When purchasing goods and services, two key roles come into play:

• Purchasing's role: The purchasing director has the ultimate authority to purchase goods and services for UCSD. The director can delegate to departments the authority to buy certain goods and services. In departments, this responsibility falls on department buyers.

• Department buyer's role: A department buyer has the delegated authority to purchase materials, supplies, services, and repairs when these goods and services:
  • Don't exceed $2,500, including tax, freight, and handling charges
  • Don't qualify as equipment
  • Aren't for restricted items
  • Don't require a signed contract

Department buyers receive purchasing authority by delegation from the purchasing director, who receives authority from the Regents and President of the University. With this authority, department buyers must comply with all applicable federal, state, and University policies and procedures.

Note: Department 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

Department buyers' responsibilities include placing orders by using the following processes:

• Department Order
• Express Order
• Express Card

Resources available to department buyers include:

• Authorizations and Training
• Menu: Basics for the New Buyer
• What Department Buyers Need to Know
• How to Become an Online Buyer for Your Department
• Responsible Buying Practices

Questions? Please contact Purchasing, (858) 534-3084.