Skip to main content

California Institute of the Arts

Procurement Policy

Financial Management Policies

Summary

This policy establishes the definitions, responsibilities, and procedures for procuring goods and services at CalArts. It ensures all purchasing activity complies with legal, regulatory, and donor requirements, and supports sound financial stewardship across the Institute.

Key Guidelines

  • All purchases of goods and services made on behalf of the Institute must follow this policy, including compliance with federal regulations (2 CFR 200), IRS tax codes, and sponsor or donor restrictions.

  • Departmental or divisional procurement policies may implement stricter guidelines, but all activity must meet or exceed the standards in this policy.

  • Expenditures must serve essential business purposes, align with CalArts’ nonprofit status, and be supported by appropriate documentation (e.g., invoice or contract).

Procurement Authority

  • The Board of Trustees has delegated procurement authority to the Senior Vice President of Finance & Administration (SVP-FA/CFO), who may further delegate to divisional or departmental leadership.

  • Delegated procurement authority must be documented annually and submitted to the CFO’s office.

  • All contracts, agreements, and purchases involving legal or financial obligations must also comply with the Approval and Signing Authority Policy.

Roles & Responsibilities

  • Divisional and Departmental Leadership manage day-to-day purchasing within their areas and may delegate procurement tasks as permitted.

  • Procurement Delegates (faculty, staff, or students) are responsible for following policy requirements when making purchases.

  • The Office of Capital Facilities Planning handles documentation and compliance for exceptions and high-level approvals.

  • The Office of General Counsel reviews exceptions and supports legal compliance.

Exceptions & Compliance

  • If a conflict arises between this policy and an external regulation or sponsor requirement, the stricter rule applies.

  • All exceptions must be documented and approved in writing by the SVP-FA/CFO. Presidential approval is required for exceptions originating at the SVP level.

  • This policy is subject to periodic updates to reflect institutional and regulatory changes.