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Procurement Policies and Procedures

When is a Contract or Purchase Order needed for services?

A written Contract or Purchase Order is always required when:

The service is pre-planned, expected, or regularly scheduled; or

The service has unique aspects that could lead to misunderstanding and/or potential legal action between the parties.  In this case, a Contract should be created, (not a Purchase Order).

Some examples include: a person delivering a workshop or presentation; a person or group providing entertainment or an exhibit; a company building or renovating a facility; a company performing preventive maintenance on equipment; a company doing roof repairs; a large off-site conference hosted by Tech.

A written Contract or Purchase Order is recommended, but not required, when:

The service is routine in nature and involves very little risk to Tech students/employees, Tech property, and the Contractor.

Some examples include: fleet vehicle maintenance and small dollar repairs performed by the manufacturer or dealership; uniform cleaning or altering; vehicle cleaning; musical instrument repair.

A Contract or Purchase Order is never required when:

Booking air travel and hotel rooms for individual travel.  These expenses are covered by our general travel policy.

Reimbursing an individual for travel expenses only, (i. e., no fee or honorarium is being paid).  These expenses can be paid via the Check Request Form and attaching the Speaker Reimbursement Form.