Purchasing Services

Purchasing Policy

PCard Policy

PCards and Emburse

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Mission Statement

Our mission is to offer professional procurement services that add value, align with departmental goals, and uphold an open and fair competitive process. We aim to oversee the efficient and effective use of University funds by adhering to the Utah Procurement Code, USHE Purchasing Policies, and University-specific procurement policies while fostering a productive environment and maintaining high service standards in procuring goods and services.

Vision

Provide valued customer service using business best practices to improve processes, maximize purchasing effectiveness, and safeguard the University’s resources.

PCards & Emburse Enterprise

For improved navigation and a more user-friendly experience, we’ve created a separate PCard & Emburse website dedicated to Purchasing Card processes, expense management, training resources, and user support.

PCard & Emburse

Purchasing Basics

Learn the fundamentals of purchasing at Utah Tech University, including responsible stewardship of public funds, understanding best value versus lowest cost purchasing decisions, updated dollar threshold guidelines, and an overview of purchasing requirements and expectations.

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Purchasing Flowchart

Use the Purchasing Flowchart as a step-by-step guide to determine the appropriate procurement method based on the type, dollar amount, and complexity of the purchase. This tool helps simplify the purchasing process and improve compliance.

Visual Flowchart

Solicitations & Contracts

Explore procurement methods including informal and formal solicitations, sole source purchases, and cooperative or state contracts. This section provides guidance on when each method is required and how Purchasing supports the competitive procurement process.

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Dollar Threshold Update!

Dollar thresholds ensure purchases receive the appropriate level of review based on risk, complexity, and value. Smaller purchases can move quickly, while higher-dollar purchases require additional oversight to ensure compliance with state regulations, university policy, budget controls, and competitive procurement requirements. These thresholds align with Utah State procurement rules, which require increased competition and documentation as spending increases to ensure fairness, transparency, and best value. The University’s internal thresholds are structured to match these requirements, helping maintain compliance while keeping lower-value purchases efficient.

Utah Tech University is updating its Small Dollar Purchasing Threshold and clarifying Purchasing Card (PCard) guidelines to improve efficiency while maintaining compliance with state procurement code and University policies. Effective July 1, 2026, the small-dollar purchasing threshold for goods and services will increase from $5,000 to $10,000 per transaction, with a $50,000 annual vendor spending cap requiring formal solicitation once reached. These updates reflect current market conditions and align with peer institutions while continuing to emphasize fiscal responsibility and proper oversight.

View each commodities threshold here

For purchases that are exempt from competitive solicitation, please refer to the FAQs below

Purchasing Basics

A VISUAL REPRESENTATION OF HOW SPENDING PUBLIC FUNDS WORKS!

This guide illustrates how public funds are managed
1

Budget Planning & Allocation of Funds

Each year, the Institutional Planning & Budgeting develops and allocates an approved operating budget to support the University’s programs, services, projects, departments, and overall institutional priorities. Once approved, funds are distributed across departments and areas of campus to support operational needs, student success initiatives, academic programs, events, equipment purchases, services, and other University functions.

While spending budgeted funds can be exciting and necessary for supporting departmental goals, all purchases made with public funds must comply with Utah State Procurement Code, USHE policies, and University procurement policies and procedures.

2

Procurement

Although procurement requirements and approvals may sometimes feel time-consuming, these processes are in place to ensure fairness, compliance, financial accountability, audit readiness, and protection for both the University and its employees.

Prior to committing to a purchase, departments should contact Purchasing – we have the expertise and established processes to ensure compliance, identify available contracts or cooperative agreements, and help secure the most cost-effective and appropriate purchasing option for the University. Before making any purchase or committing University funds, departments must obtain the appropriate approvals from Supervisors and Budget Administrators, and when applicable, the Purchasing Office and other reviewing departments such as IT, Facilities, Legal, Safety, or Grants.

3

Expenditure

Once approvals are obtained, the next step is determining the appropriate procurement and payment method based on the type, purpose, and dollar amount of the purchase.

