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3.7.1 Establishment and Governance of Legal Entities

5.2.1 Financing of Purchases

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This Guide Memo describes arrangements by which the University advances loans that are repaid over time to schools and departments to finance capital projects, programs or purchase equipment.

8.4.2 Vehicle Use

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This Guide Memo outlines policies on the authorized use and operation of vehicles in connection with official University activities. Additional information is available at

5.3.3 Purchasing Cards

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This Guide Memo contains policies on use of Purchasing Cards to purchase goods or services made directly by departments. Purchasing Cards are a tool for individuals making purchases on behalf of the University for which Stanford is financially liable. There are two types of Purchasing Cards: an individual Purchasing Card and a Department Purchasing Card. The individual Purchasing Card is issued to a specific person. The Department Purchasing Card is issued to a department and assigned to a custodian. The policies are the same for both types of Purchasing Cards, unless specifically noted.

5.1.1 Procurement Policies

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This Guide Memo serves as an introduction to Chapter 5. It covers general policies for the purchase of major and minor construction, equipment, supplies and services by Stanford. The policies in this chapter do not apply to the SLAC National Accelerator Laboratory (SLAC).

5.1.2 Procurement Relationships

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This Guide Memo describes the organization of the Procurement Department and its relationships with other administrative departments, both within and external to Stanford.

2.4.5 Protection of Property

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This Guide Memo outlines departmental responsibilities for safeguarding University property.

3.4.3 Student Billing

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To define the categories of fees and charges to the University's student billing and how items are added.

3.5.1 Financial Irregularities

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Procedures to follow when a suspicion or discovery of financial irregularities arise. Some common types of financial irregularities are corruption (e.g., bribery, kickbacks, bid riggings, etc.), conflicts of interest (e.g., sale and purchase schemes, etc.) and asset misappropriation involving cash, inventory or other University assets. Examples of asset misappropriation can include the following:

  • theft of cash
  • the use of a University issued credit card or the expense reimbursement system to make personal purchases
  • the directing of University resources such as supplies, inventory or labor to outside organizations
  • the directing of University revenues (e.g., event ticket proceeds, research funding, etc.) to outside organizations

Departments must immediately notify the Office of the Chief Risk Officer or the Compliance and Ethics Helpline of suspected financial irregularities. Departments should not initiate an investigation. Departments should not discuss, interview or confront individuals about the suspected financial irregularity. Departments should not initiate any disciplinary actions without specific direction from the Office of General Counsel, or the Office of the Chief Risk Officer.

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