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Only those persons authorized by the University of Calgary may commit University funds to purchase goods or services or enter into an agreement with a supplier to purchase goods or services.

Employees will only use suppliers from the preferred suppliers list to procure goods or services. When specific categories are not listed or when preferred suppliers cannot meet the requestors' requirements, Supply Chain Management will work with the requestor to source an appropriate supplier.

Goods or services may be purchased by authorized employees through the following:

University Authorized Payment Methods for Purchase Orders

• Electronic Funds Transfer (EFT) an electronic method of remittance for payment within 30 days from invoice date
• Visa Payables Automation (VPA) an automated payment process utilizing a virtual Visa card similar to an eTransfer with payment within 7 days after invoice approval
• Wire Transfer a bank to bank transfer with payment within 30 days from invoice date (Note: only available for non CDN/US suppliers)

University Authorized Purchase Orders

• Requestors will identify their requirements and complete a purchase requisition detailing their requirements using the university . For access, refer to 'Getting Started' in Business Administration Systems.
• When approved, the purchase requisition will form the basis for a purchase order which is a binding document between the University and a supplier.
• Purchase orders may only be issued by authorized individuals in Supply Chain Management.
• The purchase requisition and purchase order process is outlined in the Supply Chain Management Procurement Handbook.

University Issued Credit Cards

• Supply Chain Management manages the Corporate Card program that offers a Procurement Card (PCard) for low-dollar value, low-risk purchases and a Travel and Expense Card (T&E Card) for travel and meetings costs to minimize incurring expenses personally. For information on obtaining a Corporate card refer to university credit cards.

A competitive bid process or methodology shall take place for all purchases greater than $25,000 (not including GST).

Based on the purchase amount and complexity of the purchase requirement, Supply Chain Management invites competitive bids from suppliers through one of the following methods:

• Purchases between $25,000 to $75,000: solicits a minimum of three supplier price quotations from the marketplace
• Goods and service purchase requirements $75,000 or more: must be advertised on the Alberta Purchasing Connection (APC) electronic tendering website
• Construction purchases greater than $200,000: must be advertised on the Alberta Purchasing Connection (APC) electronic tendering website or Calgary Construction Association CoolNET electronic tendering system

• Furniture purchases: Ô°ÇøÒùÂÒ has signed contracts with prequalified suppliers for office workstations, office Chairs, instructional spaces, and public spaces. The competitive bidding threshold noted above does not apply in the procurement of these types of furnishings. 

  ALL furniture purchases no matter what value or furniture type, will require pre-approval via a Facilities Archibus request as the first step. Once the Archibus request is submitted, Furniture Planning & Coordination Strategy will advise of the correct supplier(s) and procurement process to follow.  No pre-approval is required for furniture being purchased through a Capital Project. Furniture purchases are restricted from the Corporate Credit Cards (PCard or T&E).  Furniture must be requested through a Purchase Order Requisition with the Archibus request number referenced.

A non-competitive procurement process takes place when the purchase is placed with only the supplier without a competitive bid process being undertaken.

Supply Chain Management may, at its sole discretion, purchase or single source a purchase under $25,000 through one vendor. Single/sole source procedures and limitations are outlined in the Supply Chain Management Procurement Handbook.

Northwest Partnership Trade Agreement

As member of the MASH sector (municipalities, academic, school boards and health) of the Government of Alberta, the University must comply with the Northwest Partnership Trade Agreement (NWPTA). Under the NWPTA agreement, the MASH sector annual dollar competitive bid thresholds have been set at:

• Goods and Services: $75,000
• Construction: $200,000

To ensure your product or service is properly authorized and that your payment will not be delayed, suppliers, contractors and consultants must ensure they receive a University Purchase Order (PO) number prior to starting work. See the university's  for more information.

Accounts Payable facilitates the payment of suppliers through invoice submissions. 

Invoice Payment Terms: 

• Electronic Funds Transfer (EFT) and Wire Transfer are net 30 days from date of invoice.
• Automated Virtual Visa Payments (VPA) within 7 days of invoice approval.

Suppliers are expected to pay special attention to packaging, shipping instructions and delivery dates.

Unless otherwise instructed by Procurement Services, deliveries are to be F.O.B University of Calgary, Central Shipping and Receiving, Physical Plant Building. The goods are to be shipped in the most economical manner that will meet the stipulated delivery date.

Due to delivery location access restrictions and equipment handling limitations, suppliers are requested to contact the Procurement Specialist or Distribution Services to arrange delivery of shipments of extraordinary size or weight.

The Supply Chain Management policy clarifies and supports accountability for the procurement, payment and distribution of goods and services for the university. The SCM policy supports cost efficiencies, process improvements, internal controls and accountability. View the policy on the .

We have negotiated agreements with local, national and international suppliers; these are the university's . By leveraging Ô°ÇøÒùÂÒ's considerable purchasing power, faculty and staff can buy more or get better value with the same or fewer dollars. Price is only one factor when defining cost for an item.

Other factors include:

• transaction costs
• transportation
• warehousing
• inventory costs
• purchasing administration
• packaging
• payment terms
• obsolescence
• warranty
• specifications
• expediting
• sustainability

• the preferred suppliers list.
• Learn more about the 

Selection of preferred suppliers is based on a competitive bid process that identifies suppliers who provide the best overall value to the University based on defined specifications and contract deliverables.

We post Competitive Bid Requirements for preferred suppliers on the .

We use three methods to support the university’s purchasing requirements:

•  portal eProcurement orders (Requisitions)
• Procurement Cards (PCards)
• Travel and Expense cards (T&E Cards)

By using one of the authorized methodologies, the university can ensure procurement activities have received appropriate approvals, is properly tracked, reported and accounted for in a fiscally responsible manner.

A requisition is to be used for all purchases of goods or services when a PCard or T&E Card is not a suitable purchase method.

A PCard should be used when acquiring a majority of low-dollar (under $5,000) and low-risk goods and services purchases. Using the PCard for these types of purchases eliminates the need to generate Purchase Orders, reducing administrative costs by as much as 75 per cent.

A list of exceptions can be found in the .

T&E Cards should be used for:

• Travel and travel-related expenses (e.g. airfare, ac