  • PCards: Purchasing Cards are issued with University approval and are intended for approved small-dollar purchases within the cardholder’s assigned spending limits. While convenient, all PCard purchases must still comply with procurement policies and documentation requirements.
  • Purchase Requisitions & Purchase Orders: Purchases that exceed the small-dollar threshold, or otherwise require additional procurement review, must be submitted through a Purchase Requisition process. Once reviewed and approved, Purchasing Services issues a Purchase Order (PO), which serves as the University’s official authorization to the vendor and helps encumber funds until payment is completed. This overall process helps ensure transparency, responsible stewardship of public funds, accurate financial tracking, policy compliance, and accountability throughout the entire purchasing lifecycle.

Purchasing Flowchart

✅ Step 1: Identify the Need & Determine Purchase Path

What happens in this stage:

  • The process begins when a department/program recognizes a need for goods or services.
    • If the request is within your PCard limit and under $4,999 we encourage you to use your PCard
      • The only exception is when a vendor does not accept credit card payments.  In that case, send a completed Purchase Requisition and invoice to purchasing@utahtech.edu
      • For all other requests, contact Purchasing
  • Before reaching out, please have the following information ready:
    • A clear description of what is needed
    • Identification of any other departments that may need to be involved (e.g., IT, Facilities, Legal, etc.)
    • An estimated total cost

Summary: Key Decision – Total Cost Drives the Process

Purchasing requirements are determined by the total cost of the purchase:

  • Under $4,999 → Typically use a PCard
  • $10,000–$50,000 (Goods/Services) → Requires 3 quotes
  • $25,000–$50,000 (Construction) → Requires 2 quotes
  • Over $50,000 (or higher thresholds as applicable) → Requires a formal bid process

Goods, services, software, and professional services follow increasingly stricter requirements as the dollar amount increases.

👉 At this point, the appropriate purchasing method and approval path is determined.

✅ Step 2: Get Approvals & Gather Required Documentation

What happens in this stage:

  • Before moving forward, the requestor must:
    • Obtain all required approvals:IT, Legal, Grants, Budget, etc.
    • Ensure compliance with policy requirements

Requirements based on cost level:

  • Informal solicitation/quotes required:
    • Must come from separate vendors
    • Must be evaluated before vendor selection
      • Purchasing is happy to help with this step; however, requestors are also welcome to obtain multiple quotes. All estimates/quotes must be on company letterhead and compare goods or services on an apples-to-apples basis. If a vendor is unable to provide a quote for the requested item, please include documentation of your communication with the vendor as evidence of your attempt to obtain quotes.
  • Formal solicitations (for higher dollar purchases):
    • Managed by Purchasing only
    • Publicly posted for competitive bidding
    • Process may take 3 – 6 months.

🔑 Important:

  • Even if a purchase order is not required, the requestor is still responsible for:
    • Approvals
    • Completing a requisition
    • Attaching estimates/quotes and vendor setup info

✅ Step 3: Submit Purchase Requisition & Compliance Check

What happens in this stage:

  • The requestor submits a Purchase Requisition to the Purchasing office
    • with the included files:
      • Valid estimate/quote
      • Supporting documents
        • Multiple quotes
      • Required approvals and signature

Purchasing Review:

  • Purchasing verifies:
    • Vendor is set-up in the system
      • If this is a new vendor you must submit the vendor’s W9 with the paperwork
    • Documentation is complete
    • Budget is available
    • Policy compliance

Decision Point:

  • ✅ Compliant → Move forward
  • ❌ Not compliant → Returned to requestor for corrections

👉 This is the main control checkpoint before money is committed.

