Dollar Limits - Effective June 1, 2025
One formal quote	$49,999 or below
Minimum of three (3) formal quotations via email; Dependent upon discretion of Procurement Services	$50,000 - $99,999
Formal Sealed Bid or Request for Proposal (RFP)	$100,000 and greater

Purchases valued at $49,999 or below:

Purchases below $49,999 may be made based on one formal quote*. Departments may obtain the quote or may request assistance from Procurement Services in obtaining the quote.

Purchases of $2,500 and below should be placed using a Purchasing card as allowed.

Purchases of $2,501 and above should have a requisition entered in Banner. A copy of the quote with Banner Requisition number on it must be sent to Procurement Services. Approval from your Dean/Director/Vice President is required for these purchases. The department is responsible to obtain all Banner approvals.

Purchases valued at $50,000 - $99,999

Purchases in the $50,000 - $99,999 range may be made based on three formal quotes. Departments may obtain the quotes or may request assistance from Procurement Services in obtaining the quote.


Once quotes are obtained and a decision is made, a requisition must be entered in Banner. The selected quote should have the Banner Requisition number on it and all three quotes must be sent to Procurement Services for review. Approval from your Dean/Director/Vice President is required for these purchases. The department is responsible to obtain all Banner approvals.

Purchases valued at $100,000 and Greater

Purchases greater than $100,000 require a formal sealed Bid or Request for Proposal (RFP) issued by Procurement Services. This is a written document issued by Procurement Services in conjunction with the department. Three quotes will not suffice.

The department must provide a valid FOAPAL with adequate funding and a full specification for the goods or services that they wish to obtain to Procurement Services for the development of the RFP or Bid. Approvals from your Dean/Director/Vice President will be required prior to the issuance of bid documents.

Special Considerations:

If a desired item is available through a University contracted vendor, that vendor must be utilized for the purchase. Any exceptions to that may be requested in writing to the Director of Procurement Services for consideration.

If items are available through a University contracted vendor, the quote and bidding processes may not be necessary. Contact Procurement Services for assistance with these circumstances.

Any purchase utilizing a trade-in of existing items must go to Procurement Services for review prior to any actions being taken.

Any purchase of software, regardless of cost, requires legal review of the terms and conditions related to that software as well as a security review and approval from Information Systems. Contact Procurement Services for assistance with this process prior to any actions.

The purchase of ANY printed materials must be approved from MSU Print Services and then Procurement Services prior to any action being taken. Only contracted vendors may be utilized for these purchases.

New thresholds do not change any previously existing requirements for VP Approvals ($2500 and above) or for approvals by legal and/or Information Systems as applicable.

A Department shall not artificially divide or parcel purchases over a period of time for the purpose of evading the regular procurement process. Individuals involved in making purchases are expected to understand the requirements stated here and to be familiar with the provisions of Murray State University’s “Statement of Ethical Principles and Code of Conduct.”

*A formal quote is defined as an official written quote from a vendor on that vendor’s letterhead which includes all pricing, delivery and other charges as well as any and all terms required by the vendor. Email correspondence, screenshots of online shopping carts and other documents are not acceptable. If you have questions regarding the validity of a quote, please send it to one of the buyers in the Procurement Services office for review. Department personnel are not authorized sign a vendor’s quote document or contract.

Questions regarding purchases described here should be addressed to the Director of Procurement Services at 270-809-4090.