The Purchasing Department is a service unit of the Administrative Services division of the University and serves to ensure compliance with University purchasing policies.
Goals & Objectives
- Provide guidance, oversight and problem resolution to University departments and to ensure compliance with University purchasing policies and procedures.
- Simplify, clarify and streamline the procurement process of the University. Make the purchasing procedures practiced by all students, faculty and staff as consistent as possible.
- Provide economy in University purchasing activities to maximize purchasing value to the fullest extent possible.
- Ensure fair and equitable treatment of all persons/vendors who deal with the University.
- Develop, implement and administer special programs (surplus property exchange, surplus sales).
- Provide a platform from which all future purchasing policies and procedures will be updated as needed.
All purchases of goods or services from outside vendors are to be processed through the University's financial system and are to be preceded by a purchase order provided to the vendor and properly issued by the Purchasing Department. The University purchase order is a legal document containing terms and conditions specifying protections for the department, such as limits of liability and payment terms.
The Purchasing Department has the responsibility to review all purchasing transactions. All contracts for supplies or services are to be reviewed, approved and signed by the Director of Administrative Services, who is the Contract Officer of the University.
The University's goal in every purchasing transaction is to receive the best value possible; a combination of price, quality, reliability, service and delivery terms. Departments should not use other means to initiate purchases with outside vendors. The department or individual assumes responsibility for such agreements and the University reserves the right not to pay for an order unless validated by a purchase order which has been completed, accepted and approved in the University's financial system.
Departments should allow adequate lead-time for the issuance of contracts, purchase orders and the delivery of required materials or services. Of course, there are emergency situations and the Purchasing staff will make every attempt to assure required deliveries.
Purchasing Department personnel are responsible for ascertaining needs, researching vendors, negotiating prices with vendors, selecting a vendor, initiating a Purchase Order to the vendor, tracking documents and paperwork flow and ensuring the proper receipt of ordered goods and services.
Budget Administrators at the department level are responsible for determining the purpose of the transaction, ensuring compliance with University policy and proper use of the budget accounts as outlined in their approved budget each year, approving the request for purchase, determining that adequate funding is available prior to requesting a purchasing transaction and monitoring and reconciling all purchase transactions using financial statements and reports provided by the Controller's Office.
For assistance in finding vendors, please contact the Purchasing Department ( ext. 6283 or 6284) for suggestions. Our purchasing agents will be happy to provide you with reputable vendors who are in good standing with the University.
All merchandise purchased with University funds is the property of the University and, as such, may be disposed of only in accordance with University policy. Please contact the Purchasing Department for help in determining the best method of disposal for such items.
As a service to Denison University employees, the Purchasing Department holds Surplus Property Sales when the inventory level needs to be depleted. These items are determined to be of no use to other departments and are sold on a first-come, first served basis. These sales are posted with advance notice in the "Daily". All transactions are the responsibility of the supplier and buyer and Denison University expressly disclaims warranty or guarantee of the quality or functionality of the items sold or of any other aspect of the item. All items are sold "as is".
Please contact Kathy Arnholt (ext. 6284) for questions and information related to surplus property.
All drivers of rental vehicles must be licensed in accordance with the Ohio Motor Vehicle Law. The license may not be under suspension or revocation. The driver must not have ever been convicted of operating a motor vehicle while under the influence of alcohol or drugs. Drivers must comply with the rules and regulations provided by the Purchasing Department and Campus Security and Safety.
Please contact Mary Ann Ake (ext. 6283) for questions and information related to rented vehicles.
Only drivers who have successfully completed Denison University's Defensive Driving Course may drive rented vehicles. Please check with Campus Security and Safety web site for more information on Defensive Driving.
Purchasing Office Staff
Purchasing Fax: 740-587-8321
S. Jenna McDevitt
Director of Administrative Services
firstname.lastname@example.org / 740-587-6655
Mary Ann Ake
email@example.com / 740-587-6283
firstname.lastname@example.org / 740-587-6284