Rules and Regulations

Texas A&M University departments have delegated authority to make purchases of equipment, supplies, and services within specified dollar limits (including freight and/or postage), regardless of the funding source. This limited authority is delegated to allow departments to expedite the purchase of items needed immediately without having to prepare a purchase requisition. The dollar limit is currently restricted to not exceed $10,000.00.  Purchases may not be separated in order to remain within the delegated dollar limit.

Departments are encouraged to purchase equipment supplies and services from Historically Underutilized Businesses (HUBs). An online HUB Directory is available to assist you in identifying HUBs.

For purchases exceeding the delegated departmental spending limits, requisitions, bids and purchase orders processed through the Department of Procurement Services are usually required. The following guidelines apply:

Type of Order Type of Funds Requisitioning Procedures
Non-Emergency Purchases, Goods and Services All Funds ($10,000.01 or more)

Create a requisition in AggieBuy and attach specifications. AggieBuy will automatically route the requisition to Procurement Services.

Emergency Purchases, Goods and Services All Funds ($10,000.01 or more) When possible, contact Procurement Services for prior approval. Enter an AggieBuy Purchase Requisition and include a completed Justification of Emergency Purchases form. See additional information below.

Notes:

  • Freight costs must be included in all dollar limits listed above.
  • Large purchases may not be divided into small lot purchases in order to meet the specified dollar limits. (University Rule 25.07.03.M0.01 Section 2.1.3)

Departments are advised to carefully evaluate and plan their goods and services requirements on a monthly/yearly basis whenever possible.

Sole Source and/or Proprietary Purchases

If the specifications restrict the purchase of goods or services to only one product or manufacturer, enter an AggieBuy Purchase Requisition and include a completed Sole Source/Proprietary Justification form.

This questionnaire should be completed and signed by the end user or other subject matter expert familiar with the technical requirements of purchase. After completion, please forward to Procurement Services. If more space is required, feel free to attach additional pages. Note: The price of the product or service is not a consideration for sole source, as pricing can be determined only by competitive solicitation.

Emergency Purchases

An emergency purchase is defined as a purchase of goods or services that if not secured immediately, the university will suffer financial or operational damage.

When possible, contact Procurement Services prior to acquiring the goods or services. If the situation allows, informal bids will be taken. Department should place the order, then enter an AggieBuy Purchase Requisition and include a completed Justification of Emergency Purchases form.

The form must completely describe:

  • The reason for the emergency purchase by explaining what the emergency is and/or what caused the emergency situation;
  • The financial and/or operational damage that will occur if needs are not satisfied immediately; and
  • Why the needs were not or could not be anticipated, so that the items could have been purchased through regular procurement procedures.”

Non-complying Purchase Requisitions

Departments do not have the authority to make purchases in excess of $10,000 that have not been approved prior to the goods being delivered or services being rendered. Non-complying purchase requisitions include, but not limited to, confirming requisitions and requisitions that split large purchases into smaller purchases in order to circumvent purchasing procedures. Procurement Services encourages questions and will assist requisitioners in determining the best method available in acquiring goods and services.

For federal grant-funded purchases made prior to September 1, 2018, Texas A&M University is in compliance with OMB Circular A-110 Procurement Standards as defined in Subpart C, Post-Award Requirements, Sections 40–48. Effective September 1, 2018, federal grant-funded purchases must comply with Procurement Standards as defined in 2 CFR 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Subpart D, Sections 200.318–200.326, known as Uniform Guidance. Additional information about Uniform Guidance is available on the Chief Financial Officers Council website.