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Appendix A

PURCHASE APPROVAL EXCEPTIONS LIST

The following list of goods and services require special approvals prior to acquisition. Purchases that require special approvals are to be approved prior to issuance of the purchase order.

Approval to deviate from these approvals should be obtained in writing from the department designated to control the purchase. A copy of this approval should be forwarded to the Department of Financial and Administrative Services with the purchase order or direct pay.

ADVERTISING - for Faculty and Post Doctoral Fellows positions are a department expenditure. Advertising for staff positions is an expenditure of the Department of Human Resources.

AUDIO VISUAL - Repair and maintenance, installations, AV, sound and video and radio communications is required to be obtained from the Department of Technical Services.

BIOMEDICAL ELECTRONICS - Repair and maintenance, scheduled preventive maintenance, pre-purchase consultation, alert management, laboratory, biomedical, radiological and computer equipment services is required to be obtained from the Department of Technical Services, Health Sciences Division.

BUILDING MAINTENANCE AND REPAIRS - All requisitions for physical facility repair, maintenance and renovations should be submitted to the Director of Facilities Management using the approved work order. Departments will not be charged where the request involves work carried out as normal maintenance to existing facilities. Departments are expected to fund extension to services required to accommodate equipment or modified facilities.

CAPITAL EQUIPMENT PURCHASES - require special approvals as indicated in section 1.2.

CARDS - to be sent to external parties from Memorial University are to be purchased from one of the University Bookstores. As an alternative, the Director of Marketing and Communications must approve all cards not purchased from the University Bookstore to esnure appropriate quality and design of the cards and the Division of Printing Services must print the cards.

CLINICAL ENGINEERING SERVICES - Prepurchase evaluation, quality assurance, training, biomedical equipment and radiological equipment is required to be obtained from the Department of Technical Services, Health Sciences Division.

COMPUTERS AND DATA COMMUNICATIONS - Repair and maintenance, installations of microcomputers, terminals and peripherals, data communications and LAN is required to be obtained from the Department of Technical Services.

CONVOCATION EXPENSES - All requisitions for any expenses in relation to convocations or graduations should be submitted to the Director of Marketing and Communications.

COURSES - CREDIT AND NON-CREDIT - Approval is required as per the policy by the Director of Human Resources.

DIVING EQUIPMENT AND SUPPLIES - Requests for diving equipment and supplies should be submitted to the University Diving Officer, Ocean Sciences Centre, for approval. The exception being the Department of Biology.

ELECTRONICS - Repair and maintenance, design and construction, installation, laboratory equipment, scientific instruments, microscopes, balances and security systems, printed circuit board fabrication, installations, testing and measuring equipment, require prior approval from the Department of Technical Services, Sciences or Engineering Divisions.

EMPLOYMENT - All requisitions which require employment or payment for services of a person(s) should be submitted to the Director of Human Resources.

EXTENSION CORDS - In order to ensure the safe operation of electrical systems on campus, it is required that all purchases of extension cords and power bars be approved by the Department of Facilities Management.

FLOWERS - The Director of Marketing and Communications has the authority to co-ordinate the purchase of flowers for a funeral wreath in respect of deceased employees. This policy does extend to making donations to a charity where there is a request for no flowers.

FURNITURE AND FIXTURES - Purchases require prior approval from the Department of Facilities Management.

GIFTS - Are not to be purchased from University funds without the prior approval of the Director of Alumni Affairs and Development, the Executive Director of the Marine Institute, or the Vice President of Grenfell Campus as appropriate. In all cases, gifts will be of a reasonable value.

HOSPITAL SERVICES - Repair and maintenance, preventative maintenance, new equipment inspections, documentation of services, biomedical and laboratory equipment available from the Department of Technical Services, Health Sciences Division.

INSURANCE - Requests for insurance coverage other than group should be submitted to the Department of Enterprise Risk Management.

LABORATORY EQUIPMENT - Refer to "Electronics".

LEASE OR RENTAL OF VEHICLES AND BOATS - All requisitions for purchase, lease or rental of vehicles, fork lifts and boats are controlled by the Director of Facilities Management through Policy V-2.

LEGAL SERVICES - All requisitions for legal services or legal advice must be approved by the Vice-President (Administration and Finance).