✅ Step 4: Issue Purchase Order, Receive Goods, & Close Out

What happens in this stage:

1. Purchase Order Issuance

  • Purchasing creates and sends the Purchase Order (PO) to the vendor & copies the requestor
  • No work or delivery should begin until the PO is issued

2. Order Fulfillment

  • Vendor delivers goods/services
  • Requestor confirms receipt

3. Invoice & Payment

  • Vendor sends invoice directly to Accounts Payable
    • Accounts Payable verifies:
      • Delivery of goods or rendering of services have been completed

4. Closeout & Audit

  • Requestor confirms completion for payment
  • PO is closed

Solicitations & Contracts

A solicitation is the process of selecting the best vendor for your needs. Solicitations can come in many shapes and sizes and must always be fair and transparent. Purchase types and dollar amounts determine which type of solicitation is best (or required).

Types of solicitations:

  • Small Dollar Purchases: Purchasing Card (PCard)
  • Informal Solicitations: Multiple quotes required
  • Large Dollar Purchases: Formal solicitation required
  • Sole Source: Single-provider justification required

Informal solicitation

Informal solicitation are conducted when the total amount of the cart is over the small dollar threshold

  • Typically used when the purchase exceeds small-dollar thresholds but does not require a formal bid process
  • Requires obtaining multiple quotes to ensure fair pricing and best value
  • Quotes should be comparable (“apples to apples”) in scope, specifications, and terms
  • Quotes must be documented and retained (company letterhead preferred when available)
  • Purchasing can assist with obtaining or reviewing quotes if needed
  • May be used to support competition and due diligence before awarding a purchase

Formal solicitations

Formal solicitations are required when the total purchase amount exceeds the large dollar threshold and must follow a structured, competitive procurement process in accordance with University policy and the Utah State Procurement Code.

  • Managed and facilitated by the Purchasing Office from start to award
  • Includes defined requirements such as specifications, timelines, and evaluation criteria
  • Ensures transparency, accountability, and best value for the University
  • Results in a formal, legally binding contract or purchase award once completed

Based on Utah procurement practice and statewide guidance, Utah Tech University does post all formal solicitations exclusively on the Utah Public Procurement Place (U3P), which is the State’s official e-procurement system used by agencies and political subdivisions. U3P is the controlled platform for posting, managing, and awarding solicitations, and it serves as the authoritative source for all procurement activity.

 

Sole Source

A Sole Source procurement occurs when only one supplier can provide a product or service and no reasonable alternative exists, often due to proprietary systems, compatibility needs, or specialized expertise. Because competition is not available, these purchases require strong justification and prior approval from Purchasing before any commitment of funds or work.

Key points:

  • Only one viable supplier is available
  • Strong justification and documentation are required
  • Must be submitted to Purchasing for review and approval first
  • A vendor-issued sole source letter alone is not sufficient for compliance
  • Approval is not automatic and may require additional documentation
Sole Source - slide 11

Utah State

Cooperative Contracts

Purchasing from vendors with an active Utah State Cooperative contract number helps ensure compliance, saves time, and provides pre-negotiated pricing and terms. These contracts are competitively bid in advance, which means departments benefit from vetted vendors, reduced administrative effort, and better overall value without needing to run a separate solicitation process.

Selecting a vendor with an active UT contract number allows the University to bypass the formal solicitation process because competition has already been completed through the state contract. This streamlines purchasing while maintaining compliance with state procurement code and University policy.

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STATE CONTRACT

FAQ's

When to use Purchasing vs. Your PCard

The Purchasing Office will create a Purchase Order (PO) upon receipt of a completed and signed Purchase Requisition, along with all required supporting documentation to justify and process the purchase.

What do I do if the purchase is above $5,000 but below $10,000? Can I still use my PCard?

  • No. All purchases over $5,000 must be routed through the Purchasing Office for review and processing. The Purchasing Office will verify compliance, confirm appropriate documentation, and issue a Purchase Order (PO). The Purchasing Office will not increase PCard limits to accommodate individual transactions above the approved threshold.  However, for purchases under $10,000, multiple quotes are not required.

What do I do if I have an invoice under the small dollar threshold and no PO was created?

