About 

The General affairs department purchases

Due to the university’s large scale, comprehensive colleges, and numerous departments, there is a high volume of necessary procurement projects. In the spirit of decentralized responsibility, authority is delegated to individual units to handle procurement within their authorized limits.

The Procurement Division is responsible for the bidding, settlement, and foreign exchange of procurement projects that exceed the Small-scale Procurement threshold. A well-established procurement system is crucial for ensuring the quality of instruments and equipment, as well as the efficiency of acquisition, which directly impacts the progress of teaching and research. Therefore, establishing a robust system and simplifying procedures are our primary objectives.

Regulatory Framework

Procurement of properties or services is governed by the following:

• The Government Procurement Act and its sub-laws.

• The Audit Act and its Enforcement Rules.

• The National Cheng Kung University Procurement Regulations.

Procurement Categories and Procedures

1. Small-scale Procurement

Units shall initiate requests based on their specific needs. The process involves entering the request into the "Budget Management System." After review by the unit head and approval through formal administrative procedures, payment will be processed following delivery and successful inspection.

2. Procurement Exceeding the Small-scale Threshold

The requesting unit shall enter the request into the "Budget Management System" and attach price estimates, detailed specifications (or service descriptions), and the funding source.

• Bidding: After internal approval, the case is forwarded to the Procurement Division for public notice and formal bidding procedures.

• Supervision: For cases categorized as "Huge Procurement," the university must invite the Ministry of Education to send a representative for supervision.

• Payment: Following contract signing and delivery, units must submit the request file and inspection records to complete property registration and process payment.

• Construction: Construction projects (including derivative properties and services) are handled by the Construction and Maintenance Division following similar procedures.

3. Common Supply Contracts

In accordance with Article 3, Paragraph 1 of the University’s Procurement Regulations, items covered under common supply contracts are handled by the individual units themselves.

• Units must place orders online via the "Government e-Procurement System."

• Inspections must be conducted in accordance with Article 11, Paragraph 1 of the University’s Procurement Regulations.

4. Departmental Internal Review

All procurement requests must first be reviewed by the general affairs personnel within the department office before the request procedure begins. This step is essential to prevent errors and ensure procurement efficiency.

5. Advance Planning for Annual Budgets

When planning instrument and equipment procurement under the annual budget, units should account for the lead time required for procurement processes. Early planning is encouraged to ensure research activities are not disrupted.

6. Electronic Ordering and Payment

In alignment with government policy, the University has implemented electronic ordering and electronic payment for Common Supply Contracts. All units are requested to cooperate actively with these digital procedures.