UCR

UCR Policies and Procedures

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For a hardcopy pdf of this document, contact the Office of Compliance (2-8246).

Policy Title:                 eBuy Agreement and Department Authorized Purchase Order (DAPO)

Policy Number:           750-03

Responsible Officer:

Associate Vice Chancellor of Business & Financial Services and  Controller

Responsible Office:

Business and Financial Services – Procurement Services

Origination Date:

02/04/2010

Date of Revision:

07/05/2017

Date of Last Review:

06/30/2017

Scope:

Guidance Concerning eBuy Agreements & DAPOs

  I.       Overview

Procurement Services uses "Agreements" within the eBuy electronic procurement system to delegate limited procurement authority to campus departments. Access to each eBuy agreement is maintained through the Enterprise Access Control System (EACS) by departmental System Access Administrators (SAA).

 

Transactors use Department Authorized Purchase Orders (DAPOs) to procure needed goods and services pursuant to these eBuy agreements.

Each DAPO authorizes and encumbers funds for the materials and/or services procured. DAPOs are required for every transaction issued pursuant to any eBuy agreement.

 

II.        Definitions

·         eBuy electronic procurement system:  UC Riverside Online Purchasing Application

·         Department Authorized Purchase Order (DAPO):  Low Value Purchase Authorization (LVPA). DAPO permits certain delegated Transactors to purchase miscellaneous supplies and services from any responsible vendor offering reasonable prices and terms, valued at less than $2,500.

 

III.     Responsibilities

·         A Transactor procures needed goods and services pursuant to eBuy agreements. A Transactor is required to attend specific training offered by Procurement Services and must successfully complete a testing process.

·         After a Transactor attends the required training and completes the testing process, the System Access Administrators (SAA) grants access to the Transactor through the Enterprise Access Control System (EACS) to order from an eBuy agreement at a delegation level of under $500 per transaction. 

 

IV.      Procedures

eBuy Agreement Types

Departments may request the establishment of an eBuy agreement by sending email to the appropriate Buyer in Procurement Services which contains relevant information describing the specific need and anticipated usage/volume. It is important that Transactors review the details contained within each eBuy agreement to ensure adherence to the instructions contained therein and proper discharge of their delegated authority.

·         Specific Vendor - Specific Supplies or Services

Agreements within this category are written to one specific vendor for the purchase of specified items. The prices, or method to obtain or calculate prices, and terms and conditions of sale are stipulated within a University System-wide Strategic Sourcing Agreement, a UCR Strategic Sourcing Agreement, or within the eBuy agreement itself. 

·         Specific Vendor - Miscellaneous Supplies or Services

Agreements within this category are written to one specific vendor for the purchase of specific categories of items. The prices, or method to obtain or calculate prices, and terms and conditions of sale are stipulated within a University System-wide Strategic Sourcing Agreement, a UCR Strategic Sourcing Agreement, or within the eBuy agreement itself.

·         Various Vendors - Specific Supplies or Services

Agreements within this category are written exclusively for the purchase of specific categories of items, however, the vendors to be used are designated by the Transactor. Examples include: Library Materials Agreement, Equipment Repair Agreement, Publication Agreement, Travel Agreement, and Government Agency Fees Agreement. Prices, terms and conditions are not specified, therefore it is the responsibility of the Transactor to ensure the prices to be paid are reasonable and the source is responsible. When the transaction involves work conducted on University premises, the Transactor is also responsible for obtaining a Certificate of Insurance from the vendor naming UC Regents as additional insured.

·         Various Vendors - Miscellaneous Supplies or Services

Prices, terms and conditions are not specified in these agreements.  The Low Value Purchase Authorizations (LVPA) or LVPA Agreements permit Transactors to purchase miscellaneous supplies and services from any responsible vendor offering reasonable prices and terms.  As such, it is the responsibility of the Transactor to ensure the prices to be paid are reasonable and the source is responsible. 

When the transaction involves work conducted on University premises, the Transactor is also responsible for obtaining a Certificate of Insurance from the vendor naming UC Regents as additional insured. See policy 750-39 for proper discharge of Transactor responsibilities and restrictions for the low value purchase authorization.

 

V.        Related Policy References

·               BUS-43 - Materiel Management

·               UCOP - Procurement Services

·               750-39 - Low Value Purchase Authorization Program

·               750-63 - Procurement Services Authority

·               750-69 - Procurement Services - Policies & Requirements

·               Campus Learning Management System (LMS)

 

VI.    Contacts

For questions regarding this policy or procedure, contact the Manager of Procurement Services.