Special Authorizations List

 

Special authorization is required for the purchase of certain goods and services regardless of cost and method of payment.
The following approvals must be obtained before purchases are made:
Advertising
All advertising expenditures and purchases, regardless of cost and method of payment, require the following prior approvals:
  • Division of Strategic Communications: For any University or department-related ads, regardless of the media type or form in which the ad appears (see PS-10).
  • Human Resource Management (HRM): for employment ads (see PS-1).
  • Procurement Services to determine ad’s legal authority.
The Department is responsible for securing applicable Strategic Communications or HRM approval prior to submitting ad paperwork to Procurement.
Agreements/Contracts All agreements must be handled through Procurement Services.
**Note: Only Procurement Services is authorized to sign agreements, orders, etc on behalf of the University.**
Appliances & Equipment All purchases of household, laboratory appliances or other equipment (including, but not limited to refrigerators, freezers, ice makers, microwaves, dishwashers, etc.) that require electricity, regardless of cost and method of payment, require prior written approval from LSU Facility Services.
Automobiles/Vehicles New vehicles should be purchased against state contracts and may only be purchased as replacements (trades must be turned in to State Property Control upon delivery of new vehicles). If there are vehicles on Louisiana State Contract that meet the department's needs, Office of State Purchasing handles the solicitation process. Vehicle Rental for instate travel requires use of established Louisiana State contracts.
Catering Any use of University funds for entertainment must comply with PS-11, and only caterers who have been licensed by LSU in accordance with PS-60 may provide catering services within LSU facilities and leased premises. If the event is within the leased premises or catered by LSU Dining, no competitive pricing is required regardless of cost, and is to be coordinated with Chartwells. Prior AS499 approval is required for all catered events.

For Off-Campus Catered Events:
  • All special meal functions are subject to the special meal rates defined in PS-11 and PM-13.
  • If the total cost of catering is $10,000 or less, no competitive pricing is required. Expenses may be charged on LaCarte if individual cardholder limit allows.
  • If the total cost of the catered event is over $10,000, and paid with state funds, a requisition must be submitted to Procurement Services prior to the event and competitive prices must be obtained from licensed caterers. Refer to Accounting Services' memo regarding using special meal limits in lieu of three competitive bids when no state funds are involved, regardless of cost.
Computer Hardware and Software Data processing hardware, software, hardware/software maintenance and support service purchases in excess of $100,000, must be competitively procured through either the Invitation to Bid (ITB) process or Request for Proposal (RFP) process unless purchase is from a LSU master contract, a state contract and a Request for Response (RFR) is conducted, or the purchase is approved as sole source. For clarificaton and inquiries, contact Procurement Services.
Copiers and Supplies Copier equipment cannot be purchased, rented, or leased from off-campus vendors, but must be obtained from the Office of Copier Management here at LSU. Toner and other copier supplies must also be obtained from Copier Management at 578-2003.
Furniture Chairs greater than $750 per unit require approval from the Assistant Vice President of Procurement & Property Management AND Human Resources Department. All purchases of modular furniture require pre-approval from the Office of Telecommunications and Facility Services.
Inflatables Require an approved purchase requisition and MUST be processed through Procurement Services.
Telephones The purchase of single line telephones may be made through LSU master contracts or University Stores. If you choose not to purchase telephones from a master contract or University Stores, 1) Procurement policy must be followed, and 2) Compatability with LSU telephone systems must be maintained. Multi-line phone purchases MUST still be made through Office of Information Technology Services.
Installment Purchases Installment purchases—where bids are obtained in accordance with appropriate purchasing procedures and payments are made over a period of time—are permitted only in special cases. A letter of justification, approved by the requestor's department head, dean (where applicable), and appropriate Vice Chancellor must be submitted, along with a purchase requisition submitted in Workday to Procurement Services.

 

The justification must indicate:
  • The amount of the purchase,
  • The desired term of the installment agreement,
  • The source of funds to be used to pay the installment,
  • Why an installment is being requested in lieu of an outright purchase.
Procurement Services must also obtain approval of the requisition from the Vice President for Finance and Administration before proceeding with the bid or purchase.
Lease or Rental of Real Property Requires written approval from Procurement Services.
Manpower Contracts Requires written approval from Human Resources Management (HRM).
Network Equipment Requires written approval from Information Technology Services (ITS).
Professional, Specialty and Consulting Services  All contracts require a requisition and must be handled through Procurement Services. 
Promotional Items/ Use of LSU Trademarks and Indicia The purchase of promotional items and items requiring use of the LSU logo, regardless of the total cost, requires the completion of PUR522 form, which is to be submitted to Procurement Services prior to any commitment of funds. All items bearing or containing the University name or other indicia are subject to provisions of PS-93: Use of University Name and Indicia. Purchases less than $10,000.00 may be direct charged or paid using the LaCarte card (depending on cardholder's purchase limit) provided that the PUR522 form is submitted and approved before any purchase is made. If the item is over $10,000.00, a purchase requisition must be submitted and a purchase order must be issued, along with compeitive bids received in accordance with Procurement policy/procedure. Additional documentation requirements may include: a copy of the Department's Uniform policy, clarification/documentation that the purchase is allowed by grant, mission to promote Department/University, etc.
Radioactive Materials/Controlled Substances The purchase of Radioactive Materials and Controlled Substances must be maintined in the Environmental Health and Safety's web-based Environmental Health Safety Assistant (EHSA) program. The request for waste disposal must also be submitted through the Environmental Health Safety Assistant (EHSA) system. Contact Mr. Michael Hicks, Director of EHS, for additional information.
Repairs On campus repairs from an outside 3rd party supplier MUST be processed via a purchase requistion submitted through Workday.
Subcontracts Requires approval from the Office of Sponsored Programs.
Trade-In of Equipment Requires approval from Property Management and/or LPAA.
Two-Way Radios All two-way radio purchases must be approved in writing by LSU Police prior to the purchase; also, property tagging by the Property Management is required.
Used Equipment Refer to the Procedure for Used Equipment (PRO-U525.A.25).
Weapons Requires approval by LSU Police Department; a purchase requisition MUST be submitted through Workday.