HR Procurement Policy

HR PROCUREMENT POLICY

Purpose

This policy establishes uniform procedures, roles, and controls governing procurement of goods and services used by Human Resources and related HR functions. It is intended to ensure fiscal responsibility, competitive selection, avoidance of conflicts of interest, compliance with applicable laws and regulations, and consistent documentation and recordkeeping.

Scope

This policy applies to all employees, contractors, and agents who request, authorize, approve, or execute purchases on behalf of the organization for HR-related goods and services, including but not limited to recruitment services, training and development, benefits administration, temporary labor, background checks, and HR software.

Definitions

Procurement: acquisition of goods, services, or professional services through purchase, lease, contract, or other agreement. Sole source: procurement without competitive solicitation based on documented single-source justification. Purchase order: an authorized written order issued to a vendor establishing terms and obligations.

Roles and Responsibilities

HR Manager: identifies requirements, prepares procurement documentation, obtains approvals, and ensures service level requirements are documented. Procurement Office: provides procurement guidance, conducts vendor selection processes as required by threshold, and reviews contracts for compliance. Finance: verifies budget availability and performs final budgetary approval. Hiring Managers: validate need and confirm acceptance of delivered goods or services.

Approval Thresholds and Procurement Methods

The following approval and procurement methods apply to HR procurements. Thresholds may be adapted for specific funding sources provided written authorization is obtained from Finance.

Micro-purchase (under): $ — may be procured without written quotes when cost-effective. Informal quotes: $ — require at least three written or documented verbal quotes when practicable. Formal solicitation: $ — requires formal request for proposals or invitations to bid.

Vendor Selection and Due Diligence

Vendor selection must be based on documented evaluation of price, quality, capacity, references, and compliance with applicable nondiscrimination and data protection obligations. HR procurements involving personal data or background checks must include specific safeguards and execution of standard data processing agreements.

Certifications and checks:

  Yes      Not applicable

Competitive Solicitation and Evaluation

For procurements requiring competitive solicitation, solicitations must include clear scope of work, evaluation criteria, timelines, pricing requirements, conflict-of-interest disclosure, and instructions for submission. Evaluation panels must document scoring and rationale for selection. Sole-source procurements require documented justification and approvals from Procurement and Finance.

Conflict of Interest and Ethics

Employees involved in procurement decisions must disclose any actual, potential, or perceived conflicts of interest. Employees shall not solicit or accept gifts, favors, or payments from vendors that could influence procurement decisions. Evidence of conflict must be reported to the HR Director and Procurement Office and the employee must recuse from the procurement process.

  Yes      No

Contract Review and Signature Authority

Contracts and agreements shall be reviewed by Procurement, HR, and Legal (where required). Signature authority is limited by the approval matrix below. Any delegation of authority must be documented in writing.

Documentation and Recordkeeping

Complete procurement files, including purchase requests, quotes, evaluations, contracts, purchase orders, invoices, and receipts, must be retained for a minimum of seven years or longer where required by contract or law. Electronic records must be backed up and accessible for audit.

Non-Discrimination and Equal Opportunity

The organization is committed to equal opportunity in procurement and encourages participation of diverse, minority-owned, women-owned, and veteran-owned vendors. Selection decisions shall be made without regard to race, color, religion, sex, national origin, age, disability, or any other protected status.

Policy Amendments and Training

This policy may be amended by the HR Director in coordination with Procurement and Finance. All employees with procurement responsibilities must complete periodic training on procurement procedures and ethics.

Procurement Request (To be completed by Requester)

  Micro-purchase      Informal quotes      Formal solicitation      Sole source (requires justification)

Requestor Certification

I certify that the information in this request is accurate and complete, funds have been authorized in the identified budget, procurements will comply with this policy, and no conflict of interest exists unless disclosed in writing above.

Approvals (To be completed by Approving Authorities)

HR Category-Specific Sections (Required)

Personal Information

Position Information

Employment History (Most Recent)

Employment History (Prior)

Education

References

Legal Disclosures

At-Will Employment statement: Nothing in this procurement request or associated HR actions shall modify any employee's at-will employment status unless explicitly documented in a separate written agreement signed by authorized organizational representatives.

Equal Opportunity statement: Procurement and vendor selection will comply with equal opportunity principles; no procurement decision shall be made on the basis of protected characteristics.

Applicant / Requestor Certification and Authorizations

I certify that all information provided in this procurement request and related HR documentation is true and complete to the best of my knowledge. I authorize the organization to contact prior employers and references for purposes related to procurement and HR due diligence. I consent to background checks for vendors or contractors as required by policy when applicable.

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