2.2.1 Special Approvals
2.2.1 SPECIAL APPROVALS (Revised 6-30-2020)
Administrative Responsibility: Associate Vice President for Business Services / Procurement
PURPOSE
This policy outlines the situations in which secondary approval is required prior to the procurement of goods and services, such as special approval from Facilities Planning & Management for Interior Design and Renovation Items (window treatments, carpeting, draperies, key, locks, paint) and Installations, or approval from Computing & Information Technology (C&IT) for any computer network hardware or administrative software purchases.
SCOPE
This Policy applies to all WSU employees and external contractors involved in the procurement of goods and services for the University, whether as an administrator within a Department or Unit or the final end user of such goods and services. This policy includes the acquisition of both requisitioning/purchase order (PO) processes and by Procard.
DEFINITIONS
The following are terms and definitions of some commonly used terms in preparation of a Requisition:
| WayneBuy | The University branded name for the cloud-based eProcurement system, used for both the Requisitioning / PO process and for the Direct Payment Request (DPR) process.
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| FOAPAL | The acronym used for the Banner account structure for the University. The unabbreviated names are Fund / Organization / Account / Program / Activity / Location. |
POLICY
Special authorization is required for the purchase of certain goods and services. In each case, the reason for the special approval is based on controls and policies specified by the Department or Unit listed in the "Required Approvals. Where possible, these approvals have been incorporated into the workflow within the WayneBuy system. The following approvals must be obtained before purchase orders are processed.
PROCEDURE
The following table outlines what approvals must be obtained before purchase orders are processed for goods or services. When possible, requesting departments or units should seek approval prior to determining what their requirements are and submitting a requisition. If approval doesn't precede the issuance of a Requisition, Procurement will contact the Special Approving area to request such approval. In some cases, the WayneBuy system will route requisitions to the Special Approving area based on the account code used.
| Commodity | Required Approvals | Additional Comments/Banner Account Code | Requirement Source/Reference |
| Catered Food & Beverage Services | University Caterer (Aramark) | All requests for on-premise/campus catering service require a waiver for orders over $200.00. Banner Account Code: 7227 | AVP of Business Operations |
| Computer Network Hardware and Software | Computing & Information Technology (C&IT) | All requests for computer network goods and services must be approved to guarantee technical support of the network. Banner Account Code: 7221 | University Policy 02-2 |
| Administrative Systems Computer Services, including hardware and software | The Information Technology Steering Committee (ITSC) and C&IT | No unit of the University may expend funds from any source to develop administrative systems without the approval of the ITSC. The Committee may delegate some responsibilities for hardware approval to C&I.T. Banner Account Code: 7226 | University Policy 07-1 |
| Equipment - Grant & Contract of $5,000.00 & above (Title to WSU) | Sponsored Programs Administration (S.P.A.) | All Equipment purchased with federal funds or sponsored funds, $5,000.00 or more, requires SPA approval. Banner Account Code: 711 | APPM 2.2.1 |
| Equipment -Sponsored Owned equipment $5,000.00 and above (Title to Sponsor) | Sponsored Programs Administration (S.P.A.) | Equipment purchased with grant or contract funds with title to SPONSOR. Banner Account Code: 716 | APPM 2.2.1 |
| Insurance | Risk Management | Approval is required to avoid duplication of coverage and authenticity of the insurer. Banner Account Code: 721P1 | APPM 2.2.1 and 10.2.5 |
| Interior Design and Renovation Items (window treatments, carpeting, draperies, key, locks, paint) and Installations | Facilities Planning & Management (FP&M) | All interior renovation purchases must have the approval of FP&M Design Services. Banner Account Code: 7653D | APPM 5.2 |
| Laboratory Animals | Division of Laboratory Animal Resources (D.L.A.R.) | All animal purchases must be placed by DLAR. All animal purchases require a protocol number assigned by the Institutional Animal Care and Use Committee (IACUC). Banner Account Code: 721Y5 (72167) | APPM 2.2.1 |
| Design Services, Systems Furnishings | Facilities Planning & Management (FP&M) | All orders for systems furnishings require the approval of FP&M Design Services. Banner Account Code: 7653C | APPM 2.2.1 |
| Facility Repair & Replacement, & Contracted Services | FP&M and/or Vice-President of Finance and Facilities Management | This type of service requires the review and approval of Facilities Planning & Management. Banner Account Code: 721L 721L99 | APPM 5.2.1 and 5.4 |
| Federal Grant-Related Purchases | Sponsored Programs Administration (S.P.A.) | All purchases made with federal grant funds above the Federal Office of Planning and Management's Micro-Purchase threshold to ensure adherence to Federal guidelines. | APPM 2.4.1 and 2.9 |
| FP&M Service Unit | FP&M and/or Vice-President of Finance and Facilities Management | This type of service requires the review and approval of Facilities Planning & Management. Banner Account Code: 721Y4 | APPM 5.2.1 and 5.4 |
| TV/Radio Air Time | Marketing and Communications | All TV/Radio advertisements require the approval of Marketing and Communications (See Identity Manual) Banner Account Code: 721N4 | Identity Manual APPM 2.2.1 University Policy 84-5 |
| Radioactive Material | Office of Environmental Health and Safety (OEHS) | The University operates under a blanket license for the use of radioactive materials. All purchases of this nature require the approval of the Office of Environmental Health and Safety. Banner Account Code: 721H6 | APPM 2.2.1 |
| Security Systems / Devices | Public Safety | Security systems require the approval of Public Safety to ensure the specifications and requirements set forth by the University are met. Banner Account Code: 7223 | APPM 2.2.1 and 9.4 |
| Signs (External Building Signs) | Marketing and Communications / Facilities Planning & Management (FP&M) (Space Planning Committee) | The design of signs requires the approval of Marketing and Communications. Hanging/mounting of signage must be approved by FP&M. Banner Account Code: 7224 | Identity Manual and APPM 5.2
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| Grant Subcontracts /Contracts with Sub Recipient | Sponsored Programs Administration (S.P.A.) | All Grant Subcontracts require the review and approval of S.P.A. Banner Account Code: 721H11 |
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| Vehicle Purchase / Lease | Vice President for Finance and Business Operations | Purchase or Lease of vehicles requires the approval of the Vice President for Finance and Business Operations. Banner Account Code: 7225 | APPM 2.1 |
| Vehicle Lease - State of Michigan | Department of Parking & Transportation | Lease of state-owned vehicles requires the approval of the Department of Parking & Transportation. Banner Account Code: 7225 | APPM 8.2 |
Office Equipment, Supplies, and Other - Expenditures for office equipment, supplies, and other items are strictly limited to those items which are essential for conducting official University business. Policy statements for this category are:
- Policy guidelines establish the standard quantity and quality of office equipment, furniture, and fixtures, which are to be provided for each office depending upon the occupant's position. Design Services will select colors, models, and sizes from alternatives that do not exceed industry standards, to meet WSU needs.
- Decorative and other personal items for the office may not be purchased with University funds.
APPENDICES
N / A
RELATED UNIVERSITY/BOARD POLICIES
N / A
Effective Date: Prior to 2000
Revised Date: 6/30/2020
Reviewed Date: 6/30/2020
To be reviewed, at minimum, every three years and/or revised as needed by: Associate Vice President for Business Services/ Procurement
Next Review By Date: 6/1/2023
SUPERSEDES POLICY
N / A
HISTORICAL DATES
6/18/2018, 04/04/2017, 05/01/2016
01/01/2013, 04/01/2012, 09/01/2010, 08/01/2009