60.44 - Herd Animal Purchases

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Last updated: July 2026.

A. Purpose. This policy establishes requirements and responsibilities for purchasing herd animals to improve or complete University‑owned herds.

B. Scope. This policy applies to all University departments and units acquiring herd animals for University owned herds or breeding programs. It excludes animals acquired solely for laboratory research or short term instructional use unless specifically approved by Purchasing Services.

C. Definitions.

C-1. Herd Animals. For purposes of this policy, “herd animals” are large livestock typically maintained as part of a managed University herd or breeding program. This includes, but is not limited to: cattle (beef and dairy), sheep, goats, and swine (hogs and pigs). This definition excludes poultry (e.g., chickens, turkeys), equines (e.g., horses, donkeys), companion animals (e.g., dogs, cats), and animals acquired solely for laboratory research or short‑term instructional use unless specifically approved by Purchasing Services.

C-2. Designated Personnel. Trained University personnel authorized by Purchasing Services to conduct herd animal purchases.

D. Policy.

D-1. Authorization to Purchase. Only designated personnel may purchase herd animals on behalf of the University.

D-2. Required Pre Approval. Departments must obtain approval for each purchase via the Herd Animal Acquisition Form prior to acquisition.

D-3. Purchasing Card (P-Card) Prohibition. Herd animal purchases may not be made using a University Purchasing Card (P-Card).

D 4. Known Seller/Source (Planned Purchases). When the seller or source is known in advance, the department must submit a requisition and obtain an approved Purchase Order (PO) before acquisition. The vendor’s invoice must be applied against the issued PO.

D 5. Unknown Seller/Source (e.g., Auctions). When no seller is known in advance, payment must be submitted as a Payment Request and must reference the approved Herd Animal Acquisition Form and all supporting documentation.

D 6. Animal Care Compliance. All purchases must comply with applicable animal care and use policies and procedures.

E. Procedure.

E 1. Initiation. a. Department identifies programmatic need for herd animals. b. Department completes the Herd Animal Acquisition Form and routes it to Purchasing Services for review and approval.

E 2. If Seller is Known (Planned Purchase). a. Submit a purchase requisition. b. Obtain an approved PO prior to acquisition. c. Designated personnel execute the purchase consistent with the approved PO. d. Vendor submits invoice; department applies invoice against the PO.

E 3. If Seller is Unknown (e.g., Auction). a. Upon approval of the Herd Animal Acquisition Form, designated personnel conduct the purchase. b. Department submits a Payment Request referencing the approved form and supporting documentation (e.g., auction receipt/bill of sale).

E 4. Records and Retention. a. Departments retain the approved Herd Animal Acquisition Form, PO or Payment Request documentation, and supporting records per the University’s records retention schedule.

E 5. Roles and Responsibilities. a. Departments: Prepare acquisition form; ensure funding; coordinate delivery and documentation. b. Purchasing Services: Review/approve acquisition forms; issue POs; maintain guidance; designate authorized purchasing personnel. c. Designated Personnel: Conduct purchases in accordance with approvals and this policy; ensure timely submission of supporting documentation.

F. Contact Information. Purchasing Services — Email: purchasing@uidaho.edu; Website: uidaho.edu/purchasing

G. Forms.

  1. Herd Animal Acquisition Form
  2. Standard Requisition
  3. Payment Request

H. Related Policies.

APM 45.01 – Animal Care and Use

APM 60.45 – Procurement of Research and Laboratory Animals

Version History

July 2026 – Interim approved on July 13, 2026. Comprehensive review expanding guidance and updating format.

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