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Purchasing

Purchasing plays a critical role in sourcing and acquiring goods and services to meet the university’s needs while optimizing costs and ensuring quality.

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Prepayment

Prepayment requires the university to pay for goods or services in advance, ensuring that all necessary funds are allocated and secured before the transaction is completed.

For prepayment fill out the Prepayment Approval Form.

Submit the form through email to prepayment@olemiss.edu.

Sole Source

A sole source occurs when only one vendor is capable of providing the required goods or services, typically due to unique specifications or availability, and requires appropriate justification and approval.

For instructions on sole source procurement, please refer to the Sole Source Instructions Form.

State Contracts

State contracts offer pre-negotiated terms and pricing for goods and services, allowing the university to make cost-effective purchases while ensuring compliance with state procurement regulations.

Competitive contracts are awarded through a bidding process, ensuring that goods and services are obtained at the best possible value while promoting fairness, transparency, and compliance with procurement policies.

The following are examples of commonly used competitive contract suppliers. 

  • Office Supplies - Barefield Workplace Solutions
  • Office Paper - Jackson Paper/ Newell Paper

Search for Competitive Contracts here. 

 

Negotiated contracts are established through direct discussions with vendors, allowing for tailored terms and pricing that meet the university’s specific needs while ensuring compliance with procurement guidelines.

The following are examples of commonly used negotiated contract suppliers.

  • Copiers - Multiple Manufactures to include Canon, HP, and Sharp
  • Laboratory Equipment - Multiple Vendors to include Agilent Technologies, Fisher Scientific and Nikon
Search for Negotiated Contracts here.

Cooperative contracts allow the university to leverage group purchasing power with other institutions, resulting in competitive pricing and streamlined procurement processes while maintaining compliance with applicable regulations.

The following are examples of commonly used cooperative contract suppliers.

  • Equipment Rental - Multiple Vendors to include Herc, United Rental, and Sunbelt.
  • Floor Covering - Multiple Vendors to include Mannington Mills, Mohawk Industries and Shaw

Search for Cooperative Contracts here. 

Guidelines and Resources

The purchasing guidelines and resources provide clear instructions and support to ensure efficient, compliant, and cost-effective procurement practices across the university.

Before making a purchase, please familiarize yourself with the university's purchasing terms and conditions.

Refer to this guide when submitting purchase requisitions for a copier to ensure the process is smooth and compliant with university policies.

The G/L Codes with Descriptions form provides a comprehensive list of codes, along with clear explanations, to ensure that all purchases are correctly allocated to the appropriate budget categories.

These guidelines outline the process for evaluating and selecting appropriate software and hardware solutions, as well as ensuring compliance with legal, financial, and technical standards.

The IT Express Product List provides a curated selection of pre-approved hardware and software items that meet the university's technical standards, ensuring compatibility, reliability, and cost-effectiveness for departmental purchases.

University departments that have a need to rent mini storage stalls, warehouses, office space, or any rental of space from non University owned companies or individuals, must first obtain written approval from the Division of General Services – Real Property Division , or the (IHL) Institutions of Higher Learning College Board.

Procurement Services will assist departments in securing such written approval and no contract or rental agreements shall be signed nor any rental payments made from University held funds until such approval is secured.

Please contact Lance Fulcher for assistance in complying with this state mandated policy.

These instructions outline the necessary steps and requirements for submitting a request for payment.

 

Verify if your item is included on the current state contract listing.

Reference the State of Mississippi Procurement Manual for additional purchasing guidelines, which provide detailed procedures, compliance requirements, and best practices to ensure all acquisitions align with state regulations and university policies.

The Vehicle Justification Form must be completed to provide a detailed explanation and approval for the need to acquire or lease a vehicle, ensuring it aligns with the university's operational requirements and budget.

Purchasing FAQs

The Purchasing FAQs provide answers to common questions about procurement processes, helping to clarify procedures and ensure smooth transactions.

There are several different ways to purchase goods/services.
  1. Request for Payments should be used for reimbursements of certain expenses and for awards, fellowships, and scholarships.
  2. Form 13 is used to pay individuals and for all consultants.
  3. Procurement Card should be used for small dollar purchases of goods up to $5000 when no fee is charged for use of the card.
  4. Purchase Requisitions should be used for all other purchases of goods or services.

  • Purchases up to $5000 should be made with the P-Card if at all possible. If a purchase requisition is entered, quotes are not required, but price verification should be made with the vendor. It is good practice to get a written quote.
  • Purchases over $5000 up to $75,000 require two (2) written quotes from two separate vendors on company identifiable letterhead. The quotes are required to be signed by the vendor or accompanied by the email when the quote was sent.
  • Purchases over $75,000 will need to be procured using the competitive sealed bid process. This could be by requesting bids or proposals. Procurement Services will work with you on determining the best method for your purchase.

Yes, if it is a Competitive Contract. The exception to this is if the purchase is less than $100 or purchased through the bookstore.

If the state contract is not a Competitive contract, you may purchase from the state contract vendor or from another vendor as long as the price does not exceed state contract pricing. Only one quote is required for most state contract purchases.

Yes, the EPL (Express Products List) is for state contract purchases of computer hardware and software. You may purchase up to $200,000 using the EPL contract. Unlike state contracts, two quotes are required for all EPL purchases.

Yes, you should submit a purchase requisition and have a purchase order issued for ordering. Once the PO is issued, we will send the PO to the vendor per the information in the SAP vendor file.

You do not need a PO if you are purchasing on the P-Card.

No, this is considered splitting quotes and is against state law.

In addition, submitting multiple PRs to keep below the amount to bid or quote is also against state law.

No, we do not keep a listing of vendors for different goods or services.

Our goal is to have as short of a turnaround time as possible. Generally, we strive to issue POs within 2 days of the PR being submitted. However, there are times when this takes longer due to the nature of the purchase.

If a vendor requires an agreement or contract to be signed, it must be routed for signature through the Office of Contract Management.

If a vendor will accept a PO in lieu of a signed agreement/contract, then it doesn’t need to be sent through Office of Contract Management.


The University can now enter into contracts up to $2,000,000 without seeking IHL approval, but those contracts must go through the Office of Contract Management.

All forms of media or merchandise representing University divisions, departments, centers, institutes, schools, or programs should undergo review. This includes print, digital, video, and other display materials.

More information can be found by visiting Marketing & Communications Brand Review.


You will need to submit your vendor quotes along with your brand review approval email from Marketing and Communications before a PO will be issued.

T-shirts purchased for student organizations or as promotional items for prospective students is allowed, but documentation is required.
Clothing purchased for resale should be coded as merchandise for resale and not clothing. Your department should contact Accounting for sales tax issues. Clothing purchase for employees can be a taxable expense unless it is truly a uniform. The following questions should be answered as part of your backup documentation.
  • Is the employee required to wear the clothes as a condition of employment? An example would be the logoed shirts worn by FM Custodial staff. Another example is monogrammed polo shirts that some staff are required to wear at certain University functions.
  • Are the clothes unsuitable for everyday wear? In other words, are the shirts monogrammed or logoed with the department’s name rather than an Ole Miss shirt that anyone can walk into a store and purchase?
  • Will the University retain the clothing after termination of employment? Will the employee be required to return the clothing when they separate from the University?
  • Procurement Services does not have the ability to enforce this, however the department should keep a record of when clothing is issued and when it’s returned. We recommend that the clothing be destroyed, i.e., cut the logo out of the shirt and throw both away when clothing is returned.

Remember that any logoed items must go through the brand review process.