The following purchasing basics are intended to summarize general guidance in making
purchases for the University.
- Procurement purchases over $30,001 must be competitively bid.
- Regardless of funding source (E.g., state, grant, foundation), if the purchase and/or
payment goes through Purchasing and/or the Controller’s office, state procurement
rules must be followed.
- No Sales Tax. It is your responsibility to notify the vendor that GSU is a tax-exempt
agency. Click here: TAX ID LETTER; TAX EXEMPTION FORM; GSU W-9 FORM for vendor specific processes to make a tax-exempt purchase.
- Late Fees should not be assessed to the state except in accordance with LA R.S. 39:1695
- No food or beverages for general consumption.
- No Gift Cards/Certificates, nor cash awards.
- All capital purchases of a single item with a value of $1,000 or more should be allocated
to the proper account to ensure tagging by property control.
- No alcoholic beverages or controlled substances.
- Prior approval from the VP of Finance for all reimbursements. Original, itemized receipts
are required for payment for reimbursement.
- Ensure available funding and proper approval prior to purchase.
- If funding is not available at the account level, a budget transfer must be sent to
the Budget Office prior to purchase.
- Obtain all necessary approvals on Check Requests and Change Orders prior to submitting
- Purchases must be received, invoiced, and paid within the same Fiscal Year.
- When entering a Requisition in Banner, it is important to note that the Transaction
Date will determine the Fiscal Year for which the transaction will be reported.
- All purchases are for authorized University use only (not for personal use).
- All contracts must be prescreened by Purchasing and Compliance to ensure compliance with state required verbiage.
- Contracts can only be signed by the Delegated Authority for the University.
- Auto renewal language in contracts is not permissible.
- If travel is part of a contract, the travel must be in compliance with PPM49 travel regulations.
- No Advance Payments.
- Personal, Professional, Social, and Consulting Services (PPCS) require a contract
and may require a competitive RFP process above certain dollar threshold.
- When drafting a contract, always use the most current contract template available on the Purchasing website.
- Vendors working onsite may be required to sign a Worker’s Comp and Indemnification
release form and provide the University with a Certificate of Insurance.
- Purchase from State Contracts when available, but note that some state contracts still require competitive bids
(E.g., LAPS contracts require at least 2 competitive quotes when the price exceeds
- Include a vendor number on all check requests. If you have a NEW Vendor, please send the vendor’s W9 to the Purchasing Department for Vendor Number assignment.
- Technology quotes should be obtained through Jordan Butler in the IT Department to ensure device compliance with University standards.