Purchasing
Effectiveness and efficiency of operations
A. Materials purchased satisfy the University’s requirements and needs.
B. Materials received meet required quality standards.
- Is the entry to facilities checked, appropriate visiting documents issued, and random checks of persons on the premises performed?
- Is the receiving function physically segregated from end users and shipping, unless good business practice dictates otherwise?
C. The receiving process is safe.
- Are vendors notified of University personnel authorized to approve purchase orders?
- Does the system use an approved vendor master file to verify appropriate vendors during purchase order creation?
- Is authorization required for all changes to program routines?
D. Receipts are properly authorized.
- Are only supplies, merchandise, and services accepted that are supported with an authorized purchase order?
- Are receipts without an authorized purchase order or its equivalent returned to the supplier, or investigated for propriety in a timely manner?
- Are all discrepancies noted on the receiving reports and resolved with the supplier?
E. All receipt transactions are reliably processed and reported.
- Is authorization of all changes to program routines required?
- Have objectives been developed for identifying potential candidates for strategic alliances?
- Are integrated system technologies, such as EDI, employed to streamline the accounts payable process and link with strategic partners?
- Is purchasing policy provision for meeting ethical and procedural requirements complied
with when evaluating vendors?