|Note:||At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.|
PUR 303–01: Purchase Requests
To expedite the process of procuring goods or services from off-campus suppliers
Purchasing and Business Services
Orders for goods or services from off-campus suppliers
The preferred method of ordering goods in transactions of $5,000 or less is with the Purchasing Card. To order goods or services from off-campus suppliers, departments can submit an online RX. Refer to the Advantage page located on the Financial Services Web site to get information on how to fill out specific documents. After appropriate approvals have been applied, the RX will be forwarded to Purchasing and Business Services, which will then issue a purchase order for the goods or services.
Generally, Purchasing and Business Services will contact the supplier suggested by the requesting department as one source of supply, unless the goods or services are available through a university contract.
The requesting department must not make a commitment to procure from a suggested supplier. Purchasing and Business Services, using approved procurement procedures, will select the supplier.
Purchasing and Business Services will make every effort to expedite orders so that the supplier meets reasonable delivery date requirements. Note that Advantage is a batch processing system. Requisitions accepted in Advantage each day are routed to buyers in an overnight batch process. The buyer will not know the requisition exists until the day after it is accepted in Advantage. Similarly, once a buyer creates a purchase order in Advantage, it is printed in an overnight batch process. The buyer normally does not have the purchase order until the day after it is generated in Advantage. In addition, orders between $50,000 and $100,000 require an informal solicitation, and orders over $100,000 require a formal solicitation.
For orders of $5,000 or less, the fastest method of procurement is one of the small order systems. The Purchasing Card is the preferred method and the Departmental Limited Value Purchase Order may also be used. As these methods are available to all departments, entering a requisition in Advantage for orders under $5,000 indicates to both Purchasing and Business Services and suppliers that the order is not time-sensitive.
The normal processing time is two to six working days for a requisition that does not require a solicitation and 60 to 90 days for a requisition that does require a solicitation, depending upon the complexity of the solicitation. For emergency processing, please directly contact the respective buyer.
If supplier bids or price negotiations exceed by more than 10 percent the estimated cost or maximum dollar amount specified on the purchase request, Purchasing and Business Services will not place the order unless authorized by the requesting department.
Those departments authorized to use the Purchasing Card may use these cards to make small-dollar purchases from off-campus and some on-campus suppliers (see PUR 304–04, “The Purchasing Card”).
University departments also may issue Departmental Limited Value Purchase Orders directly to suppliers for the procurement of certain goods and/or services up to a limit of $5,000 (including tax and freight). For further information on procuring goods and/or services in this manner, see PUR 304–01, “Departmental Limited Value Purchase Orders.”
For information on procurements from on-campus agencies, see PUR 302–01, “Internal Purchase Orders.”
For information on preparing specifications for submission with the request, see PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria.”
For information on requesting personal/professional services, see PUR 402–01, “Personal/Professional Services.”
For information on specifying suppliers on the request, see PUR 502–01, “Purchasing Responsibility and Authority for Selection.”
For information on procuring equipment, see the policies in the Property Control System Policies and Procedures Manual—PCS 200, “Acquisition of Equipment.”
For information on procuring for sponsored projects, see the Research and Sponsored Programs Policies and Procedures Manual—RSP 503–01, “Purchase Requests for Sponsored Projects and Internal Grant Programs.”