The Low Value Purchase Order process allows delegated UCSB departmental buyers to purchase routine, low dollar supplies and services for values that do not exceed $2,500.00 per order including tax, (excluding freight and handling charges), with the exception of the restricted items listed below.

Individuals with approved delegation of departmental purchasing authority may generate these orders. Authority is granted by the Assistant Director of Business Services. The Department Head or MSO delegates authority via the Low Value Purchase Authorization (LVPA) form, or through ALLN01 mainframe access.

With the exception of the restricted items listed below, and upon successful completion of training with a Purchasing representative, the departmental buyer has a low value purchase delegation not to exceed $2,500.00 per day per supplier (including tax, but excluding freight and handling charges) for materials, supplies, services and repairs. This delegation limit may be set lower by the authorizing department or by the Purchasing Department. Departments are encouraged to utilize campus sources of goods and services such as Central Stores.

REQUEST A NEW OR CHANGE AN EXISTING AUTHORIZATION

Department personnel trained in using REX (the campus online Purchasing system accessed via ALLN01), should request and maintain department low value authorizations by means of the REX system. For information regarding REX Online Training, contact Purchasing at x4073.

Only Departments that do not have access to the REX system should submit a Low-Value Purchase Authorization Form. Please complete the form with proper signing authority and submit the original to the Purchasing Department. A Purchasing Representative will contact you with confirmation of your request.

DEPARTMENT ORDER (LVPA) AUTHORITY INFORMATION

The reason for establishing a delegation of departmental authority for processing low value purchases is to facilitate the ordering and processing of routine high-volume, low cost supplies and services by the people who are making the commitment with the supplier. The LVPA is intended to give departments the ability to commit these routine types of purchases quickly and easily.

Departments are reminded to inform their faculty and staff of the following restrictions and limitations regarding delegation of departmental purchasing:

• Purchases are not to be artificially divided to avoid processing high value requisitions;
• Purchases of items defined as equipment (a freestanding item greater than $5,000, with a useful life of at least one year) shall not be made using departmental purchasing authority but must be made by processing a high value purchase requisition with a professional buyer;
• Purchases for amounts of less than $2500 requiring unique attention such as split funding and change in accounting distribution must be made by processing a high value requisition with a professional buyer;
• Transactions that will likely result in more than two (2) invoices, or in performance of services/delivery of goods exceeding six (6) months from the date of the low value transaction shall be processed using a high value requistion;
• Purchases, contracts or commitments for restricted items (see below).

The above purchase requirements shall be covered by issuing a high value requisition for processing by the professional buyers in Purchasing even if the value of the transaction is less than $2,500.00

Restricted Items:

• Goods or services in excess of department authorized limit
• Animals
• Alcohol, beverages and ethyl
• Catering
• Charters (air, land or sea)
• Construction, on-site, including carpet, window coverings and remodeling
• Equipment repairs to non-University owned equipment
• Equipment rental or lease in excess of 30 days or in excess of $2,500.00 total rental fee
• Equipment (defined as a freestanding item greater than $1,500.00 with a useful life of at least one year)
• Firearms, explosives, ammunition
• Furniture
• Goods or services from any officer or employee of the University or from a near relative of any officer or employee
• Hazardous materials
• Meals, travel, or entertainment expenses
• Narcotics, controlled substances, DEA controlled chemicals, carcinogenic chemicals and/or dangerous drugs
• Personal items
• Postage
• Precious metals
• Professional and Personal Services (Independent Contracting and Independent Consultant services)
• Radioactive materials
• Real estate rentals or leases
• Refrigerators/freezers
• Relocations: household or office moves
• Respiratory protection items
• Subcontracts, sub-awards, or agreements involving sponsored projects
• Supplier contract is required: DO NOT SIGN SUPPLIER CONTRACT, including those for maintenance, service or blanket agreements, vehicle rentals, leases or purchases

If you have any questions, please contact Lisa Klock in the Purchasing Department at x4073, or by email at lisa.klock@purc.ucsb.edu.

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