EFFECTIVE DATE: September 09, 2020
ISSUE #: 6
PRESIDENT: Antonio Tillis (Interim)
PURPOSE
This document outlines the general power and responsibilities of all procurement departments
and the options available for making purchases of commodities and services from outside
vendors utilizing all university funds. This policy applies to purchases of goods and services
from outside vendors. Procurement of goods and services from university departments is
handled through SC Vouchers (SCVs).
DEFINITIONS
2.1 Local (Non-State) Funds: Funds under the general authority of the university used to
provide for expedient procurement of goods and services necessary to support University
of Houston-Downtown (UHD) mission, goals, and objectives. Local Funds cannot be used
for political aid, retained counsel fees (unless authorized by the office of the Attorney
General of Texas). For the purposes of this policy, all university funds are included except
state funds. (Although this category includes sponsored project funds, the restrictions of
the particular funding agency supersede university guidelines for local funds, if applicable.)
2.2 State Funds: Funds appropriated by the State Legislature including, but not limited to,
education and general funds, Higher Education Assistance Funds (HEAF), and Advanced
Research Project (ARP) and Advanced Technology Project (ATP) funds. Higher Education
Assistance Funds (HEAF) may also include proceeds from sale of bonds collateralized with
HEAF funds.
2.3 State Contract: A contract awarded by the Comptroller of Public Accounts in order to
establish a source of supply for goods and services used in volume by a majority of the
state agencies. Term contracts are awarded when the prices for goods and services are firm
for the duration of the contract or when they are adjusted upward or downward under
defined conditions. Contracts are based on estimated quantities needed over a period of
time specified by the Commission (usually 12 months).
POLICY
3.1 University purchases are subject to all limits, policies, and procedures set by the
Comptroller of Public Accounts and other state and federal laws and regulations.
3.2 Funding Accounts outline the procurement options by fund type and dollar range.
3.3 No person has the authority to bind UHD contractually, except in accordance with this
policy.
PROCEDURES
4.1 Policies and procedures governing procurement at the university and expenditure of
university funds may be found in the UHD Financial Affairs Policy Statements.
REVIEW PROCESS
Responsible Party (Reviewer): Executive Director, Budgets, Procurement and Contracts
Review: Every three years on or before August 1st
.
Signed original on file in Employment Services and Operations.
POLICY HISTORY
Issue #1: 11/01/99
Issue #2: 10/15/01
Issue #3: 08/12/10
Issue #4: 11/19/14
Issue #5: 03/19/18
REFERENCES
PS 05.C.01
PS 05.C.03
PS 05.A.04
PS 05.C.05
PS 05.C.06
Comptroller of Public Accounts
