Policies

Please remember that BSU and NTC purchasing guidelines apply to all BSU and NTC purchases, whether by purchase order or purchasing card, and regardless of the type of account (i.e. 9 ledgers, summer session profit accounts, grant accounts, etc.).

Please note the purchasing dollar thresholds for quotes and bids, which are on a table at the bottom of this page.

If you have any questions, please contact the Purchasing Office at 755-2044 or ssteffen@bemidjistate.edu

NOTE****Once you submit a PO and all of the required documentation to the Purchasing Office, please allow up to 48 hours to process the PO.

Click here for: NTC Purchasing Procedures

State Law Regarding Encumbrance of Funds:

Minnesota state law requires the encumbrance of funds, either by a purchase order or a purchasing card, BEFORE an order is placed or services are rendered. This includes food service orders. In addition, consultant contracts must be fully signed AND funds must be encumbered by a purchase order BEFORE any work begins under the contract. Anyone who violates this requirement will receive a memo and be required to explain why they violated Minnesota Statutes 16A.15, Subdivision 3.

MnSCU Board Policies:

The MNSCU Board Policies concerning Purchasing are at the following website: http://www.mnscu.edu/board/procedure/514p5.html Particularly note Part 5 about Encumbrances, Part 6 about Prepayment, and Part 10 about Targeted Group Businesses.

MnSCU Purchasing Control System:

The MNSCU PCS (Purchasing Control System), is used to create purchase orders for supplies, materials, equipment and services to be purchased for your department or area. Each department is responsible for choosing an appropriate person(s) to have access to PCS for the purpose of entering purchase orders. If you need training to use the MNSCU PCS system, please contact the Purchasing Office.

Purchasing Cards:

Bemidji State University and Northwest Technical College participate in a MnSCU contracted purchasing card program. Information governing the use of purchasing cards is available at: BSU Purchasing Cards

Consultant Contracts:

Information governing professional/technical consultant contracts is available at: Consultant Contracts

Food Purchases:

Anytime you are purchasing food to feed faculty or staff (including student workers), an approved Special Expense Request Form is required PRIOR TO THE EVENT. The Business Manager and/or appropriate Vice President will decide whether or not the request can be approved and the event can proceed.

Memberships & Subscriptions:

The preferred method to initiate payment for memberships and subscriptions is with a purchase order, rather than requesting reimbursement on an employee expense report. Memberships and subscriptions must be paid for in the appropriate fiscal year of their occurrence. Please do not leave memberships until the end of the fiscal year to pay, nor try to pay for them in a different fiscal year than they occur. The Purchasing Card is NOT allowed to pay memberships and subscriptions.

Conference or Workshop Registration Fees & Travel Expenses:

Conference or workshop registrations and travel expenses are NOT allowed by purchase order NOR by purchasing card. Please refer to the Business Office website for instructions on university travel procedures and reimbursement or contact the Travel Desk at 755-2850 (Deputy 203).

Signature Authority:

Deans, chairs, faculty, and staff do NOT have legal authority to sign documents nor enter into agreements on behalf of Bemidji State University or Northwest Technical College. Depending upon the type of agreement/document, it may need signature by the Director of Logistical Services, the Business Manager, a Vice President or the President. In addition, such agreements may require review by the Attorney General's Office before we can agree and sign. If you are asked to sign an agreement on behalf of the university, please send it to the Director of Logistical Services (Box 8) for review and determination of appropriate signature authority.

Obtaining Quotes:

When obtaining quotes, do NOT show vendors quotes from their competitors. This gives an unfair advantage. Price quote information is not public until after the purchase is made and then it must be requested from the Purchasing Office. The best way to obtain comparable quotes is to prepare a document listing the product(s) you want to purchase and leave blanks for the vendor to fill in prices.

MnSCU Board Policies

MnSCU Board Policies for Purchasing

MnSCU Board Policy Index