), Local/Agency Fund Accounts, and Foundations funds processed by the University.

James Madison University must process all procurements within the policies and procedures set forth in the Rules Governing Procurement of Goods, Services, Insurance and Construction AND the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors.  Both of these documents can be accessed directly at https://www.jmu.edu/procurement/departmental-guide/02.shtml.

The objective of effective procurement is to obtain high quality goods, supplies, and services, at low prices that are both fair and reasonable. Individuals must procure goods and services fairly and impartially to avoid impropriety or the appearance of impropriety.  The University expects individuals involved in procurement for the University (requestor, approver, or those having responsibility for entering the orders) to exercise prudent judgment.  All purchases regardless of dollar amount are easily available for public review.

.110 Un-Authorized Purchases

Purchases not made according to these procedures are subject to Non-Payment of the vendor invoice by the University.  At the discretion of the Director of Procurement Services departments that do not follow the procedures are subject to having their departmental purchasing delegation removed.

.200 Control Responsibilities

.210 Department

• Makes only authorized procurements according to University policies and procedures.
• Properly prepares and distributes manual or electronic procurement documents according to this procedure.
• Attempts to use of vendors that are contracted, sWaM, and eVA self-registered.
• Ensures that the signatory authority for the Department ID shown on the manual or electronic procurement document approves the request.
• Confirms that sufficient funds are available in the department's budget to cover the cost of the purchase.
• Maintains departmental records of all purchases to preclude duplicate orders.
• Ensures that the University is obtaining the best possible value when procuring goods and services.
• Takes necessary steps to ensure that an individual who places an order does not complete the receiving document for that order.
• Performs procurement actions timely to preclude the need for special action or granting of an exception.
• Reconciles departmental purchase records to Financial Information System Reports on at least a monthly basis. Refer to Section 3035, "Reconciliation Guidelines,".
• Contacts ILT Operations for printing requests that meet the criteria for design services contained in the Identity Leadership Team website for information concerning university publications, such as editorials, graphics, and web standards.
• Contacts Facilities Management prior to initiating any procurement that may modify, repair, renovate or alter any campus facility, major equipment or building system.
• Verifies equipment specified meets the Equipment Safety Labeling & Listing requirements (http://osha.gov/dts/otpca/nrtl/nrtlmrk.html). 

.220 Office of Procurement Services

• Administers the University purchasing function to assure compliance with University policies and procedures, state laws, and regulations regardless of delegated purchasing authority.
• Develops or approves procurement policies, procedures and forms.
• Notifies appropriate levels of management of improprieties.
• Monitors procurement delegation for compliance, withdrawing delegated authority when warranted.
• Procures items costing $10,000.01 or more, items costing less than $10,000.01 if requested by department, sole source items, and restricted items (as listed on the Procurement Services website) to include conducting the applicable procurement process, when required.
• Returns any incomplete procurement documents (electronic and manual) to the originating department with the reason for not processing the document.

.300 Restricted Purchases

.310 Emergency Procurements

The University restricts emergency procurements to those items that are necessary to eliminate a situation that could threaten the loss of life or property or cause injury. In these situations, University employees should take the actions necessary to resolve the emergency. In an emergency, departments may procure the goods or services necessary without competitive bidding. The individual handling the emergency should contact the Office of Procurement Services, if possible, before taking any actions. The department or individual involved should prepare a full justification for the emergency purchase and the necessary procurement action. The appropriate administrative official or their designee should prepare the documentation and forward copies to the Director of Procurement Services for approval. Emergency procurement procedures may be used to purchase only that which is necessary to cover the requirements of the emergency.

.320 Procurements Performed by the Office of Procurement Services

The Office of Procurement Services is responsible for procuring goods and services valued at $10,000.01 or more, purchases costing less than $10,000.01 if requested by department, sole source purchases, restricted items, Equipment Trust Fund at $10,000.01 and above, and services (as detailed on the Procurement Services Webpage).

