Purchasing
Prohibition of Confirming Transactions - 5C1
As a state entity, the University must comply with the requirements of the Illinois Procurement Code (30 ILCS 500) and University procurement policies and procedures. Accordingly, these laws and policies require authorization to make purchases and in addition, require a fully executed contract and/or Purchase Order in advance of goods and services being provided. A confirming transaction is one in which the request for the contract and/or Purchase Order is submitted to the Purchasing Department after the receipt of goods or services by the end-user. Confirming purchasing transactions are a violation of University policy and the Illinois Procurement Code.
Only the Director of Purchasing and their designees are authorized to execute contracts and commit the University for the purchase of goods and services. Commitments by any other employee of the University are not legally binding on the University and may result in personal liability for the debt which is created.
The Purchasing Department has been authorized to establish expeditious purchasing procedures to handle small purchases of commodities and certain types of services to assure that all payments to vendors will be authorized and when required encumbered, prior to the commitment of University funds. This includes designating University employees as Procurement Card (P-card) users.
Approved by Chancellor effective 12/11/24
This policy was issued on December 13, 2024, replacing the February 1, 1996 version.
Document Reference: 5C1
Origin: OP 11/23/70; OC 12/11/24
