As part of our continued efforts to improve financial stewardship, strengthen internal controls, and simplify administrative processes, University leadership has updated and approved several campus-wide financial and procurement policies. These policies establish clear expectations for purchasing, contract approval, and the appropriate use of University funds. They are intended to protect both the institution and our employees while creating a more consistent process across campus.
While many of these practices have existed informally, these policies create a consistent, transparent process that applies across the University.
The policies may be found on the UHart secure site. (Login credentials required.)
Procurement Policy
The updated Procurement Policy establishes a standardized process for purchasing goods and services with University funds. It is designed to:
- Ensure purchases are made through approved vendors and proper purchasing channels.
- Promote responsible stewardship of University resources.
- Standardize procurement practices across all departments.
- Require appropriate approvals before purchases are made.
- Reinforce competitive bidding requirements for purchases over $10,000, when practical.
- Require review of technology purchases to ensure compatibility and cybersecurity compliance.
- Continue the University's commitment to sustainable purchasing whenever financially feasible.
Contract Review and Signature Authority Policy
This policy clearly defines who has authority to approve and sign contracts on behalf of the University and outlines the review process based on contract value and risk.
Highlights include:
- Clear expenditure and signature authority by organizational level.
- Required legal and/or Finance review for higher-risk agreements, including contracts with unusual terms, multi-year commitments, data security implications, intellectual property provisions, or significant financial obligations.
- A standardized contract routing and review process managed through the Procurement Office.
- A reminder that employees may not sign contracts unless specifically authorized to do so.
Disallowed Administrative Expenses
The updated Disallowed Expenses Policy clarifies expenses that generally may not be charged to University accounts. Examples include:
- Personal expenses
- Gifts
- Routine office food and beverages
- Alcohol (except approved University-sponsored events)
- Flowers and decorations (except limited approved circumstances)
- First-class travel and other non-business travel expenses
- Parking fines and similar personal costs
The policy is intended to promote consistent stewardship of University resources while providing clear guidance to departments on allowable expenditures.
Additional Information
Additional procedures, forms, and training resources will be available on the Procurement page of the University website. Employees are encouraged to review the policies before initiating purchases or executing agreements.