When Procurement issues a solicitation for a specific good or service, the buyer in Procurement Services will sometimes issue the PO to document the award made at the completion of the competitive solicitation process.  The buyer seeks approval prior to award to ensure the price does not exceed the department's funds.  Procurement will ensure the vendor receives copies of the PO.  Procurement Services will keep the department informed in regards to the issuing of an PO.  The requesting department may access the EP through the eVA Procurement System.  The amount indicated on the PO issued supersedes the Purchase Requisition.  The originating department should use the dollar amount of the PO, not the Purchase Requisition, for budget reconciliation purposes.

In some situations, especially related to "on-demand" contracts, the department will enter the Purchase Requisition into eVA, including all appropriate back-up documentation and appropriate expenditure authority approvals.  The Purchase Requisition, for requests $10,000.01 or more, will flow to Procurement Services for review and approval.  In this situation the department is responsible for ensuring the vendor appropriately receives the orders.

.321 Sole Source Purchases

Sole source procurements costing $10,000.01 or more require a written justification. Departments requesting sole source purchases costing $10,000.01 or more should prepare an electronic (eVA) Purchase Requisition and attach a justification using the standard form provided by Procurement Services (see “FORMS” on the Procurement Services website) for the sole source request.

.322 Restricted Purchases

The Office of Procurement Services must procure restricted items no matter the cost of the goods or service.  The following are restricted items not allowed for purchase by a JMU department:

Other restricted items may be added at any time.  JMU Procurement Services updates the most up-to-date list on its website (click here: Procurement - restrictions).

.323 Recurring Procurements

The University works to competitively procure goods and services that are anticipated to be recurring in nature if the onetime cost exceeds $10,000.00 or accumulated cost exceeds $200,000 annually. The Procurement Services Department requires an electronic eVA Purchase Requisition and will complete the applicable procurement process on behalf of the department.  Frequently, recurring purchases of goods or services will result in a term contract being negotiated on behalf of the University; however, Procurement Services may also require the use of an existing cooperative contract rather than soliciting a new agreement.

.330 Acquisition of Property

The Office of Real Property is responsible for acquiring buildings and land for use by the University. University departments should contact that office before making any arrangements to rent, lease or purchase land or buildings.

.340 Capital Outlay Projects

The Office of Facilities Planning and Construction is responsible for overseeing Capital Outlay, Construction and Professional Services projects.  University departments should contact that office concerning all capital outlay (construction) projects.  Construction projects that are defined as "Capital Outlay” typically cost greater than $3,000,000.00.  The Office of Procurement Services is responsible for handling the procurement process of awarding a contract for capital outlay construction as well as purchasing furniture, furnishings and equipment for installation within a capital outlay construction project.

.350 Printing and Publication Services

When printing projects are $10,000.01 or more and cannot be part of an existing printing contract or handled through Madison Print Services, the Office of Procurement Services must competitively solicit the service. Depending upon the complexity and dollar value of the project, this process may require from 3 to 90 business days.  After determining the vendor to receive the award, the Office of Procurement Services will contact the requesting department and request a completed eVA Purchase Requisition for the accepted/negotiated cost.

The University provides printing services including envelopes, business cards and stationary through Madison Print Services. In addition, the University offers multiple printing contracts.

.360 Duplicating Services

The University provides copying services at various locations on the campus and all departments are highly encouraged to use the on-campus copy centers. The James Madison University Directory lists the various locations under Madison Print Services.

.400 Delegated Purchasing Authority

The University has delegated certain procurement authority except "Restricted Purchases," to Departments. The University expects these departments to comply with purchasing regulations and exercise prudent judgment when procuring goods, supplies, and services.  Employees who make purchases must first obtain approval of the departmental approving authority for the Department ID  charged. The University does not require departments to accept delegated purchase authority. When departments do not accept delegated authority, the Office of Procurement Services will perform the procurement function. Departments, not accepting delegated authority, must complete and submit an eVA Requisition for Purchase for all purchases.  Departmental delegation can be revoked, at the discretion of the Director of Procurement Services, due to repeated or severe non-compliance to JMU and Commonwealth Procurement Policies and Procedures.

.410 Purchases Costing $10,000.00 or less

Departments must procure goods and services, except "Restricted Purchases, valued at $10,000.00 or less through the eVA Procurement System. The University prefers that departments use the Small Purchase Charge Card (SPCC) for all vendors who accept the card. On-line auctions (example: eBay) are allowed when all rules governing Procurement procedures and Accounts Payable payments are met. Accounts Payable will audit each of these transactions for compliance.

