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University Hall, the Oval and surrounding building from above on a sunny morning

Business Services

Purchasing Office Guidelines for Retention of Procurement Records

Montana Operations Manual - 2003
(1.0729.00 - RETENTION SCHEDULES);
and Section 18-4-126, MCA:

All procurement records shall be retained, managed, and disposed of in accordance with the state records management program, found in Title 2, chapter 6, MCA. Each state agency must retain the written procurement documentation for the procurements it conducts and administers. The University Business Services-Purchasing Office retains the procurement records for the procurements it conducts and administers. See for details.

The Campuses and Departments of the University are responsible for maintaining the original documentation of all their procurement activities for five years (in the case of Term Contracts it would be for five years after the end of the Term Contract period - i.e. if the term contract is for three years then the records must be kept for eight years, because the retention period continues after the end of the term contract). These documents would include:  Contracted Services Agreements, Invoices, Limited Solicitations, Purchase Orders, and all supporting documents for these purchases. For the Missoula campus -- If the purchases were committed under grant funding, then after the retention period they should be sent to Research Administration for their archive.

High Dollar Rentals and Leases

For rentals/leases that are longer than a couple of days and are above 25k, permission must be granted before entering a purchase request via the Board of Regents. The board meets quarterly and must have the items on their agenda at least 2 months before they meet or they will go on the following quarterly meeting. Please plan accordingly.  To get items on agenda please contact the front desk of the President's office with your request/need. 

Here's the link to the BOR schedule   

PROCUREMENT INFORMATION

GREEN PRODUCTS: SOURCES & INFORMATION