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GEORGETOWN AMERICAN UNIVERSITY STANDARD OPERATING PROCEDURES
TITLE: PROCUREMENT OF ITEMS
RELATING POLICY: : PHYSICAL RESOURCE POLICY
DATE OF APPROVAL: AUGUST 07, 2019
EFFECTIVE DATE OF IMPLEMENTATION: SEPTEMBER 1, 2019
REFER QUESTIONS TO ADMINISTRATOR

Standard Operating Procedure –Procurement of Items
Primary Responsibility: Administrative Assistant

Secondary Responsibility: ADMINISTRATOR

Definition: The purchasing of items for the University as needed to fulfill its services.

Purpose: To create a standardized process for the procurement of items for the University. The
Administrator will grant the final decision of the request.

Time Frame: Requested at any time

Procedure

Step 1 •Make a list of items needed

Step 2 •Request quotation for the items from at least 2 sources. If the
University has a standard/contracted agent, that agency should be used
for the purchasing of items.

Step 3 •Administrative Assistant must submit quotations to Finance Officer who
will make choices with consideration of cost and quality.

Step 4 •Send order via email/mail delivery to agent. Buy in bulk for wholesale
price if required.

Step 5 •Pay by check or debit card. Petty cash should only be used for items
purchased under GY$5000 (US$25)

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GAU SOP