Purchasing Procedures and Dollar Thresholds
Updated 02/27/2024
All purchases require Budget Officer approval. The dollar amount of the procurement governs the approval required to commit University funds.
The following rules apply:
- Budget Officers, or their authorized designee, may purchase unrestricted items up to $9,999 without the involvement of the Purchasing Office. The $9,999 limit applies to any order to a single vendor and includes all shipping, handling or other charges. Orders $10,000 and over must be submitted to the Purchasing Office as a requisition.
- Purchases between $20,000 and $100,000 require 3 or more quotes submitted along with the requisition (including at least one quote from a certified diverse vendor). See additional information here: https://purchasing.illinoisstate.edu/requisitions/small-purchases/
- The Purchasing Office has authority, with the Budget Officer’s approval, to purchase up to $50,000 of merchandise or services.
- Purchases between $50,000 and $500,000 must have the concurrence of the President of Illinois State University. The Purchasing Office seeks this approval.
- Contracts of $250,000 or more must have full signature approvals (from General Counsel, Vice President of Finance and Planning, and the President). The Purchasing Office seeks this approval.
- The Board of Trustees must approve purchases over $500,000. The appropriate Vice President’s Office will prepare the Board resolution for the President's office to submit for approval at the Board of Trustees meeting.
- A Budget Officer or their authorized staff may make purchases up to $9,999 without the assistance of the Purchasing Office. Exceptions to this authorization are listed here: https://purchasing.illinoisstate.edu/requisitions/direct/. If a vendor requests a hard copy purchase order for purchases under $10,000, departments may contact Purchasing about receiving pre-approval to submit a requisition.
- Stringing, or placing the same small order multiple times to avoid the $9,999 limit, is prohibited.