PURCHASING
70.03
Revised 9-14
Purchasing Services
335-3541
RESPONSIBILITY
The department chair (or equivalent administrator) is responsible for ensuring that all expenditures incurred by accounts under his or her authority are for appropriate and legitimate purchases.
EVALUATION
When evaluating the appropriateness and allowability of a given purchase:
- Review pertinent WSU procedures, e.g., travel (Chapter 95), purchasing (Chapter 70).
- Make sure that the purchase is allowable within program. See table below.
- For purchases in programs 11-14, review the sponsor's restrictions. If necessary, contact Sponsored Programs Services; telephone 335-2058.
PROGRAM |
PROGRAM |
ALLOWABLE PURCHASES |
NONALLOWABLE PURCHASES | ||
DEFINITION |
EXAMPLES |
DEFINITION |
EXAMPLES* ** | ||
| 01 | Administration and General Expense |
Goods and services which are necessary for completion of official University duties. | Job-related supplies, services and equipment. Special protective clothing, uniforms, travel and relocation costs. | Any purchase items which are not used for official WSU business. | Grocery items, flowers, coffee makers, alcoholic beverages, medication (unless approved for first aid kits in accordance with SPPM 2.42), clothing, office decorations, holiday decorations. |
| 03 | Student Services | ||||
| 04 | Plant Operation and Maintenance | ||||
| 05 | Libraries | Transactions which result in economic benefit to a state employee. (10.21, 70.15) Purchase of items for an employee's personal use. | |||
| 06 | Instruction and Departmental Research | Special licenses, documents, etc. which are required to complete WSU job assignments, IF the employee did not receive notification of the need for such documents prior to hiring. | Special driver's licenses, passports, ID cards. | ||
| 07 | Ancillary Support Services | ||||
| 08 | Academic Administration | ||||
| 09 | Extension and Public Service | ||||
| 10 | Separately Budgeted Research (state-appropriated funds) | ||||
| 11 | Federally Sponsored (research) | Same as programs 01-10 unless a sponsor's agreement or regulations indicate special allowances. | Direct specific questions to Sponsored Programs Services, telephone 335-2058. | Same as programs 01-10 unless a sponsor's regulations or agreement indicates special restrictions. | General purpose equipment (e.g., office equipment, motor vehicles) or direct charges for administrative or clerical support unless provided for by prior agreement with the sponsor. (OMB Circular A-21). |
| 12 | Federally Sponsored (other sponsored activities) | ||||
| 13 | Nonfederally Sponsored (research) | ||||
| 14 | Nonfederally Sponsored (other sponsored activities) | ||||
| 15 | Other Enterprises | Same as programs 01 through 10 | |||
| 16 | Associated Students | Must be in conformance with the organization's expenditure plan as approved by the Services and Activities Fee Committee. | Purchases which do not conform to the organization's expenditure plan as approved by the S&A Fee Committee. | ||
| 17A | Scholarships/Fellowships, Development Funds | Must be in conformance with stated desires of donor and the Establishment of Fund form. | Purchases which conflict with donor's stated desires. | ||
| 17C | Agency Accounts (non-WSU) | Must be in conformance with the organization's objectives and/or mission. | Purchases which conflict with the organization's objectives and/or mission. | ||
| 19 | Service Funds | Same as programs 01 through 10 | |||
| 19B | Computing Services | Same as programs 01 through 10 | |||
| Various | Capital Funds | Same as programs 01 through 10 | |||
| * This listing is not meant to be exhaustive. ** Specific listed items could be legitimate purchases in certain unusual situations. Contact Purchasing Services for clarification in such cases. | |||||