1. Purchase orders may be approved only by the Union Executive Director or his/her designee.

2. Requisitions, supply orders, contracts, etc. are treated as purchase orders.

3. Only the Executive Director can authorize emergency orders without purchase order.

4. An purchases made without the use of an appropriately authorized purchase order, must
be approved by the Executive Director before payment can be made.

5. Informal Bid  Purchases estimated between $0 and $5,000 maybe acquired through the in-formal bid process.  Verbal, telephone, internet, catalog, mail or fax responses are acceptable.
   a. It is recommended that two or more quotes are obtained for purchases estimated up
    to $3,000;
   b. Two or more quotes (preferably in writing) are required for purchases estimated to be
   $3001 to $5,000.
   c. At least three written quotes shall be obtained for purchases estimated to be $5001 to    $15,000. 

6. Formal Bid Process: Purchases estimated at $15,001 and up shall be acquired through
the formal bid process.  Formal bids shall have a written solicitation identifying the desired commodity, or service and have a specific bid opening date and time.
   a. Written bid requests as well as written vendor responses must be provided for all items    over $15,001.
   b. All formal bids must be reviewed and approved by the Executive Director prior to
   being released.
   c. Bid awards shall be made to the lowest responsive bidder meeting the specifications.
   Any bid response which don’t meet bid specifications, shall be rejected.

7. Continuing contracted and recurring purchases of services and supplies which will in total exceed the above recommended quotation limits will be reexamined regularly and at least yearly to ensure the lowest possible cost-result ratio.

8. State contract sources and pricing will be utilized whenever possible, and it is determined to be in the best interest of the University Union.

9. Every attempt will be made to specify and purchase items and services, which have multiple sources availability.  Single source items will be examined closely and carefully to ensure that operating demands actually require that only that product or service will suffice.

10. Receipt of all goods and services will be noted on original packing slips or original invoices as a guarantee of receipt before payment. If original is unavailable, then notation is required explaining the use of a copy and documenting that the copy was supplied by the vendor.

11. A Union staff member other than that person who approves payment of invoice will make signature of receipt.

12. Petty cash: 
   a. Expenditures may be made upon approval of the Executive Director or other management    staff as the Executive Director may assign.
   b. Reimbursement from petty cash will be made only upon presentation of itemized vendor's    receipt, countersigned by the person being reimbursed. Advances from petty cash for    purchase will be made only upon signature noting amount, date and purpose. The signature    slip will remain with petty cash fund until the excess advance is returned with the purchase    receipt
   c. The maximum per transaction purchase made using petty cash shall not exceed $100

13. Corporate Credit Card
   a. UU authorized cardholders may make walk-in purchases; place telephone orders; use
   online service; and receive and confirm purchases not to exceed $1,000 (excluding tax and    shipping) without prior authorization.
   b. Purchases over $1,000 must have prior approval and be consistent with UU Purchasing    Procedures.  See Purchasing Procedures)
   c. No purchases shall be made by credit card over $5,000.
   d. Credit card purchase shall not be split to circumvent purchase limits.

14. Reimbursement for travel expenses shall be in accordance with the provisions established
by the University Union.

15. Major capital outlay and equipment projects shall not be implemented prior to receipt of approval in accordance with the Union Lease Agreement and CSU Union budget requirements.

16. No real estate will be purchased or accepted as a gift without approval by the University President and University Union Executive Director.  The President's office must approve, with prior notification and consultation with the Office of the Chancellor, any contract or other business arrangement involving real property.

17. No contracts shall be entered into which shall require advance payment by the Union for personal services or payment prior to receipt of goods and materials, any exception to this practice will require the written approval of the University Union Executive Director.

18. All sublease agreements must receive prior approval in accordance with the University Union Lease Agreement.

19. In items above, which require action by the Director, an Associate Director may take these actions in the absence of the Executive Director.  Such "actions in absence" shall be limited to only those items necessary for the continuing conduct of business during the Executive Director/Associate Director's absence.