REQUESTING SUPPLIES:

Purchase Request (P.R.) or Requisition: A request for supplies is submitted by the requisitioner into our electronic procurement system called “SAP”. The PR is automatically forwarded to the required approvers, and then on to the Purchasing Office. The Purchasing Office turns the P.R. document into an official contract called a Purchase Order (P.O.). The P.O. FORM is then sent to the vendor to order the supplies.

SUPPLIES of less than $1,500 DO NOT require a PR in SAP and DO NOT require bidding. The purchase should be made directly with the vendor by the department requiring the supply. USE your initials, your phone extension and the month and day AS your P.O. number: i.e AMZ3595-6/25. Arrange for delivery to your DESK (unless that is not feasible) AND the vendor MUST use the PO number ON the LABEL, so the storeroom will know where to delivery items that come into the storeroom. .At the time of purchase, the purchaser should instruct the vendor to mail all invoices directly to the department purchasing the supply and to use the order number on the invoice. Upon receipt of invoices, the department should place the fund, funds center, and general ledger account number to be charged for the purchase on the face of the invoice. The invoice should then be signed and approved for payment, signifying that the goods were received. It should then be forwarded to Accounts Payable for payment.

NOTE: It is illegal to break up a requirement in order to remain within the $1,500 limit, OR ANY LIMIT. For example, one cannot purchase $1,499.00 worth of supplies every quarter from the same vendor. The fiscal year total to that vendor would be $5,996.00 which requires competitive bidding.

Supplies of $1,500 and up to $5,000 require the requisitioner to research best value for the need. The PR must be placed in the SAP system with the selected vendor. If the requestor chooses not to select the vendor, then the requestor must list three suggested vendors on the PR and the Purchasing Office will bid out the supply. *See Qualification Statement on Miscellaneous page for Purchasing’s Determination of Fair Price.

Supplies of $5,000 and up to $10,000 require faxed quotes. The requisitioner must enter a PR in SAP and list 3 suggested bidders. The requisitioner may choose to fax out for quotes and provide the results in the “notes” section in

SAP. If the requisitioner chooses not to fax out quotes, then the Purchasing Office will use the three suggested vendors listed on the PR and send the procurement out for bids.

$10,000 and UP:

Commonwealth Procurement Code Act 57 requires that any procurement of $10K and up be handled directly by the Procurement Office using FORMAL bidding procedures.

Supplies of $10,000 and up may require special advertising and bidding procedures, including a complete Statement of Work (SOW). A PR must be prepared in SAP for purchases of this magnitude. CALL the Purchasing Office as soon as the need arises to discuss the proper procedures.

OFFICE SUPPLIES: Office Supplies are procured on an individual basis through our Contracted Vendor via the Internet on each users computer. To obtain your password and for training call X3206. Do not use SAP unless the item is not available at the Contracted Internet Site.

Standards/Compatibility—PRE-APPROVAL In order to be sure the items below are within the standards set by the University and to maintain systems compatibility as necessary, pre-approval is necessary from the appropriate department cited below, prior to completing your P.R:

Computer Hardware, Software & Licenses - Computing Center X3324

Audio & Visual Equipment – Instructional Resources Department X3501.

Telecomm Equipment and Fax Machines – Telecommunications Office X3100.

Copy Machines – Printing and Duplicating Center X3424.

Printed Materials – University Relations X3845.

Chemicals & Acids – Health and Safety Officer X3208.

©2003