1. All purchase requests need to be authorized in advance and processed through the Athletics Business Office before any commitments to specific vendors are made.
2. Purchases utilizing University funds are University property and are to remain at the University for use by the specific sport program(s). This includes, but is not limited to equipment, apparel, supplies, video tapes, books, etc.
3. Athletics orders may be executed only for equipment, supplies, etc. that will become the property of, and be utilized solely by the University of Delaware Athletics Program. Athletics orders may not include any personal items nor equipment, supplies, etc. for any private enterprise in which a staff member might be involved. Invoices for any such items must be distinctly separate and be sent directly to the involved staff member, personally.
4. University-purchased equipment or supplies may not be utilized for personal use or for any outside private enterprise.
5. All purchases are expected to comply with University and Athletics rules and regulations as well as those of national, regional and conference governing bodies. Athletics staff are responsible for becoming knowledgeable of these rules.
6. Items bearing any University registered mark (e. g. , interlocking UD, "Delaware Soccer", etc. ) must be purchased from a vendor licensed by Collegiate Licensing Corporation (CLC). The list of licensed vendors is available from the Office Coordinator in 108-C Delaware Field House. Copies are also available in the Bob Carpenter Center from the Marketing Associate and in Carpenter Sports Building from the Accountant. Questions on licensing should be directed to the Senior Associate Director.
7. Orders in excess of $5,000, or of any amount to vendors who do not accept the purchasing card, are initiated through the Athletics Business Office via an electronic Purchase Requisition. The following procedure applies:
a. A handwritten "Office Requisition" needs to be submitted to the Associate Director of Athletics, Business & External Affairs, with all specific information needed to generate the electronic Purchase Requisition
b. Orders over $5,000 will be subject to University Procurement Services bid system.
c. The Purchase Requisition will result in a Purchase Order, which officially commits University funds. Until a Purchase Order has been generated, no individual may commit funds to a particular vendor, verbally or otherwise.
8. For purchases exceeding $5,000, it is permissible to call one vendor for a project or item cost for the purpose of requesting a budgetary estimate (i. e. , to determine a ballpark cost). This estimated cost would then be placed on the Purchase Requisition.
a. Under most conditions (unless pre-arranged by Associate Director of Athletics, Business & External Affairs and approved by Procurement Services in advance), requesting multiple quotes is simply a duplication of effort since Procurement Services needs to repeat this anyway. It does not help expedite the process and multiple quotes should not be solicited since it is, in effect a bidding process which only Procurement Services is authorized to do.
b. It is helpful to provide the names, addresses and phone numbers of multiple vendors from which Procurement Services might obtain quotes.
9. Purchases of $5,000 or less, inclusive of shipping and handling, may be handled using the University purchasing card. Prior approval is required. The following procedure applies:
a. To initiate an order, E-Mail the Associate Director of Athletics, Business & External Affairs for approval to use purchasing card, indicating vendor, items and estimated cost. In the absence of the Associate Director of Athletics, Business & External Affairs, such requests should be sent to the Athletics Accountant.
b. Once approval is gained, the order may be placed with the vendor by telephone, FAX, etc.
c. Purchasing card usage is limited to $5,000 per single transaction.
d. For these purchases, it is both permissible and advisable to call several vendors for cost comparisons before determining which vendor to utilize and prior to requesting initial approval from the Associate Director of Athletics, Business & External Affairs to place the order.
10. The responsibility for handling and accepting bids lies with the Associate Director of Athletics, Business & External Affairs or his/her designee. Bids may only be accepted by this individual. No commitment of any kind is permitted to precede this.
11. Questions regarding this area should be directed to the Associate Director of Athletics, Business & External Affairs or the Athletics Accountant.