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Research Related Regulations, Policies & Procedures

10.3 Purchases Funded by Sponsored Projects

The Purchasing Department is responsible for the procurement of all University equipment, supplies, and services. The department assists all University departments in obtaining acceptable equipment and service needs at the lowest cost, expediting procurement of needed items and services, and assuring compliance with fiscal and legal requirements of the State of Utah and the federal government.

The Purchasing Department reviews every purchase to assure compliance with the University policy and ascertains if agency approval is necessary. All purchases in excess of $30,000 (except in emergencies) are required by state law to be bid publicly, e.g., advertised for a minimum of ten days with concurrent solicitation of competitive sealed bids. Quotations are customarily solicited on items expected to cost more than $3,000.

Several areas are examined to assure compliance with sponsoring agency regulations. A consolidated review assures that funds are available for the purchase, and determines that timeliness of the purchase is such that audit problems will not result. Restricted purchases for capital equipment, consulting, subcontracts, etc., may not be made unless funds are available in the appropriate project budget category. Such purchases may require agency approval as provided in the award, by agency regulations, or through the institutional expanded authority. All equipment and supplies must clearly show a beneficial relationship to the project for which they are being purchased.

An organizational unit of the University may purchase supplies or services from a related organization under a federal award or subaward only if the organizational  unit complies with the University’s standard procurement processes described in Policy 3-100: University Procurement and associated regulations, as well as any additional requirements established by the Purchasing Department to manage the potential organizational conflict of interest created by the University’s relationship with the related organization. For purposes of this paragraph, a related organization is an organization that is more than 50 percent owned or directly controlled by the University.

Last Updated: 4/29/24