Procurement Services & Purchasing at Cheyney

The Office of Procurement and Contracting, within Cheyney University’s Office of Finance and Administration, supports the campus community by overseeing the purchase of all goods, services, and construction-related needs. Our goal is to make the procurement process as clear, efficient, and accessible as possible while ensuring all purchases meet required legal and policy standards.

All procurement activity at Cheyney University is conducted in accordance with the Commonwealth Procurement Code (Act 57 of 1998) and the procedures adopted by the PASSHE Board of Governors, including Policy 1998-04. These standards help ensure purchases are handled responsibly, transparently, and in compliance with state and system-wide requirements. Cheyney University is committed to procuring goods and services in a timely and accurate manner that:

• Ensures compliance with PASSHE procurement and financial policies
• Promotes fiscal responsibility and transparency in the use of University funds
• Upholds internal control standards and maintains proper audit documentation

This page provides an overview of how procurement works, what to expect when making purchases, and where to find guidance, forms, and bid opportunities.

 

Purchasing 101: How Buying Works at Cheyney

Purchasing is the most common way departments interact with Procurement Services. It refers to the process of requesting and acquiring goods or services needed for University operations, academic programs, and events.

Before making a purchase, departments should understand:

• Purchases must be approved before goods or services are ordered
• A Purchase Order (PO) or approved purchasing method is required
• Unauthorized purchases may not be reimbursed

PURCHASING THRESHOLD The Current Purchasing Threshold is $23,800.* *The Purchasing Threshold is the dollar amount that determines when additional procurement requirements apply. Purchases at or below this threshold may follow standard purchasing procedures Purchases above this threshold require formal procurement steps, such as competitive bidding

Purchases less than $23,800

• • University Legal Counsel must review all contracts that exceed $5,000.00.
  • Prudent business practices must be followed regarding all purchases under the purchasing threshold.
  • Three (3) informal bids with one (1) bid a WBE/MBE when possible should be solicited.
  • All procurement activities must be authorized in advance by Procurement Services (PS). All procurement requests will be rejected if PS is not engaged prior to requesting goods and services.
  • Under no circumstances should purchases be split up to avoid this dollar threshold.
  • “Buying in a series” means making multiple purchases of the same item or service from the same vendor in a twelve month period. This practice is prohibited.

Purchases greater than $23,800

When the cost for a single good or related series of goods (and for any services) is greater than $23,800, competitive bidding is required. Competitive bids must be documented in the form of a formal written bid. Contracting officers will determine the appropriate form of bidding by evaluating the complexity or nature of the purchase.

 

Unauthorized Purchases

An unauthorized purchase occurs when goods or services are obtained without following approved University procurement processes. These purchases place the University—and the individual employee—at financial and legal risk and may not be reimbursed.

Examples of unauthorized purchases include but are not limited to:

1. Employee purchases of supplies for the office, writing a personal check for the purchase;
2. Placing an order for supplies without prior issuance of a purchase order;
3. Employee purchase of a new computer for the office using a personal credit card;
4. Employee signing of a supplier contract for services or supplies.

In all four cases above, the employee made a purchase (committed funds) on behalf of Cheyney University without securing the appropriate approvals first or the use of an authorized purchasing method. The purchased items may be appropriate for business use; however, approvals for all purchases must be secured before the purchase is authorized through issuance of a purchase order or contract, or the use of a Purchasing Card.

Factors to consider with unauthorized purchases include the costs of processing invoices and checks, personnel time, and any travel involved to make such a purchase. Many times, these costs offset the perceived savings in the purchase price. Following Cheyney University authorized buying methods ensures that all approvals are properly documented and also ensures that Cheyney University receives the best price.

How to Avoid Unauthorized Purchases

The appropriate utilization of Cheyney University authorized buying methods should be used to satisfy all purchase requirements. If there is a unique requirement that may require special handling, contact the Procurement Department for advice or assistance.

Purchase Orders & Service Purchase Contracts

University purchases require formal documentation to authorize goods or services. The most common documents used are Purchase Orders (POs) and Service Purchase Contracts (SPCs).

Purchase Order ( PO) — A purchase order is legally binding and used as an independent purchasing document to obtain commodities, or as an “ordering” document used against an existing contract (e.g. state contract or blueback).

Service Purchase Contract (SPC) — A service purchase contract is a legally binding document that is generally used to obtain straightforward purchases of services. Services that involve many detailed terms and conditions are procured using a blue-back contract.

Signature Requirements – The SPC document requires the signatures of all parties to the agreement. The contract is sent to the vendor for signature, and then to the University Contracting Officer. If the agreement is of a higher dollar threshold, additional State System signatures are also required.

Listed below are a few examples of service purchases that would apply under this section.

• Consultants or External Reviewers
• Speakers or Entertainers
• Outside Coaches & Athletic Officials for Athletic Camps
• Models
• Equipment Maintenance/Repairs
• Annual Inspections and Preventative maintenance
• Bus Trips
• Photographers
• Interpreters
• Leases

NOTE: No one is authorized to sign any agreements on behalf of Cheyney University other than the University’s Contracting Officers. Any University faculty or staff member entering into contracts either verbally or by signing an agreement without the proper authorization may be held personally liable for the cost of the service.

Procurement and Competitive Bidding

When purchases exceed the purchasing threshold—or when required by policy—Procurement Services oversees the competitive procurement process to ensure fairness, transparency, and best value for the University.

This process may include:

• Requests for Quotations (RFQs)
• Requests for Proposals (RFPs)
• Public solicitations and bid postings

Bid Opportunities

All formal bid opportunities for Cheyney University are publicly advertised through the PA E-Marketplace, the Commonwealth’s official procurement system. Vendors interested in doing business with the University should monitor this platform for current solicitations and submission instructions.

Competitive procurement ensures:

• Open and fair vendor participation
• Compliance with state and system regulations
• Responsible stewardship of University funds

Contracts and Vendor Engagement

Many purchases involve contracts or agreements with external vendors. Procurement Services reviews and manages contracts to ensure they meet legal, financial, and policy standards.

Important reminders:

• Only authorized University officials may sign contracts
• Contracts must be reviewed and approved before services begin
• Vendors must meet University and Commonwealth requirements to receive payment
• Departments should never sign or agree to contract terms independently.

Key Definitions: