Furniture Purchasing Policy & Procedures

To develop an orderly and transparent furniture policy for Pomona College, the following procedures are essential:

1. Departments can purchase their own furniture with their unrestricted departmental budget funds not to exceed ($250.00). Gift funds can be used in any amount if the use aligns with the gift restrictions. All furniture purchases must be processed through Facilities and Campus Services to insure a uniform standard and quality. Furniture cannot be purchased via the College Purchasing card Program. It is the College’s intention to standardize around one brand and limited styles of furniture.
2. If a department decides it no longer needs a piece of furniture (including historical), it should be moved to storage at their expense. Furniture placed in storage, can be used elsewhere on campus, and no longer belongs to that department. Individual departments are NOT authorized to distribute or “give-away” College owned furniture.
3. A department can request used furniture from storage by submitting a Work Order. If available, it will be moved at the department’s expense to their location.
4. When new positions and offices are created, Facilities and Campus Services will provide the standard furniture options (TBD) for new staff and faculty as requested during the annual Equipment and Alterations (E&A) process in the fall.
5. When new furniture is required because of an ergonomic evaluation or ADA accommodation, Facilities and Campus Services will provide the standard furniture options for staff and faculty.
6. If a department desires an historical piece of furniture, the requesting department is responsible for the moving costs and the expenses necessary to refinish the furniture to its original historical character.
7. If the College asks a department or individual to move as a part of a college-wide reorganization, and if the furniture doesn’t fit or is not adequate in the new location, then Facilities and Campus Services will pay for the move and the new furniture.
8. If an individual desires to move or a department wants an individual to move from one office to another and/or requires additional furniture, then the department is responsible for the move and/or the additional furniture expenses.
9. Furniture standard for offices (broadly defined) with high public visibility (e.g. President, Vice-Presidents and Deans offices and all staff within these immediate office areas as decided by the President, Vice-Presidents and Deans if appropriate) require wood-style furniture for appearance and presentation issues. All furniture for the remaining departments will be the college standard.
10. Submit a Work Order online to request furniture moves or to purchase new furniture. The Facilities Office will coordinate the movers and project manager, Mark Matsumoto, will contact you to purchase new furniture.