GENERAL INFORMATION

Purchasing is responsible for obtaining requested supplies, equipment and services for the University at the best prices available, consistent with the quality of goods required, in a timely and efficient manner. Purchasing is always eager to assist departments in meeting their needs. If you have any questions or problems, please do not hesitate to contact us.

Expenditures should be planned sufficiently in advance to allow the Purchasing Department to obtain the best price and/or overall service. The Purchasing staff will be happy to assist you in planning your purchase.

Purchase orders are based on the information and specifications shown on the requisition. Care should be taken so that specifications are complete, including manufacturer, part and model numbers (where applicable). The buyers are available to help you prepare specifications for more complex items, such as scientific equipment.

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SALES & USE TAX

UCSB is not exempt from sales tax, except when items are purchased for resale (where sales tax is collected on the final sale, such as for the Bookstore). For most purchases made out-of-state, the State of California will assess a sales tax (called a "use tax"). Therefore, all purchases shall have applicable sales tax applied to their order.

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AUTHORIZATIONS/SEPARATION OF DUTIES

Ideally, the four basic purchasing steps: ordering, receiving, approving invoices for payment, and ledger reconciliation should be handled by different individuals within the department. When this total separation of duties is not possible, Audit Services recommends that there be periodic review of the records by the department supervisor/manager; with annotation of the date of the review.

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ETHICS

All University employees are subject to Office of the President's Policy on Acceptance or Offering of Gifts and Gratuities by University Employees (January 2001) that states in part:

It is the policy of the University of California that its officers and employees shall comply with the provisions of state and federal law governing the acceptance of gifts and gratuities.

In addition to compliance with the requirements of law, University officers and employees must avoid the appearance of favoritism in all of their dealings on behalf of the University. All University officers and employees are expected to act with integrity and good judgment and to recognize that the acceptance of personal gifts from those doing business or seeking to do business with the University, even when lawful, may give rise to legitimate concerns about favoritism depending on the circumstances. If a University officer or employee has any question regarding the propriety of a gift, disclosure of the gift or proposed gift should be made to a supervisor or other appropriate University official for a determination of the proper course of action.

(On January 1, 2007, the gift limit referenced in the following publication increased to $390)

For further details on this policy, visit:
http://www.ucop.edu/ucophome/coordrev/policy/1-24-01.html

The University also subscribes to the Code of Ethics of the National Association of Educational Buyers.

These guidelines have been established to provide employees with a code of conduct that is to be used in our relationships with our vendors. They provide us with the tools necessary to conduct our business at a professional level comparable to the same high academic standards that we have established.

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PERSONAL PURCHASES

University credit, purchasing power and facilities shall not be used to purchase goods or services for individuals or for non-University activities.

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Purchase Goods & Services | Small Business Program | Removal Procedures | Hiring Temporary Personnel
Hints for Dealing with Vendors | Purchasing Agreements | Purchasing Policies & Procedures

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