Department of Procurement
Purchasing Office
Purchasing Product Approval Guide
Some products require approval prior to purchase because they fall into one of following categories:
1.) Copyright Infringement: Anything that bears Messiah College's logo, name or seal must be pre-approved.
2.) Finance Reporting: Certain expenses are tracked for proper accounting and reporting.
3.) Insurance: Insurance liability may exist and and it must be confirmed that the product is covered under our existing policies.
4.) Internal Control: Departmental inventory tracking must be updated.
5.) Contracted Vendors: Certain departments have contracts with vendors which could lead to savings for other departments.
Products, as defined on the following list, require approval by the specified departments prior to finalizing and completing the purchase.
Regardless of payment method; the purchaser is required to provide documentation that the purchase is being made with the approval of
the specified department. This can be provided in the justification text of the requisition or in the narrative detail section of the P-Card
transaction allocation .
It is not necessary to obtain preapproval for purchases that fall under; travel related costs, conference registrations, memberships or
renewals and subscriptions as long the budget manager approves the request for purchase.
PRODUCTS TO BE PURCHASED:
APPROVING DEPARTMENT
Advertising: on/off campus materials
Ammunition
Audio Visual Equipment
Bottled Water for water coolers
Business Cards
Capital Expenditures/Projects
Capital Expenditures/Reserve Fund Projects
Carpet / Flooring
Catering/Coffee Services
Cellular Phones/Monthly Expenses
Chemicals /Hazardous Chemicals/Hazmat /Radio Active Materials
Construction/Remodeling
Publications
Procurement
Media Services
Dining Services
College Press
Procurement
Procurement
Facilities Services
Dining Services
ITS/Telecommunications
Environmental Health & Safety
Facilities Services
Consulting Services Contracts /Agreements/Service Contracts/Repair/Leases
(i.e. monthly service, lease agreements, vehicles, pest control, etc.)
Controlled Substances/Pharmacy/Prescription Drugs
Copiers (lease - purchase)
Equipment: any equipment that will be connected to the infrastructure of any
building on campus. This includes any equipment or device that requires
electrical, water, propane or sewer connection.
Explosives
Furniture *all types
Gas Cylinders/Liquid Gas/Nitro (leases) *EXCLUDES HAZMAT
Leases/Contracts:
Buildings, Equipment, Vehicles, Services, Clothing, Etc.
Miscellaneous Payments
(Deeds/Legal/Proofreading, etc.)
Moving & Relocation Services
Office Equipment / Shredders / Fax Machines
PC Printers / Network Software / IT Equipment
Printing
Publications: Messiah College Logo
Uniforms / Institutional work attire / Athletic sport teams / Department or
School Event Merchandise (includes items sold at games)
Service Repair of any kind
Temporary Help/Staff
Procurement
Engle Center
College Press
Facilities Services
Facilities Services
Procurement
Facilities Services
Procurement
Human Resources
Human Resources
Procurement
ITS
College Press
Art Director, Marketing and Publications
Facilities Services
Human Resources
Vehicle and Equipment Purchases (i.e. new vehicles, leased vehicles, snow
plows, equipment added to vehicles, etc.)
Procurement
The following list of products CANNOT be purchased using a Messiah College issued P-Card:
PRODUCTS TO BE PURCHASED:
Exception:
ATM Cash
Cash Advances
Fines/Penalties
Gasoline
Personal Use of any kind
Travelers Checks
Cross Culturals
Cross Culturals
Fueling Rental Vehicles ONLY
Cross Culturals