Purchasing

• Inclusiveness and diversity through engaging local suppliers, and utilizing diverse and disadvantaged suppliers where possible.
• Integrity and transparency through ethical behavior, compliance with stated practices and policies, and communication of our goals and results.
• Effective stewardship through ongoing financial goal setting to deliver value, emphasizing vendors promoting sustainable products and operating in a manner which supports attainment of the university’s financial objectives.
• Avoid the intent and appearance of unethical or compromising practice in relationships, actions, and communications; Never solicit or accept money, loans, credits, or prejudicial discounts, and avoid the acceptance of gifts, entertainment, favors, or services from present or potential suppliers which might influence or appear to influence purchasing decisions.
• Demonstrate loyalty to the University of North Georgia by diligently following all lawful instructions while using professional judgment, reasonable care, and exercising only the authority granted.
• Display the highest ideals of honor and integrity in all public and personal relationships in order to merit the respect and inspire the confidence of the public being served.

This is the Policy expected for all UNG personnel working for the Purchasing Department. Any failure to meet this code of ethics will result in disciplinary action.

If you are interested in conducting business with UNG, please email us or contact one of our buyers directly. If you are interested in bidding jobs over $25,000 please refer to Georgia Supplier Services for information on getting set up for the bidding process with the State of Georgia. Thank you.

• Treat customers with respect and courtesy, and respond to their needs with a sense of urgency;
• Return phone calls in no more than 24 hours (the following business day);
• Return emails in no more than 24 hours (the following business day);
• Issue a purchase order, or contact the requisitioning unit for additional approvals or documentation as required, in no more than 72 hours (or 3 business day);
• Provide acknowledgment of receipt of request for bids in no more than 72 hours (or 3 business day).

Contract Management is an integral part of the purchasing function and contract development often begins with the creation of a solicitation for goods or services. Once a contract has been put in place, it will be administered by the purchasing department.

All contracts and/or agreements are to be reviewed by the purchasing department before signature. In most cases, they will need to be signed by the senior vice president for business and finance.

State Contracts (aka Statewide Contracts or SWCs) have been awarded by the State of Georgia and we are allowed to purchase from them without further competitive bidding. View current SWCs.

Agency Contracts have been completed and awarded by UNG.  They typically run from year-to-year with renewal options extending them up to five (5) years. All departments using an agency contract will fill out a vendor evaluation sheet at the end of each fiscal year.

The Purchasing Card (P-Card) program simplifies day-to-day purchasing activities while enhancing cost effectiveness. The primary benefit of using the P-Card is the elimination of purchase order paperwork. This streamlines purchasing and payment procedures, reduces the administrative burden traditionally associated with small dollar value purchases, and allows for quicker receipt of goods. The P-Card offers good accountability through consistent and timely reconciliation processes and electronic management controls. The P-card is honored by all merchants who accept Visa, and there are no annual, transaction or reporting fees.

Buyers of UNG are here to assist you with the purchasing of all goods and services. This includes purchase methods such as check request, purchase orders and GeorgiaFIRST Marketplace.

You may also reach out to our buyers for product research or locating a supplier. Purchasing will take the lead on any orders exceeding $25,000 requiring the bidding process. We are an added value to your department as we review all orders for compliance of state laws and Board of Regents policies.