"Unauthorized Purchase" is an agreement, a commitment, or an order for goods or services, or changes to existing contracts by any person who does not have express written delegation of procurement authority to bind the University. This includes changes under existing contracts that are made by person who do not have delegated procurement authority. Unauthorized purchases are not binding on the University. Procurement transactions in excess of a person's delegated authority are also considered unauthorized.
Unauthorized Purchases include:
- Making commitments with grant money without the required approval of the Grants & Contracts Office or the Procurement Services Department.
- Placing an order after submitting the requisition on the assumption that a purchase order has or will be approved.
- Coercing a vender to initiate an order on the promise that a PO will be forthcoming.
- Using personal funds to make a purchase of goods or services that would normally require Procurement Services' involvement to secure competition, approve sole source, or otherwise comply with State law and Board of Regent policy. The University is not obligated to reimburse and employee who takes such action.
- Failure to timely submit a requisition for renewal of on going services such as maintenance agreements, etc.
Unauthorized purchases may be ratified in accordance with delegated authority if funds are available, if it is the best interest of the University, the commitment would other wise had been proper.
However, the individual who made the unauthorized purchase the may be financially liable if the procurement officer recommends and the campus chief financial officer agrees that the University is not obligated for all or some portion of the debt.