Procurement

The process of procuring goods and services from the initiation of the request to final payment for those goods or services.

I.          INITIATION OF REQUEST

A.              Establish and/or maintain an effective and timely method of receiving information from faculty and staff for items to be purchased.

1.     Departmental internal forms, electronic requests or Ariba requests.

2.     Maintain as part of the supporting documentation for the transaction.

3.     Allow appropriate time for approvals beyond the department (e.g., Vice President for Business Services, Executive Vice President &Treasurer, Board of Trustees).

B.              Establish and/or maintain departmental procedures for determining the most appropriate/efficient method of procuring the requested item.

1.     Always adhere to policies and procedures established by Purchasing.

2.     Transition between request and preparation of document should be timely.

II.         PREPARATION OF PROCUREMENT TRANSACTION

A.              Assure that documents are completed accurately.

B.              Obtain proper departmental signature authorizations.

C.              Assure that the allowability, allocability and reasonableness of the order are properly certified prior to the order leaving the department.

D.              Assure that special approvals such as OPAS/IPAS, equipment screening or request for waiver of competitive bid/sole source justification are completed.

E.               Choose appropriate method for purchase: 

1.     Ariba

2.     Purchasing Card (University or PRF)

3.     University Stores

4.     Form 12 Requisition

5.     Direct Payments (Invoice Voucher or PRF Discretionary Reimbursement)

III.       RECEIPT AND PAYMENT

A.              Establish and maintain procedures for receiving items and reconciling back to the original order.

B.              Obtain packing slips and/or documentation that order has been received and payment should be made.

C.              Ensure that account number listed is still valid and has sufficient funding for the payment.

D.              Authorize payment for the order, based upon the procurement method used:

1.     Receive direct orders in Ariba so payment can be made.

2.     Reconcile purchasing card orders in Ariba.

3.     Approve Invoice Voucher for Purchase Order (PO) and return to Accounting Services.

E.               Negative Approval

1.   For payment less than $2,500, contact Accounting Services to hold payment if there is a problem with the goods received.