Purchasing and Distribution Services Procurement Updates FAR Meeting – October 21, 2015

Copy Machine Procurements Each requisition submitted is being routed to a Procurement Specialist for processing. Adding copier information to assist with payment process – –Identifying previous PO’s – –Contract Information (Serial Numbers, Lease Terms, etc.) – –Adding Terms and Conditions (Vendor Specific) PO structure is based on billing Receipts – receive one month at a time (Payment & PO Roll) Requisition Creation - (Instructional Guide & Checklist) Each requisition submitted is being routed to a Procurement Specialist for processing. Adding copier information to assist with payment process – –Identifying previous PO’s – –Contract Information (Serial Numbers, Lease Terms, etc.) – –Adding Terms and Conditions (Vendor Specific) PO structure is based on billing Receipts – receive one month at a time (Payment & PO Roll) Requisition Creation - (Instructional Guide & Checklist)

COA Account Codes Requisition/ PO Account Codes = Expense/Object Codes How does this effect end users? – –6xxxx should only be used for requisitions/ PO’s – –8xxxx should be used only when a capital asset is being purchased. – –All other account codes should not be used. Requisition/ PO Account Codes = Expense/Object Codes How does this effect end users? – –6xxxx should only be used for requisitions/ PO’s – –8xxxx should be used only when a capital asset is being purchased. – –All other account codes should not be used.

New Purchasing Thresholds October 6 th new purchasing thresholds became effective. How does this effect end users? – –PeopleSoft Auto Source will continue as is for $5,000 (system dispatched) – –During a transition phase, Purchasing will review PO’s between $5, to $15,000 for additional detail needed to communicate an order to a vendor (scope of work, vendor selection, etc.) – –Purchasing will continue to dispatch orders during this transition phase to the department. – –After the transition phase, Purchasing will no longer review purchase orders and departments will be responsible for communicating correct order detail to a vendor. October 6 th new purchasing thresholds became effective. How does this effect end users? – –PeopleSoft Auto Source will continue as is for $5,000 (system dispatched) – –During a transition phase, Purchasing will review PO’s between $5, to $15,000 for additional detail needed to communicate an order to a vendor (scope of work, vendor selection, etc.) – –Purchasing will continue to dispatch orders during this transition phase to the department. – –After the transition phase, Purchasing will no longer review purchase orders and departments will be responsible for communicating correct order detail to a vendor. Dollar RangeProcedure $0.01 to $15, (Small Dollar) Authorization limit for department buyers. Bids are not required. Small dollar requisitions are created by Department Buyers Use HUBs (Historically Underutilized Businesses) when available $15, to $50, (Informal Bids) Purchasing must compete the purchase order by competitive bidding (soliciting to a minimum of two certified HUB vendors) Purchase Orders are completed by Purchasing $50, and over (Formal Bids) Purchasing must compete the purchase order by a formal proposal (soliciting to a minimum of two certified HUB vendors) with posting requirements Purchase Orders are completed by Purchasing

New Purchasing Thresholds Policy Changes – –Note: Procurement bidding practices have not changed, just the dollar limits. – –Purchasing is currently working on updating all policies, procedures, and training materials – –Departments can see updated information on the Purchasing website soon. Policy Changes – –Note: Procurement bidding practices have not changed, just the dollar limits. – –Purchasing is currently working on updating all policies, procedures, and training materials – –Departments can see updated information on the Purchasing website soon.

Contact Information Primary: send an to Purchasing at Contact department assigned Procurement Specialist (click here for list)here Contact Front Desk at ext Primary: send an to Purchasing at Contact department assigned Procurement Specialist (click here for list)here Contact Front Desk at ext. 4060

Resources:Resources: Purchasing Website:Purchasing Website: Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: Purchasing Website:Purchasing Website: Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: