An unauthorized purchase is one where a purchase is made on behalf of the university without the appropriate approvals being secured first.
Examples include an employee purchasing a new office computer on their personal credit card or a supplier doing work for a department without having an official Purchase Order established first.
Acquisition of products or services on behalf of the university requires appropriate approval(s) before the purchase is made.
What are the Authorized Purchasing Methods?
Authorized purchasing methods (in order of preference) include:
See the HOW TO: Buy for a full list of approved procurement methods.
Using one of the official purchasing processes ensures:
- All approvals are properly documented
- The university receives the lowest overall cost
- Liability and insurance concerns are properly addressed
- Purchase meets the requirements of university policy, state and federal codes, and funding sources
The university risks the loss of future funding if proper procurement methods are not followed.
Process for Requesting Reimbursement for Unauthorized Purchase
The process for an unauthorized purchase reimbursement depends on the dollar amount of the original purchase, items/services purchased, if the employee used personal funds to make a purchase, or if the supplier provided products or services without an official university purchase order.
If an employee reimbursement exceeds $500, a Confirming Order Justification form must be electronically attached to the AggieTravel report. All reimbursement requests must include proof of the cash or cash-equivalent payment made by the employee (receipt). Payments made by gift cards, coupons, or other non-cash or non-cash equivalent will not qualify for reimbursement.
The document will be reviewed for appropriate approvals and notes before it is approved and the reimbursement issued.
Can an Unauthorized Purchase Reimbursement Request be Disapproved?
Confirming orders issued to suppliers or reimbursements made to an employee for an unauthorized purchase can be disapproved for multiple reasons, including, but not limited to:
- Use of an inappropriate supplier.
- Purchase not appropriate for university use.
- Price comparison shows the price to be significantly higher than the University’s price (including pricing on Strategic Sourcing Agreements).
Purchases that are not appropriate or necessary for official university business (e.g, personal items) will not be reimbursed.
- PPM 350-10: Procurement: Equipment and Supplies