Purchases may be made through the Internet using the SPCC. All purchases of this type must be recorded in eVA as a confirming order. The department should be sure that the vendor has a secure Socket Layer (SSL) Version 2.0 or greater. To ensure that the vendor has a SSL, the Address Window must start with https://. Information about the vendor's security certification is available under Help on the browser tool bar. This may not occur until the payment information is requested.

The individual making the purchase must request a vendor invoice, or an itemized receipt. For purchases through the Internet, print a copy of items purchased after the order is placed and retain it for departmental records and reconciliation of monthly SPCC purchases.  Ideally, the invoice or itemized receipt will be electronically attached to the eVA order.

Departments are advised to source items through contracted or certified micro-small vendors first. If neither are available then other sWaM vendors should be sourced (small, women-owned, minority-owned, or service disabled veteran owned business). If no certified sWaM business is available, move forward with sourcing from other non-certified or majority firms.

Employees should not use cash or a personal credit card except in an emergency, when no other method of payment is accepted.

.430 Delegated Purchase Authority

The University has delegated authority to departments to purchase goods or services costing $10,000.00 or less through the eVA Procurement System via an eVA PO or Purchase Card Order (PCO). This EP/PCO may be used by university departments to purchase goods and services directly from a vendor, if the total cost, including shipping is $10,000.00 or less with the exception of the items listed under "restrictions."  Restricted items must have involvement from Procurement Services. Orders shall not be "split" to stay under the $10,000.00 or less amount.  Split ordering is prohibited and can result in the departmental delegation being revoked or suspended.

To complete an PO/PCO purchase through eVA, less than $10,000.01, the department should obtain quotes/proposals from catalogs or directly from the vendors. Procurement regulations require only a quote when using the PO/PCO for orders $10,000.00 or under. Departments are advised to source items through contracted or certified micro-small vendors first. If neither are available then other sWaM vendors should be sourced (small, women-owned, minority-owned, or service disabled veteran owned business). If no certified sWaM business is available, move forward with sourcing from other non-certified or majority firms. After identifying the best source, the department may complete the PO/PCO and place the order directly with the vendor.  When departments place orders by telephone or directly through a vendor's website outside of eVA, they should clearly mark the PO, "CONFIRMING ORDER - DO NOT DUPLICATE".  Confirming orders are prohibited for orders over $10,000.00, and for orders containing restricted items.  The department may mail, email, fax, or hand-deliver the PO/PCO to the vendor for orders not placed by telephone, online, or not automatically delivered electronically through eVA.

While the official Departmental Delegation is $10,000.00, departments may receive one quote/proposal from a Micro-small, Small, Woman-owned, or Minority-owned business (certified by the Virginia Department of Small Business & Supplier Diversity) that is also an eVA Self Registered Vendor up to $50,000.00.  The department will process the requisition in eVA (prior to any notification of award to the vendor), including any quote/proposal received.  Procurement Services will then verify the vendor is certified with SBSD and is an eVA self-registered vendor.  If both criteria are met, Procurement Services will approve the order without the need to seek further competition.  If both criteria are not met, Procurement Services will follow internal normal procedures which may include competitively soliciting the goods/services.  Confirming orders or split orders to remain under the established $50,000.00 limit are prohibited.

.500 Purchases from Campus Facilities

.510 Bookstore

University departments may purchase a variety of supplies from the Campus Bookstore.

.520 Postal Services

Departments may purchase postal stamps directly from Postal Services.

.530 Catering and Special Events

Departments shall request catering services by contacting the Catering and Special Events office.

.540 Facilities Management

Departments may request various services from Facilities Management by submitting a Customer Request through the AiM system. Facilities Management requires a Work Order before providing services. Departments may contact Facilities Management to determine what services are available.

Employees should contact their Building Services Coordinator for building maintenance requests for the building where they are located.

.541 JMU Warehouse Complex

The JMU Warehouse Complex maintains stock items such as cleaning supplies and light bulbs. A list of the stocked items is available from the warehouse. Departments may request items by completing the Warehouse Requisition Form at the Warehouse window.