LIQUOR SERVICES - The acquisition of liquor services is permitted on a restricted basis in accordance with the University Hosting Policy H-3. Prior written approval must be received from the Department of Financial and Administrative Services. Refer to the copy of the attached Liquor Services requisition.

MACHINE SHOP - Machine shop services, design and construction, repair and maintenance, laboratory equipment, vacuum pump maintenance and preventive maintenance, model fabrication and student projects is required to be obtained from the Department of Technical Services, Sciences and Engineering Divisions.

MARINE SERVICES - Ocean Sciences Centre shop services, repair and maintenance, design and construction and installations is required to be obtained from the Department of Technical Services, Science Division.

MODEL FABRICATION - Design and construction, student projects, non-metal fabrication and shop services is required to be obtained from the Department of Technical Services, Engineering Division.

OFFICE EQUIPMENT - Fax machines and photocopiers require the prior approval of the General Office Supervisor, Department of Financial and Administrative Services, Education Building. The appropriate requisition can be found at Appendix C-17.

OFFICE SUPPLIES - The successful bidder of the office supplies contract was Corporate Express for the period April 1, 2005 - March 31, 2008. All items on the contract are listed in detail on the E-Way System. The University is obliged to order from Corporate Express for contract items. For non-contract items you should obtain three quotes from the various suppliers.

PHOTOGRAPHIC SERVICES AND EQUIPMENT - All purchases of photographic services and equipment require the prior approval of the Director of Management and Communications. The exception being purchases made by the Division of Educational Technology, and the Visual Arts Photography program, and the Library at Grenfell Campus.

POSTAGE - Refer to Policy M-1 for specifics.

POWER BARS - In order to ensure the safe operation of electrical systems on campus, it is required that all purchases of extension cords and power bars be approved by the Department of Facilities Management.

PRINTING, DUPLICATING AND PHOTOCOPYING EQUIPMENT - Purchases, leases and rentals of printing, duplicating and photocopying equipment require the prior approval of the General Office Supervisor, Department of Financial and Administrative Services, Education Building.

PRINTING - No purchases are permitted without the prior approval of the Manager of Printing Services, Department of Financial and Administrative Services, per Policy P-5 .

PUBLICATIONS - No purchases are permitted without the prior approval of the Director of Marketing and Communications per Policy P-6.

RADIOACTIVE AND ATOMIC MATERIALS - Such purchases have to be co-ordinated with the University Radiation Control Officer.

REFRIGERATION - Repair and maintenance, design and construction, laboratory equipment and installations require the prior approval of the Department of Technical Services, Sciences Division.

RENOVATIONS - are funded through the Department of Facilities Management. Written requests detailing requirements must be forwarded through the Director of Facilities Management for inclusion in their budget proposal.

SAFETY CLOTHING - All requisitions for safety clothing should bear the name(s) of the employee for whom the safety clothing is intended and the unit price of each item. No purchase orders are to be issued, as the employees are to be reimbursed directly.

SCIENTIFIC INSTRUMENTS AND EQUIPMENT - Refer to "Electronics".

SCIENTIFIC GLASSBLOWING - Design and construction, repair and construction, installations and laboratory equipment is required to be obtained from the Department of Technical Services, Sciences Division.

SECURITY SYSTEMS - Refer to "Electronics".

SPACE RENTAL - All requisitions for the renting of space require the prior approval of the Director of Facilities Management.

SURPLUS EQUIPMENT - Disposal of surplus equipment should be requested from the Director of Facilities Management in accordance with Policy S-5.

TECHNICAL SERVICES - All requisitions for technical services should be submitted to the Director of Technical Services using the approved Technical Services Requisition form.

TELEPHONES AND TELEPHONE SERVICES - All requisitions for telephones and telephone services should be submitted to the Telecommunications Office, Computing and Communications.

UNIVERSITY CLOTHING - The purchase of University logo clothing is only permitted when required for University business where visibility of the Memorial branding is important. This clothing is to be purchased from one of the campus bookstores. Prior approval of the Dean or Director of the unit is required. This policy excludes uniforms and protective clothing.

WELDING AND FABRICATION - Complete welding services, sheetmetal fabrication, design and construction, repair and maintenance and laboratory equipment, model fabrication and student projects is required to be obtained from the Department of Technical Services, Sciences and Engineering Divisions.

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