University of South Florida (USF) College of The Arts (CoTA)

CoTA Purchasing Procedures

CoTA Business Office Purchasing Contact
John Martin- 974.9217 -

For USF Foundation funded expenditures, please go to CoTA Business Foundation website.

For complete USF Purchasing information please visit the USF Purchasing & Property Services website.

Purchasing includes the following:

  • Requisitions & Purchase Orders
    • Goods (items such as camera, tripod, microphone, etc.)
    • Independent Contractor (individuals providing service such as lecturer, piano tuner, guest artist, etc.)
  • Reimbursement request
    • Petty cash reimbursement, memberships, subscriptions, postage, freight, among a few other allowed purchases

Before any goods can be purchased OR an independent contractor's date of service a purchase order must be in place. To begin the purchase order process, please fill out and submit the PURCHASE REQUEST FORM to your Department’s Office Manager.

Purchasing Process:

  1. Faculty and/or Office Manager fills out Purchase Request Form
  2. Faculty and/or Office Manager submits form to Department for review
  3. Office Manager submits form and other documentation if needed to Business Office no less than 5 days before purchase date/date of service.
  4. Business Office works to create Requisition
  5. Expense Manager reviews Requisition and approves
  6. USF Purchasing reviews Requistion and after approving a Purchase Order is established
  7. Business Office informs Faculty and Officer Manager of Purchase Order number when it is fully approved
  8. After the commodity is delivered or service is provided, an invoice from the vendor/independent contractor must be submitted to the Business Office
  9. Business Office processes the invoice and payment is made

Purchasing Notes:

  • USF Purchasing representatives are the ONLY individuals who sign contracts on behalf of USF. All other USF employees and entities can only establish an agreement (including terms and conditions) with individuals and companies outside USF. The agreement must be approved budgetarily by the College and legally through USF purchasing before it becomes an official USF contract.
  • Any agreements with terms and conditions AND signature lines need to be submitted 3 weeks in advance of date of service due to legal review.
  • Quote requirements:
    • $0-$4,999 : one quote (verbal)
    • $5,000 - $24,999 : two quotes (verbal, written or sole source memo)
    • $25,000 - $74,999 : three quotes (written or sole source memo)
    • $75,000 and beyond : conduct bid process or verify sole source

Other USF Purchasing links & documents:

Payroll documentation for Non-Resident Alien Independent Contractor

CoTA Business Office - Purchasing Contact

Name: John Martin
Phone: 974-9217 
Office: FAH 136
Mailpoint: FAH 110


Business Office