Making a Purchase

Purchasing procedures require that the value of items purchased be $5,000 or less and be from the supplier that provides the best value to Baylor University. It is policy to seek competition and the lowest prices within the parameters of quality and delivery. Accordingly, when making a purchase, the Cardholder will take reasonable steps to assure the best price.

A Cardholder will use the following checklist when making a purchase:

• Select Supplier - Solicit from an adequate number of sources to assure the best price, quality, and delivery. Verify current price listing for suppliers who furnish standing price quotations or catalog prices on a recurring basis.
• Once a supplier is selected and confirmed that the goods are available that meet the specification and delivery requirements:

• VISA - Confirm that the supplier accepts VISA.
• Sales Tax - Inform the supplier that the purchase is for Baylor University and is sales tax exempt. For more details, see Tax-Exemption.
• Shipping Information - Direct the supplier to include the following information on the shipping label and packing list:
  
  • Cardholder's name and telephone number
  • Complete campus delivery address
  • The words "Purchasing Card Purchase"
  • The supplier's order number