Approval Date: 2014-03-13
Effective Date: 2014-03-13
Review Date: 2018-03-13
The Department of Financial and Administrative Services is responsible to the Vice-President (Administration and Finance) for the administration of this policy and these procedures.
To ensure that procurement of goods and services provides the best value to the University and is undertaken in an open, competitive, ethical , socially responsible and environmentally responsible manner while remaining in full compliance with legislation.
All employees authorized to make purchases on behalf of the University and all purchases from all funds administered by the University, irrespective of the sources of funding, specifically including: operating funds, trust funds, discipline funds, grant funds, ancillary enterprises and capital funds.
Electronic signature - In accordance with the Electronic Commerce Act means electronic information that a person has created or adopted in order to sign a document and that is in, attached to or associated with the document;
Original Signatures - Original ink signatures and secure electronic signatures; they do not include rubber stamp signatures, digitized signatures and facsimile signatures
Secure electronic signature - an electronic signature that is unique to the person making the signature and the technology or process used to make the signature is under the sole control of the person making the signature.
Total life-cycle cost - Total cost of ownership over the life of a purchase including planning, design, construction and acquisition, transportation, operation, maintenance, renewal and rehabilitation, depreciation, financing costs, cost of disposal, etc.
Unit - Academic or administrative unit as defined in the University Calendar
Unit Head - For the purposes of this policy, unit head is the term used to mean Deans, Department Heads, Division Heads, Heads of Schools, Directors, Executive Directors, University Librarian, University Registrar and other senior administrators at a comparable level; Associate Vice-Presidents and Vice-Presidents, as applicable.
University – Memorial University of Newfoundland
1. Purchasing Authority
1.1 In accordance with the Memorial University Act, the Board of Regents has authority for the management, administration and control of the property, revenue, business and affairs of the University, which includes purchasing.
1.2 Senior administration of the University has assigned specific purchasing authority to certain units, as outlined in the related documents "Schedule of Purchasing Authority and Approvals" and "Special Purchase Approval" and to specific positions/individuals. This authority may be periodically revised as necessary by the Vice-President (Administration and Finance) to meet operational requirements.
1.3 Only duly authorized individuals may commit the University to purchase agreements of any type. Unauthorized individuals who make such commitments may be held personally responsible for any resulting obligations.
1.4 Original signatures are required to authorize purchasing.
2.1 Purchasing must be conducted with the objective of obtaining best value for the University over the life of the acquisition while ensuring proper stewardship of resources.
2.2 Purchasing must be conducted in a fair and transparent manner, and where legislation, University policy and/or procedure dictate, follow a competitive procurement process.
2.3 Individuals making purchases on behalf of the University shall conduct themselves in an ethical manner, ensuring compliance with University-wide policies, in particular the Conflict of Interest Policy and with the Purchasing Code of Ethics.
2.4 In keeping with the Memorial University of Newfoundland Sustainability Declaration, the University endeavors to integrate sustainable considerations into purchasing decisions. Purchasing decisions should take into account the following principles:
- Adoption of the concepts of reduce, reuse, recycle
- Conservation of natural resources
- Reduction of carbon emissions
- Reduction of energy and water use
- Utilization of total life-cycle cost in evaluating product cost
2.5 The University is committed to conducting its purchasing in a socially responsible manner by doing business with vendors that commit to demonstrating social responsibility and ethics in their business operations.
2.6 The University is committed to conducting its purchasing in consideration of the health and safety of its community.
Due to the nature of the University's decentralized purchasing function, it is the responsibility of each Dean, Director or Associate Vice President as applicable, to ensure that the Purchasing policy and related procedures are followed.
Schedule of Purchasing Authority and Approvals
Special Purchase Approvals
Purchasing Code of Ethics
Electronic Commerce Act
Public Procurement Act
Contract Administration Policy
Conflict of Interest Policy
Controlled Goods Policy
Determination of Employee or Independent Contractor Status Policy
Gift Acceptance Policy
Tangible Asset Administration Policy
Guidelines for Engagement of External Consultants and Professional Services
Memorial University of Newfoundland Water Pledge
Memorial University of Newfoundland Sustainability Declaration
- Purchasing Procedures - General
- Procedure for Using Petty Cash
- Procedure for Using Purchase Orders
- Procedure for Open Call for Bids
- Procedure for Making Prepayment
- Procedure for Returning a Purchase
- Procedure for Making a Capital Equipment Purchase
- Procedure for Unit Requisitions
- Procedure for Ensuring CSA Approval for Purchases
- Procedure for Receiving Purchased Goods and Services
- Procedure to Use Direct Pay
- Procedure for Using Procurement Card