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Supply Chain

UFV/Supply Chain/Procurement Services/Direct purchases

Direct purchases

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; and
  • You may not make an unauthorized purchase and then ask Procurement Services to create the appropriate documents after-the-fact.

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 Order if your department has one in place;
  • Use your P-Card; or
  • 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 Order (if your Department has one in place), the UFV Scotia Visa (PCard) or Direct Invoicing as outlined on the  Supply Chain website - https://www.ufv.ca/supply-chain/procurement/.  Please contact Procurement Services at procurement@ufv.ca if you have any questions.

 

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 Finance in a timely manner for processing.

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