Note: If terms and conditions (even under $5,000) apply to your purchase of goods or services, please contact Procurement Services. If you require a contract not related to goods and services, please contact the Office of the General Counsel. Direct purchases are permitted for the procurement of goods and services at UFV provided they meet the following criteria:
- Purchases under $5,000 CDN (excluding all taxes).
When making direct purchases:
- You may not purchase software, computers, furniture, or other capital assets as a direct purchase
- You may not split an order into multiple small orders to avoid the $5,000 limit
- You may not use this process to hire temporary employees
- You are responsible for the clarity of the information, including the deliverables and financial terms
- You must verify contractor's insurance, WCB status, and withholding tax status
- You may not make an unauthorized purchase and then ask Procurement Services to create the appropriate documents after-the-fact
If you are making an international purchase, you must use UFV’s designated customs broker – Thompson Ahern & Co. Please contact Logistics Services or Procurement Services for details on customs clearance requirements and procedures.
How to make a direct purchase?
If your purchase meets the criteria as noted above, you may make a direct purchase through the following means:
- Blanket Purchase Order if your department has one in place
- Use your P-Card
- For services under $5k, have the supplier send you a direct invoice that you can code, sign and send to Accounts Payable. For services under 5k where the supplier has requested a contract, please complete the Engagement Letter and forward with any invoice or Cheque Requisitions to Accounts Payable for processing.
Process for Low Dollar Purchases (Under $5,000):
As a reminder, with the processes and thresholds that Procurement has implemented, purchases under $5,000 that meet the criteria, no longer have to come through Procurement. These purchases can be made directly by the end user using either a Blanket Purchase Order (if your Department has one in place), the UFV Scotiabank Visa PCard or direct invoicing as outlined on this page. If you have any questions, please contact Procurement Services.
If the supplier requires a purchase order, or if you have any questions, please reach out to Procurement Services.
Please note: When using direct invoicing, please ensure the shipment is sent to your attention and the packaging labelled ‘Your Name, Direct Purchase’ which is similar to PCard purchases where shipments are sent ‘Your Name, PCard’. Please ensure approved purchases are forwarded to Financial Services in a timely manner for processing.
If terms and conditions (even under $5,000) apply to your purchase of goods or services, please reach out to Procurement Services. If you require a contract not related to goods and services, please reach out to the Office of General Counsel.