Purchasing Policy
The Purchasing Policy provides procurement guidelines and procedures. Employees involved with the purchasing process are responsible for understanding policies and procedures regarding purchasing and supplier relations.
Purchasing
The Office of Strategic Procurement oversees the purchasing process, ensuring efficiency and cost-effectiveness in acquiring goods and services. This office will work with departments to obtain the required goods or services in as expedited a manner as possible in accordance with applicable procurement laws. Purchasing is comprised of two areas: Planning and Transacting.
Planning
Purchasing plans are developed when the procurement organization becomes aware of a customer's requirement, or receives a purchase request, statement of work, or other information sufficient to begin the planning process.
The Office of Strategic Procurement will work with departments to obtain the required goods or services in as expedited a manner as possible in accordance with applicable procurement laws. Departments should not contact suppliers regarding large dollar purchases independent of the Office of Strategic Procurement.
Departments should provide us with sufficient lead time to identify and execute the appropriate sourcing method.
Goods and Services Costing Over $25,000
During the annual budgeting process, departments should notify the Chief Procurement Officer of upcoming planned purchases of goods and services during the next budget cycle that will equal or exceed $25,000 and which cannot be acquired through listed catalog vendors or existing contracts.
Goods and/or services exceeding $25,000 that are not available as a catalog or existing contract purchase must be procured by completing a Bid Request - Products or Services form or a Sole Source Justification form in Buyway. These forms are subject to the review and approval of the Office of Strategic Procurement.
Recurring Goods and Services
Departments with recurring needs for acquiring particular goods or services should notify the Office of Strategic Procurement to employ strategic procurement leveraging opportunities and other contract negotiation strategies in procuring such goods or services.
Transacting
Individuals, departments, or groups making purchases on behalf of the University are subject to follow the University's Purchasing Policy and Purchasing Handbook.
Purchasing Handbook
The Purchasing Handbook helps users navigate through the procurement process so that they will be able to purchase goods and services.
Buyway
Buyway is Miami's online marketplace. It allows you to purchase goods and services from preferred contracted suppliers and request payments. Buyway provides easy access to multiple supplier catalogs with University-negotiated pricing, and a comprehensive workflow tool for electronic purchase approvals.
Purchasing Card
The Purchasing Card (P-Card) is the preferred method for pre-payment transactions such as subscriptions, books, professional dues, conference registration, airline tickets, and hotel room charges.
Preferred Suppliers
Miami University participates in the Educational and Institutional Cooperative Service (E&I), Inter-University Council of Ohio (IUC), and other purchasing consortiums and group purchasing organizations (GPO). As a member school, we can take advantage of negotiated pricing based on all member schools' volume. In addition, we have established pricing on other goods and services that are commonly used by the university to help expedite the buying process. Miami-negotiated prices and IUC and E&I contracted pricing are loaded into Buyway for you to view and make purchases against. For some services however, you may need to contact the supplier directly to make special arrangements.
Relocation/Moving Services
Please contact an approved provider to arrange services. Once an estimated price is known, a requisition should be entered into Miami Buyway for payment purposes.
Bus Charter Firms
Select Bus/Coach Charter firms have committed to provide travel quotes for various types of bussing needs at Miami University. These firms may be able to provide transportation for student organizations, departmental travel, club sports, fraternities/sororities and intercollegiate athletics that originate from Miami campuses.
Contact Us
Office of Strategic Procurement
205 Hoyt Hall
521 S Patterson Ave.
Oxford, OH 45056
