Procurement and Payables Policy : University of Dayton, Ohio

Procurement and Payables Policy

Purpose

This policy seeks to provide guidance on the prudent expenditure of funds and requires all who authorize such expenditures on behalf of the University of Dayton to exercise good judgment in accordance with the mission and values of the University.

Scope

This policy applies to all members of the University of Dayton community and its affiliates, including but not limited to faculty, staff, students, visitors, volunteers and all other individuals who incur expenses on behalf of or to be reimbursed by the University.

Policy History

Effective Date: August 27, 2018

Approval: March 4, 2026

Policy History:

Approved in Original Form: August 27, 2018
Approved as amended: March 4, 2026

Maintenance of Policy: Executive Director for Procurement and Payable Services, Finance and Administrative Services

Policy

I. Expenditure of Funds that Reflect the University’s Mission and Values

The University considers the prudent expenditure of funds to be an important responsibility and reflective of the University’s mission and the Marianist values. The University is uniquely positioned to foster partnerships in the local and global community. Thus, the University views its purchasing decisions as opportunities to choose environmentally and socially preferable products and services, to support vendors with strong commitments to sustainability, to support the local economy, and to pursue the common good.

All members of the University community are required to exercise good judgment in authorizing expenditures, regardless of the source of funds. Purchasing decisions should be made with consideration given to the total lifecycle cost of an item, including but not limited to the acquisition, usage, energy, maintenance, repair and disposal costs. Further, those making purchasing decisions should be mindful of University commitments in areas including partnerships, environmental impact, diversity and small business spending.

II. Conflict of Interest

Employees should consider any conflict of interests they may have when making or approving purchases. The University’s Outside Activities and Conflict of Interest and Commitment Policy should be followed.

III. Gratuities from Suppliers

University employees must not solicit nor accept money, loans, credits, favors, services or gifts from current or prospective suppliers, which are intended to influence a procurement decision. Such gratuities can give rise to a conflict of interest or the appearance of a conflict of interest. In particular, University employees should not accept gratuities from a current or prospective supplier that has submitted or may submit a bid for a contract for which a bid solicitation is being contemplated, developed or is actively accepting bids. If it is deemed necessary to visit a supplier site for a demonstration, the University will be responsible for all related expenses. It may be acceptable for University employees to accept nominal, customary gifts such as meals related to conducting University business as determined on a case-by-case basis within each department.

IV. Confidentiality

University employees must handle confidential or proprietary information with due care and proper consideration of ethical and legal ramifications and governmental regulations. University employees may not disclose to third parties the prices, terms, or conditions quoted to the University by its suppliers.

V. Delegation of Authority and Expenditure Levels

The University of Dayton requires approval for the expenditures of funds by the proper authority. The contracting and procurement of goods and services is the responsibility of the University of Dayton Board of Trustees. The Board has delegated contracting responsibility to the President of the University, who in turn has delegated this responsibility to University leaders. Delegations of authority are appropriate where the delegation will enhance the effectiveness and efficiency of the operation without risking the integrity of the internal control necessary for accountability.

VI. Supplier Standard of Behavior

The University of Dayton’s suppliers will recognize and act in accordance with the Catholic and Marianist standards of honesty, dignity, and respect. Suppliers agree not to engage in any conduct in violation of any state or federal statute, regulation or ordinance; conduct involving moral turpitude; conduct in violation of the University’s policies; or any other conduct that is inconsistent with, embarrassing to or destructive to the University’s identity as a Catholic and Marianist institution.