The CSU Procurement Rules are the University’s official supporting manual for procurement requirements, procedures, thresholds, forms, and guidance. University employees and units must follow the Procurement Rules when purchasing, leasing, renting, or acquiring goods or services on behalf of the University. The Procurement Rules are maintained by Procurement Services and may be updated as needed, consistent with this policy and other applicable University requirements.

PURPOSE OF THIS POLICY

The purpose of this policy is to establish Colorado State University’s requirement that purchases of goods, services and construction be made in accordance with the CSU Procurement Rules. The Procurement Rules provide the University’s official procurement requirements, procedures, thresholds, and guidance.

APPLICATION OF THIS POLICY

This policy applies to all University employees, departments, colleges, divisions, and other units that purchase, lease, rent, or otherwise acquire goods or services using University funds or on behalf of the University. This policy applies regardless of funding source unless a specific exemption applies.

EXEMPTIONS FROM THIS POLICY

Exemptions from specific procurement requirements may be allowed only when permitted by the CSU Procurement Rules, applicable law, sponsor requirements, the University’s Emergency Operations Plan, or written approval from Procurement Services.

DEFINITIONS USED IN THIS POLICY

Procurement: The process of buying, leasing, renting, or otherwise acquiring goods or services for University use.

Procurement Rules: The University’s official manual of procurement requirements, procedures, thresholds, and guidance maintained by Procurement Services.

University funds: Any funds administered by or through the University, regardless of source

POLICY STATEMENT

Colorado State University requires procurement activities to be conducted in a fair, competitive, ethical, transparent, and fiscally responsible manner. University purchases must follow the CSU Procurement Rules and any related requirements established by Procurement Services.

POLICY PROVISIONS

1. University employees and units must follow the CSU Procurement Rules when purchasing goods or services on behalf of the University.
2. Procurement Services is responsible for maintaining the CSU Procurement Rules and related procurement forms, tools, templates, and guidance.
3. The CSU Procurement Rules may include detailed procedures, purchasing methods, approval requirements, dollar thresholds, documentation requirements, forms, and related guidance.
4. Procurement Services may update the CSU Procurement Rules, forms, templates, and guidance as needed to reflect changes in law, regulation, business process, technology, or University operations.
5. Changes to the CSU Procurement Rules that create new University-wide obligations, materially change compliance requirements, or conflict with existing University policy must be reviewed through the University Policy Office before implementation.
6. If the CSU Procurement Rules conflict with applicable law, governing requirements, or another University policy, the higher authority controls. Procurement Services should work with the appropriate University offices to resolve any conflict.
7. University units are responsible for planning purchases in a timely manner, using approved procurement methods, maintaining required documentation, and seeking guidance from Procurement Services when needed.

COMPLIANCE WITH THIS POLICY

Compliance with this policy and the CSU Procurement Rules is required. Questions about interpretation or application should be directed to Procurement Services.

Failure to follow this policy or the CSU Procurement Rules may result in cancellation of purchases, loss of delegated purchasing authority, repayment obligations, audit findings, disciplinary action, or other corrective action, as appropriate.

REFERENCES

CSU Procurement Rules found on the Office of Procurement website

CSU Policy: Cost Sharing for Sponsored Projects
CSU Policy: Cost Transfers on Sponsored Projects
CSU Policy: Financial Rules
CSU Policy: Procurement Card (PCard) Handbook
CSU Policy: Purchasing Manual
CSU Policy: Sustainable and Efficient Procurement
CSU System Policy: Fiscal Rules
BFS Financial Rules and Procedures website

FORMS AND TOOLS

Procurement forms, templates, purchasing guidance, and related tools are available through the Office of Procurement Services.

APPROVALS

Effective date: February 4, 2010

Revision approved by Brendan Hanlon, Vice President for University Operations, on July 28, 2024

Revision approved by Brendan Hanlon, Vice President for University Operations, on July 1, 2025

Revision approved by Brendan Hanlon, Vice President for University Operations, on June 28, 2026