  • If a Purchase Order was not created in advance, the requestor must submit a completed and signed Purchase Requisition to the Purchasing Office. All required approvals must be obtained prior to processing. Once received, Purchasing will review the request and forward it to Accounts Payable for payment processing.

In simple terms:

  • $5,000 & over = Must go through Purchasing (no PCard use)
  • Under $10,000 = No multiple quotes required, but Purchasing still processes the PO
  • No PO? Submit a Purchase Requisition first before anything can be paid
  • Purchasing reviews, approves, and sends to Accounts Payable for payment

 

What is the small dollar purchase limit?

Utah Tech University is updating its Small Dollar Purchasing Threshold and clarifying PCard guidelines to improve efficiency while maintaining compliance with state procurement code and University policy. Effective July 1, 2026, the small-dollar threshold for goods and services increases from $5,000 to $10,000 per transaction, with a $50,000 annual vendor cap requiring formal solicitation once reached. These updates align with current market conditions and peer institutions while maintaining fiscal responsibility and oversight.

View each commodities threshold here.

How long does the purchasing process take?

The Purchasing Office strives to review and process requests within 24–48 business hours of receiving a complete request. During peak periods, such as fiscal year-end, processing times may increase to approximately 48–72 business hours due to higher request volumes. Complex purchases, formal solicitations, contract reviews, or requests requiring additional approvals may take longer. Submitting complete documentation helps ensure timely processing.

When is a formal solicitation (RFP/IFB) required?

A formal solicitation (RFP/IFB) is required when a purchase exceeds established dollar thresholds or when competition and transparency are necessary to ensure best value, compliance, and fairness. It is typically required for higher-dollar or higher-risk purchases, complex services, or when detailed specifications, evaluation criteria, and vendor competition are needed.

Formal solicitations are generally required when:

  • The purchase exceeds the small-dollar threshold set by University policy and Utah State Procurement Code
  • Goods or services require competitive evaluation (price alone or best value)
  • The scope of work is complex or cannot be clearly defined in advance
  • Multiple vendors are expected to compete for the award
  • Contract terms, performance requirements, or risk factors require formal review and structure

To submit a request for an RFP/IFB go the link below.

Solicitation Request Form

What is an exempt purchase under Utah Tech University procurement policy?

An exempt purchase is a purchase that is not required to go through the standard competitive solicitation process (such as obtaining quotes, issuing an RFP, or conducting a formal bid) because it falls within a category specifically exempt under University policy or the Utah State Procurement Code.

Exempt purchases generally fall into one of the following categories:

  • Small Dollar Purchases – Purchases below established procurement thresholds, such as:
    • Goods and services under $10,000
    • Construction services under $25,000
    • Enterprise software under $50,000
    • Professional services under $100,000
  • State Contract Purchases – Goods and services purchased through an existing State of Utah contract. These contracts have already been competitively solicited, so additional bidding is not required.
  • Sole Source Purchases – When only one supplier can provide the required good or service. A sole source must be justified and does not mean the vendor is simply preferred, most convenient, or the least expensive.
  • Other Statutory Exceptions – Certain purchases are exempt by their nature, such as conference registrations, hotel accommodations, utilities, and similar categories identified in policy.  A detailed list of exempt categories can found under 221: University Procurement – 4.16

Contact

Schedule a meeting with
Purchasing or Accounts Payable
(UT Staff/Students only)

Reserve the Costco Card
UT has a transferrable Costco Card
that automatically removes tax for every purchase

Liz Stewart

Purchasing Specialist

Email: liz.stewart@utahtech.edu

Phone: 435-652-7613

Office: Holland 542

Malia Tafua

Director of Purchasing

Email: malia.tafua@utahtech.edu

Phone: 435-879-4876

Office: Holland 544

Malia Covington

PT Purchasing Assistant

Email: purchasing@utahtech.edu

Phone: 435-879-4553

Office: Holland 540

Hetiare Tahauri-Atuaia

PT PCard Assistant & Auditor

Email: purchasing@utahtech.edu