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When purchasing goods and services, it is important to understand the two distinct roles that exist in the decentralized purchasing environment at Princeton: 1. Purchasing's Role; and 2. Department Buyer's Role.

1. Purchasing's Role: The Purchasing Department is the central purchasing authority for the purchase of goods and services for the University. The Purchasing Department can delegate to departments the authority to buy certain goods and services. In departments, this responsibility falls on department buyers.

Professional buyers within the Purchasing Department receive purchasing authority by delegation from the Director of Purchasing, who receives authority from the Vice President for Finance & Treasurer and the Board of Trustees of the University. With this authority, professional buyers must comply with all applicable federal, state, and University policies and procedures. On behalf of the University, a professional buyer can purchase goods and services that:

• Exceed department buyers' authority
• Require specialized expertise
• Are restricted commodities, including those defined as equipment
• Total less than $5,000 and require unique administrative and financial processing

Professional buyers' responsibilities include:

• Using purchase orders to buy goods and services
• Establishing and managing contracts with suppliers
• Advising departments about their purchases
• Soliciting competitive bids
• Finalizing necessary vendor documentation
• Maintaining a suitable and diverse pool of suppliers
• Providing effective business advice to the campus

2. Departmental Buyer's Role: A departmental buyer has the delegated authority to purchase materials, supplies, services, and repairs when these goods and services:

• Do not exceed $5,000, including tax, freight, and handling charges
• Do not qualify as equipment
• Are not for restricted items
• Do not require a signed contract

Departmental buyers receive purchasing authority by delegation from their Department Chair. With this authority, department buyers must comply with all applicable federal, state, and University policies and procedures.

Departmental buyers who violate policy may be subject to disciplinary action including written warnings, mandatory training, loss of purchasing authority, probation, termination, and criminal prosecution. Examples of activities that violate policy include purchases that:

• Are fraudulent transactions
• Are made by non-authorized employees
• Use unauthorized buying methods
• Exceed the buyer's authorization
• Consist of restricted goods or services
• Are for personal use or benefit
• Violate policy on employee-vendor relationships
• Involve signing a contract that commits funds for purchase

Departmental buyers' responsibilities include placing orders by using the four authorized methods for procuring and paying for goods and services at Princeton:

• E-Commerce
• Purchase Order
• Credit Card
• Miscellaneous Invoice