Purchasing and Distribution Services Procurement Updates FAR Meeting

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? – 6 xxxx should only be used for requisitions/ PO’s – 8 xxxx 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. 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 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? – People. Soft 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 purchasing@utsa. edu • 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 People. Soft Forms: http: //www. utsa. edu/purchasing/PS_Purch_Forms. cfm • Purchasing People. Soft Instructional Guides: http: //www. utsa. edu/purchasing/PS_Purch_How. To. cfm