How to Buy
Step 1 - Planning
Planning ahead gives the end user/department more options in the purchasing process. To save time, plan ahead.
Determine whether the goods or services you wish to purchase are available on a state contract. Another option is to check ISU Surplus for previously used items that are available at considerable savings. If planning to use a Purchase Order, log onto BANNER FTIIDEN for a list of registered vendors. If a vendor isn't listed you have two options:
- Send the Vendor Registration Form and the W9 to the new vendor you plan to use. Once obtained from vendor send to email@example.com. If you do a requisition you will note in your comments, New Vendor. In Document Text, you will type in the vendor's contact information. OR,
- Send the vendors contact information to firstname.lastname@example.org and Purchasing will contact the vendor and obtain the vendor registration form and W9.
Step 2 - Buying Limits
The required solicitation process is determined by the dollar amount of the purchase and includes shipping and handling, and the commodity type. Please contact the buyer for the good and service you need to discuss the process and requirements.
Unsure of which method, click here for more detail Procurement Method Determination
See the exemption items list for guidance on specific goods/services.
Step 3 - Buying Methods
When planning to buy goods and services for the University, it's helpful to know the buying methods that are available to you and when it's appropriate to use them.
Goods and Services
Responsibilities of the Purchaser
All faculty and staff at Idaho State University are required to adhere to the intent and spirit of the Purchasing Policies and Procedures. They are designed as a means to acquire the necessary goods and services as effectively and economically as possible, while also maintaining compliance with the laws of the State of Idaho. Employees are subject to penalties as described in Idaho Code, including, but not limited to, those in Section 67-9231.
Employees are prohibited from obtaining goods or services by avoiding the competitive process through such actions as splitting purchases, creating false emergency situations, and purchasing outside open contracts without authorization.
Any effort to circumvent or abuse State and University Purchasing Policies and Procedures will not be condoned and is subject to disciplinary action up to and including dismissal.
All employees are involved in business transacted by the University in one form or another, including those using the University PCard. Each employee has a personal responsibility to conduct University business in an ethical manner, as described in Idaho Code Section 67-9233.
Conflict of interest
A conflict of interest is described as having a private interest that competes with your professional obligations with ISU to a degree that an independent observer might reasonably question whether your professional actions or decisions are materially affected by personal considerations, including but not limited to personal gain, financial or otherwise.
Influencing/conspiring to influence
The University prohibits the influencing or conspiring to influence purchasing decisions and contract awards. Attempts to influence may include kickbacks and bribes, peddling or payment of a fee, back door selling, hard-sell tactics, fraternization, or offering gifts to avoid following published procedures or gain advantages.
Idaho State University
921 S. 8th Ave., Stop 8110 Pocatello, ID 83209
Administration Building, Room 114
Monday-Friday 8:00 a.m. to 5:00 p.m. MT
Requisitions to encumber FY 2019 funds are to be received by Purchasing Services:
- No later than March 15 if value of the purchase is $250,000 or greater,
- No later than May 3 if the value of the purchase is less than $250,000.
- Grant funded requisitions requiring delivery of goods by the end of June must be received by Purchasing Services no later than March 15.
The last day to create Purchase Orders for FY2019 is June 14. Items ordered for FY 2019 must be received by Jun 28, 2019.
P-Card purchases to encumber FY 2019 funds are to be completed by the following dates:
- To place order... no later than June 14
- Orders must be received... no later than June 25
- P-Card holder must reconcile... no later than June 25
- Final P-Card approval... no later than July 8