BYU-IDAHO Contracts, Negotiations & Signing Authority Purchasing & Travel Management A Contract represents a meeting of the minds of two or more parties Definitions (see: http://www.byui.edu/financial-services/contract-execution-policy) Purchase Order: A legal document issued by the University's Purchasing and Travel Department to a supplier which describes product specifications or scope of work, quantities, and agreed upon prices for products or services to be provide. Contract: Any agreement, written or oral, that creates a binding obligation, right, or liability for the University. An agreement may be a binding contract even though one party provides something of value to the other party at no charge.

BYU-IDAHO Contracts, Negotiations & Signing Authority Purchasing & Travel Management II. Policy (see: http://www.byui.edu/financial-services/contract-execution-policy) The authority to execute contracts is vested in the officers of the university by the Board. The officers may delegate specific authority to others as required to effectively conduct the business of the university. Delegation of such authority shall be done in writing and be included in the appropriate procedures of the department. Purchasing will be included in all contract negotiations unless a specific exception has been approved by an officer of the university. Purchasing is authorized to execute purchase orders and contracts according to established purchasing policies and procedures against approved budgets and projects in response to requisitions from authorized account stewards. Purchase orders/contracts in excess of $90,000 must be signed by an officer of the university. Purchasing and Travel employees have documented signing limits for purchases up to $90,000. Multiple year contracts that fall outside of the standard purchase order process or are in excess of $25,000 per year require the signature of an officer of the university. Contracts that have additional risk to the university should also be signed by officers of the University. Purchasing policies and procedure can assist you in navigating these processes. Individuals that have been delegated signing authority act as authorized agents for the University.

BYU-IDAHO Why Purchasing & Travel Purchasing & Travel Management Purchasing & Travel assists in the procurement, contracting and negotiation process: Risk Mitigation Legal advice and review Business analysis and review Terms and conditions that represent university interest

BYU-IDAHO Why Purchasing & Travel Purchasing & Travel Management Purchases and spending limits under $2,500.00 There are often educational or Church and CES contracts that can be utilized to save money and bring additional value. Service purchases should be reviewed for contracting and risk mitigation. Purchases that will be renewed for multiple years should utilize contracts for procurement tracking.

BYU-IDAHO End of Year Appropriated Funds that can be encumbered Purchasing & Travel Management Appropriated Funds that can be encumbered Account numbers starting with “1” A Purchase Order needs to be processed before December 31st Items do not have to be received before the end of the year, but invoices and items should be received by Mid-February Items will be considered encumbered and the dollar amount carried over to the new year. Capital Equipment/Other Equipment Object codes 8400, 8300, 8350 Requests for Capital equipment usually require a longer lead time and departments should plan accordingly Please contact your “Agent” ASAP Travel Reports Reconcile as soon as possible. Any trips completed in 2017 will be charged to 2017. You can schedule 2018 travel now and the account will not be charged till 2018 when the travel happens. P-Card Purchases Purchases need to be made no later than the 20th of December for 2017 calendar year

And there came a certain poor widow and she threw in two mites... BYU-IDAHO 2018 Stewardship Review Purchasing & Travel Management Are you prepared for stewardship review for 2018? We can help you. Justification and Preplanning Preliminary Budgets and Specifications Locating and Contacting Prospective Vendors Communication with Vendors through out the purchasing process. And there came a certain poor widow and she threw in two mites... Thank you