.550 Computer Repairs or Assistance

Departments should contact the Help Desk (Telephone 568-3555) to request computer repairs or assistance. The Help Desk requires the ESN Number of your computer to issue a work order.

.560 Telecommunications

Requests for telephone services such as, to move or change an existing phone, obtain a telephone or request repairs, requires a memo or an E-mail describing the services requested. The memo should include an Department ID to charge for the services and the signature of the approving authority for the Organization designated.

.600 Goods and Services Exempt From Procurement Documentation

♦  Student Scholarships - The Office of Financial Aid and Scholarships must approve all scholarships.

♦  Moving and Relocation Services (See Section Number 5010, Moving & Relocation)

♦  Travel related expenses (See Section Number 4215, "Travel")

The following are allowable, excludable items/categories that do NOT need to be procured through the eVA Procurement System.  Items listed in BOLD DO NOT QUALIFY for the exclusion. Every attempt was made to list these items with clarity and relevance to typical JMU purchasing of goods.  Should you need further explanation of these items/categories or assistance in determining whether an exclusion is appropriate for your purchase, you may contact Procurement Services at 568-3145.

JMU was also approved by DPS August 9, 2004 for the following eVA exclusions through June 30, 2005, or until revoked by DPS, whichever is later:

.700 Processing Procedures

.710 eVA Procurement System

• Departments must process all orders through the eVA Procurement System unless their purchase meets the one of the definitions of the nineteen eVA exclusions (see Section .600)
• Departmental buyers will be granted access to the eVA Procurement System by submitting two forms directly to Procurement Services (https://www.jmu.edu/procurement/departmental-guide/15.shtml):
  • eVA Acceptable Use Acknowledgment
  • eVA Access Request Form
• Departmental Buyers must attend a mandatory User training session offered by IT Training.
  
• Those acting in a Departmental Approver role may attend the User training session.

.711 Department

• Process non-excluded eVA purchases through the eVA Procurement System (this is the majority of all purchases).
• Process excludable eVA purchases (see Section .600) through the eVA system using the "X02" PO Category Code (thus noting it is normally excluded from eVA) OR direct payment using a University Accounting Voucher and notating the appropriate exclusion number in the space provided OR use the Small Purchase Charge Card (if within appropriate dollar amount) to make payment and reconcile the transaction with the appropriate exclusion number in the field provided.
• Verifies that sufficient funds to cover purchase are in the Departmental ID listed on the completed form.

.712 Office of Procurement Services

• Serves as data steward for all purchases processed through eVA Procurement System.
• Procures or approves all goods and services for items over $10,000.01 and all restricted items.
• Reviews and signs all agreements/contracts for goods/services regardless of dollar amount or eVA exclusion (See Policy 4100).

.713 Office of Accounts Payable

• Matches the eVA PO or Purchase Card Order (PCO) to vendor invoices, verifies coding, and determines that transactions are appropriate state expenditures.
• Verifies that the approving authority for the account shown on the purchasing document has properly authorized the purchase.

.720 James Madison University eVA Purchase Requisition

.721 Departments

• Completes and submits electronically a purchase requisition through the eVA Procurement System.
• For eVA exemptions as outlined in Section .600, the Department prepares and distributes completed forms as outlined in subsection .820.
• Verifies that sufficient funds to cover purchase are in the departmental account listed on the completed form.

.722 Office of Procurement Services

• Reviews requisition, obtain bids (if applicable) selects a vendor and issues the appropriate PO.
• Distributes copies of the completed eVA PO/PCO to vendor (if issued by Procurement Services).
• If Procurement Services issues the purchase order, the department will be notified by the buyer.

.800 Forms Preparation and Submission

.810 PO & Purchase Card Order (PCO)

.811 Required, eVA Procurement System

The eVA generated PO/PCO is required for all non-excluded eVA goods and services.  An eVA generated PO/PCO is also an option for any excluded good or service when the vendor requires a purchasing document.

.820 James Madison University Purchase Requisition

.821 Required

Most campus department will use the eVA system to create a purchase Requisition (REQ) with electronic approvals.