Transcript Procurement Updates

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)
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.
New Purchasing Thresholds
•
October 6th new purchasing thresholds became effective.
Dollar Range
$0.01 to $15,000.00
(Small Dollar)
Procedure
Authorization
limit for department buyers. Bids are not required.
Small dollar requisitions are created by Department Buyers
Use HUBs (Historically Underutilized Businesses) when available
$15,000.01 to $50,000.00
(Informal Bids)

$50,000.01 and over
(Formal 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
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
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 $5,000.01 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.
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.
Contact Information
• Primary: send an e-mail to Purchasing at
[email protected]
• Contact department assigned Procurement
Specialist (click here for list)
• Contact Front Desk at ext. 4060
Resources:
• Purchasing Website:
http://www.utsa.edu/purchasing/index.cfm
• Purchasing PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm