Purchasing Guidelines

Procurement Services requires that a purchase order be issued by the university procurement agent prior to services being rendered or goods supplied; otherwise the University will not be liable for any financial debt arising from unauthorized purchases. Only a duly signed UPEI purchase order obligates indebtedness of the University for goods and services supplied. All shipments and invoices must indicate the purchase order number.

Making a purchase

1. All purchases require a purchase order. Purchase orders are initiated through the use of an external requisition either on-line or via hard copy.

  • In order to sign up for online requisitions contact the Accounting Office.
  • External requisitions are available through Procurement Services.

2. Employees engaged in the Purchasing function are expected to be free of interests or relationships which are actually or potentially in conflict with the best interests of the University (note conflict of interest guidelines in the UPEI Procurement Policy).

3. The services of the Procurement Services are not available to employees or others for personal purchases except employee purchase programs authorized by the Vice-President Administration and Finance.

4. Purchases of goods:

  • Under $3000 must be sent to Procurement through a requisition which will result in a purchase order.  Quotes are not necessary, but it is encouraged that the department consider more than one supplier as an option.
  • From $3000 - $10,000 must be sent to Procurement through a requisition along with two documented competitive quotations.
  • From $10,000 - $25,000 must be sent to Procurement through a requisition along with at least three documented competitive quotations.

5. Purchases of services:

  • Under $10,000 must be sent to Procurement through a requisition which will result in a purchase order.  Quotes are not necessary, but it is encouraged that the department consider more than one supplier as an option.
  • From $10,000 - $50,000 must be sent to Procurement through a requisition along with at least three documented competitive quotations.

6. Purchases of construction:

  • Under $10,000 must be sent to Procurement through a requisition which will result in a purchase order.  Quotes are not necessary, but it is encouraged that the department consider more than one supplier as an option.
  • From $10,000 - $50,000 must be sent to Procurement through a requisition along with two documented competitive quotations.
  • From $50,000 - $100,000 must be sent to Procurement through a requisition along with at least three documented competitive quotations.

7. Purchases for goods and services in categories noted below require an RFP or RFQ. 

  • Goods over $25,000
  • Services over $50,000
  • Construction over $100,000
Anne Marie Acorn
Administrative Support
Department: 
Procurement Services
Phone: 
(902) 566-0624
Contact UPEI