Purchasing Policy and Procedure Overview


The mission of the Procurement Department of the Controller’s Office is to assist the SHU community in obtaining maximum value at minimum cost for the purchase of goods or services and to then further assist the community by paying for the goods and services in question in a timely and accurate way. In order to utilize the Procurement Department effectively, take note of the following procedures:

  1. SHU departments may enter discussions with any vendor, but if they require assistance, they should contact Procurement. In conducting business with any vendor though, no business transactions may be entered into without following university Bid Policy 104.6.

  2. In order of university preference, the ways in which a department may procure goods and services are:
    1. Utilizing either a departmental credit card.
    2. Utilizing the Purchase Order (PO) process.
    3. Utilizing the Check Requisition process.
    4. Utlizing the Travel and Expense Reimbursement process.

  3. The dollar value of purchase via any order methodology will determine the signature authorization required. Seton Hall University’s approval process is as follows:

  1. Expenditure Limits Level 1 Level 2 Level 3 Level 4
    Up to $1000        
    $1000 to $10,000*        
    $10,000 +        

    1. Cost Center Manager
    2. Budget Center Manager
    3. Chancellor, President, or Member of Executive Cabinet

    * If higher level signature has been obtained, lower level signature is not required.

  2. As provided in the annual budget, funds are available to expend for purposes which are specifically approved by the Board of Regents. It is the responsibility of each Budget Center and Cost Center manager to understand the budget in detail and to ensure that all expenditures and commitments of funds are proper and do not exceed limits established for each budget.
  3. Approval Authority: Requirements
    1. All documents related to purchase commitments, payments or reimbursements must have a dated signature.
    2. Payments will be made based on properly approved documentation. The requirements for approvals are based on the amount and are listed in this section.
    3. Individuals with approval authority cannot approve reimbursements of travel and entertainment expenses for themselves. Approvals must be obtained at a higher level.
    4. Approval authority signatures and documentation are reviewed by Procurement or Accounting Department personnel before any transactions take place.

  4. Approval Procedure for Requests Purchase Requisitions involving contracts/leases over $250,000
    1. All purchase requests for goods/services involving contracts/leases over $250,000 must follow procedure as determined in SHU Contract Policy 106.0
    2. The Controller's Office will review each request and submit it to the Finance Committee for approval. Requisitions will be given to Purchasing as soon as the Finance Committee's approval is received.

Effective Date

July 1, 2007

Contact Us

(973) 761-9370
(973) 761-9780
Fax (973) 761-9201
Bayley Hall Rm. 2

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