Purchasing

201 Carter Drive, Suite 200
West Chester, PA 19383
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Policies and Procedures for the Contracting Process

Under Pennsylvania law, the President of the University has the sole and exclusive authority to enter into contracts, agreements, or memoranda of understanding on behalf of West Chester University.

In the interests of good management, the President has delegated this authority to the Vice President for Administration and Finance. Unless otherwise provided for in this document or other written instrument, no employee, student or any other person purporting to represent the University has authority to sign or enter into a contractual agreement on behalf of the University or any administrative or academic unit thereof.

All transactions for the purchase of goods and services shall be made through the Purchasing Office.

All contracts for construction procurement shall be made through the Contract Services Office. It shall be the responsibility of the Vice President for Administration and Finance to ensure that the University is in compliance with the statutory mandate to seek approval for contracts as to legality and form from University Legal Counsel and the Office of the Attorney General.

It shall be the responsibility of the Vice President for Administration and Finance to ensure that the Council of Trustees receives timely reports to ensure that the University is in compliance with the statutory mandate of obtaining approval of the Council of Trustees for all contracts entered into by the President of the University.

The Adverse Interest Law prohibits any Commonwealth employee from contracting with the University or being an employee, stockholder, director or agent of any entity contracting with the University. Nevertheless, an employee may enter into a contract with the University and/or be employed by such a contractor if the contracting employee and/or the employed person is not on the University payroll during the contract period.

Under Pennsylvania law, the Department of General services has sole authority to purchase insurance contracts. Consequently, no employee of the University should sign any agreement with an insurance carrier. Should insurance be required for students and/or student projects and events, the President of the University shall request West Chester University Student Services, Inc. to purchase such insurance and all contracts for institutional insurance shall be administered by the Vice President for Administration and Finance.