Purchasing Policies
The Purchasing Office provides assistance to all departments in purchasing office supplies, equipment, furniture, fax machines and copiers. Most other purchases and related contracts are done at Haverford on a decentralized basis. The following policies apply to all purchases of goods and services by Haverford employees and departments:
- All purchases and expenditures of College funds must meet the ordinary business standard of reasonable and necessary, with prudent consideration of the College's limited financial resources.
- Every reasonable effort must be made to obtain the best possible quality, service and price. Even for routine purchases, vendor prices should be checked periodically with those of reliable competitors.
- For non-routine purchases and contracts over $15,000, competitive proposals (Competitive Bidding) should always be solicited and evaluated.
- Only authorized employees may make purchases on behalf of the College. These include department heads, faculty with restricted funds, or their designees. Purchases and contracts over $20,000 require the written approval of the President, Provost, or Vice President for Finance and Administration, and purchases over $100,000 require two such written approvals. The Director of Facilities Management is authorized to approve facilities purchases and contracts up to $50,000 without countersignature. A completed and properly approved purchase order should normally be used for larger purchases and is available from Kathy Salute and Pierrette Picard in the Business Office.
- Purchases should not exceed budgeted amounts or, in the case of restricted funds, the restricted fund balance. Purchases are subject to further review by the Business Office and the appropriate senior administrator.
- Purchases for personal use or gain are strictly prohibited. The College's Conflict of Interest Policy applies to all purchases and contracts.
- These policies also apply to all expenditures made with College credit cards. Monthly credit cards statements must be reviewed and approved by the appropriate department head or faculty member, in accordance with the Haverford College Credit Card Program Procedures.
Detailed procedures for Purchasing and Accounts Payable and for Business Travel are described in the College's Accounting and Business Policies and Procedures Manual.