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UNIVERSITY OF TENNESSEE SYSTEM POLICY
FISCAL

POLICY NO: FI0425 SUBJECT:  CAMPUS BOOKSTORE PURCHASES  
EFFECTIVE: 05/01/2003 REVISION NO: 3

TOPICS:
Departmental Purchases From Campus Bookstores Procedures
Related Policies Contacts

OBJECTIVE:

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To provide guidelines on departmental purchases from campus bookstores.


POLICY:

Departmental Purchases From Campus Bookstores[top]

  1. Some campuses operate a bookstore for the convenience of the university community in acquiring books, educational supplies, and other university-related items. For further details on bookstore operations, consult campus procedures or contact the campus bookstore.

  2. Bookstore items may be purchased by departments for official university use only. Items purchased for university use will be charged directly to department cost centers or WBS elements by internal transfer through the university's accounting system. All department purchases from the bookstore must meet the following conditions.

    1. Personal Use Items. Items that are usually intended for personal use (greeting cards, gift items for outside donors or speakers, clothing, cosmetics, food, etc.) may not be purchased and charged to cost center/WBS elements unless they are required for conducting departmental business and written documentation describing the need for and use of the item(s) is retained on file in the department for audit purposes. In addition, the campus/unit chief business officer must approve in writing the purchase of each item whose cost exceeds $100. (See FISCAL POLICY FI0405, 8-9 for related policies on procuring personal use items.)

    2. Authorization. Purchases may be made only by a department head, principal investigator, or other employees designated by these officials. Bookstores require persons making such purchases to present valid UT employee identification. Bookstores, however, cannot assume responsibility for verifying that employees are designated to make departmental purchases.

    3. Reviewing Purchases. Charge tickets for items purchased from the bookstore for departmental use must be reviewed by the department head or principal investigator. The reviewer should sign the charge tickets, and the department must retain them on file for audit purposes.

    4. Reconciling Purchases. All bookstore charges appearing on the monthly departmental ledgers must be reconciled to the bookstore charge tickets obtained at the time of purchase.

    5. Separation of Duties. Where staffing permits, there should be a separation of duties between the individuals designated to make charge purchases from the bookstore and those who maintain and reconcile departmental records.

Textbook Desk Copies

  1. Publishers usually provide complimentary desk copies of textbooks for faculty use upon request. Departments or faculty members should contact publishers directly to obtain desk copies of proposed or selected textbooks.


  2. If publishers will not provide complimentary desk copies, or if copies cannot be obtained from the publisher in a timely manner, textbooks for faculty use may be purchased from the bookstore and charged to the departmental cost center/WBS element. Where applicable, departments should request complimentary copies from publishers for return to the bookstore to receive a credit to the departmental cost center/WBS element (unless the copy from the publisher has been marked "complimentary-not for resale").

RELATED POLICIES
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PROCEDURES
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Knoxville:  http://web.utk.edu/~dfinance/fiscal-policy.shtml
Health Science Center:  http://www.uthsc.edu/policies/w932_document_list.php?app=FSC
Space Institute:   
Chattanooga:   
Martin:  http://www.utm.edu/departments/finadmin/procedures.php
FOR MORE INFORMATION
:
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  Samantha Johnson  (865) 974-3311  samantha@tennessee.edu