Board of Trustees Schedule and Approval Thresholds

Approval Thresholds

The following purchase transactions require prior approval by the Board of Trustees:

• Contracts for professional services requiring payment by the University in one fiscal year: $1,000,000 or more

• Purchases of supplies, equipment and non-professional services requiring payment by the University in one fiscal year: $1,000,000 or more

• Individual capital project budgets: $5,000,000 or more

• Contracts for professional services related to capital projects requiring payment by the University: $1,000,000 or more

• Construction contracts requiring payment by the University: $2,500,000 or more

Change orders related to medical center operations that exceed 25 percent of the original Board approved contract or purchase agreement, and change orders that are not related to the medical center operations that exceed 5 percent of the original Board approved contract for construction or professional services or original Board approved purchase agreements for supplies or equipment, will be reported to the Board at its next scheduled meeting but will not require prior authorization of the Board.

Department Deadlines for Submission of Documentation to the Purchasing Division for the Bi-Monthly Board of Trustees Meetings for FY13

Below are the deadlines for departments to submit documentation to the Purchasing Division for purchases at or above the Board approval level to be placed on the agenda of the Board of Trustees meeting. All formal bidding, bid evaluations, sole source requests, justifications, and administrative approvals must be accomplished on or before the deadline for submission to the Purchasing Division.

There is a separate deadline for when sole source requests are due to the Purchasing Division. Public Act 96-795 (Senate Bill 51), which became effective on July 1, 2010, requires a public hearing for all sole source purchases. In order to allow sufficient time to conduct the hearings and process the requests, a separate set of due dates for sole source purchases has been established. Departments should note that failure to provide the appropriate documentation by the specified deadlines may result in delay in issuing a Purchase Order and/or contract since approval may be required at a subsequent Board meeting. The deadlines are as follows:

Please ensure a copy of this information is given to each of the operational personnel in your area who are responsible for initiating and coordinating purchase requisitions.

If you have any questions, please contact your campus Purchasing Division.

Last Updated: May 23, 2012