Department Contract & Purchasing Approval

Before purchasing equipment intended for campus installation or having a vendor peform work on campus, several critical aspects must be considered. These include, but are not limited to, code compliance, the first right of refusal for Facilities Services staff to complete work on campus, and verifying that the building’s infrastructure and utilities are sufficient to support the new equipment. To ensure proper review, a Facilities Services work order must be submitted and approved before creating a purchasing requisition.

Steps for Obtaining Facilities Services’ Purchasing Approval:

Gather Documentation:
Collect all relevant documents, including contracts, plans, specifications, and any other supporting materials that detail the full scope of work.

Submit a Work Order:
Using the Department Contract and Purchasing Approval option in the Customer Request Portal, submit a work order for approval. Be sure to include all gathered documentation. A confirming email with additional instructions will be sent.

Receive Approval:
Once your request has been reviewed and approved, you will receive an email confirming that the department contract and/or purchase has been approved. This email serves as your official approval.

Submit Requisition:
Submit the requisition to P2P and attach a copy of the approval email.

Helpful Questions to Consider When Purchasing Equipment:

• Will Facilities Services’ support be needed to prepare for the equipment?
• Is there sufficient electrical power available to support the equipment?
• Will the equipment or furniture block egress routes or access to fire protection equipment?
• What utilities will the equipment need (e.g., water, gas, compressed air)?
• Who will be responsible for the equipment’s installation?