[All_staff] Know How to Make Authorized JLab Procurements

[deborah magaldi]

/This message is sent on behalf of the Jefferson Lab Procurement Manager.

/

To All Staff:

An occasional question received in Procurement is: *Who is authorized to 
buy an item or tell a subcontractor to go to work?*

The answer is:Those who have Procurement Authority, which is delegated 
in writing to authorized personnel by the Procurement Manager. The 
authority to obligate Jefferson Lab to standard business agreements, and 
to delegate this authority to others, is given to the Procurement 
Manager by the Lab Director.

*What is an Unauthorized Procurement Commitment?*

It is any purchase that is not binding solely because the JLab 
representative who made it lacked the written authorization to enter 
into that agreement on behalf of JLab.

A few examples of unauthorized procurement commitments include:

-Supplies or services verbally ordered by someone not duly authorizedas 
a JLab Buyer, Subcontracting Officer or agent for any purchase agreement

-Authorizing a subcontractor or vendor to start work before the 
contractual document is issued or awarded by a JLab Buyer or 
Subcontracting Officer

oNote: A Purchase Requisition (PR) is not a contractual document that 
allows anyone other than Procurement to commit JLab to an agreement.

-An invoice received from a subcontractor or vendor, without a proper 
purchase order or subcontract for the items or work described in the 
invoice.

**

*Avoiding Unauthorized Commitments:*

We have found that the following tend to be some of the steps 
departments utilize to avoid unauthorized commitments:

-Including Procurement in planning far enough in advance to utilize 
normal procurement procedures;

-Contacting Procurement in situations that call for emergency procedures 
to be utilized: even in emergencies there is enough time available to go 
through normal procurement procedures; and

-Transmittal of procurement requests (PR’s) to the procurement office 
immediately.

For additional information, contact Lynn McKnight, ext. 7603, or 
mcknight at jlab.org

Lynn McKnight

Procurement Manager

Jefferson Science Associates LLC

Phone: 757-269-7603

Cell: 757-537-7756

E-mail: mcknight at jlab.org <mailto:mcknight at jlab.org>

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