Procurement Value $0 to $9,999 (EXCLUDING TAXES)

All purchases are subject to budget availability and suppliers are not to provide goods, services, consulting or construction until a valid purchase order has been supplied to the supplier. All purchases should consider accessibility, sustainability, ergonomics, and Supplier Code of Conduct.

The Office of Procurement and Contracts is responsible for solely determining the procurement method that best aligns with regulatory and compliance requirements.

Please Note: A Procurement Card may be used ONLY for purchases between $0-2999 INCLUDING TAXES. If vendor will not accept the Procurement Card, a requisition is required. Should the total value of the procurement exceed the $9999 threshold (cumulative value of expenditures within same fiscal year with same supplier), a procurement process will be required. An LU Code is required for purchases over $5000 including taxes.

7 Steps:

Step 1a-Expenditure Initiation Planning/ Budgeting: Requesting department must ensure adequate budget (via Self-Service or Ellucian) and consult with potentially affected departments. Prior to commencement of any procurement activity (purchase of goods and non-consulting services) – the budget holder must ensure that the budget contains adequate funds for the purchase & the purchase must be approved in accordance with the Policy on Procurement and the Signing Authorization Policy. 
Purchases must be supported by a purchase requisition BEFORE placing an order or acquiring the goods or services and must be approved by the Budget Holder, subject to budget availability. Invoices will not be PAID unless a purchase requisition is entered, approvals are received (budget holder and/or Finance) and a purchase order is sent to vendor before the commitment (order placement) is made.

Step 1b-Consultation with Other Departments: When purchasing goods or services, departments should consult all business departments potentially affected by or associated with the purchasing decision to ensure that the procured goods or services are compliant with policies, procedures and guidelines. Example: When purchasing services of an IT or Communications/Digital nature, the potentially affected departments must provide in writing their approval of the purchase due to Privacy Information Assessment & Impact (IT) and Branding (Digital and Communications) before engaging with the vendor to complete the work.

Step 2-LU Code Authorization: Requesting department must obtain LU Code (required over $5000 including taxes). Laurentian continues the implemented weekly review and approval of expenditures over $5000 (including taxes) by the Vice President Finance and Administration known as the LU Code. Please note that the LU Code is not a budget authorization or approval by Finance. The LU Code is ongoing fiscal oversight required by the Plan of Compromise and Arrangement (PCA) and Exit Loan Agreement from the province. Expenditure requests over $5000 must be sent to the expenditures-LU@laurentian.ca email account and will be reviewed weekly by the Vice President Finance and Administration. When submitting an expense for review/approval, please submit the quote or invoice (if available) along with the expense request template spreadsheet. Post CCAA Expense Submission Template

Step 3-RFx Development: Click here to fill out an Intake Form to Initiate the procurement process. If the vendor is not an Ontario or Canadian vendor, Procurement applies a Non-Ontario Business Justification Form and rationale as to why an Ontario or Canadian vendor was not selected. For more information on Building Ontario Business Initiation Act (BOBIA), U.S. Restriction Policy.