UCR

UCR Policies and Procedures

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Note:  Information from 750-66, which has been rescinded, is included in this policy. For an archived copy of 750-66, contact the Office of Compliance (2-8246).

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

Policy Title:                  Purchase Requisitions and Purchase Orders

 Policy Number:           750-60

 

Responsible Officer:

Associate Vice Chancellor of Business & Financial Services and Controller

Responsible Office:

Business and Financial Services – Procurement Services

Origination Date:

04/22/2011

Date of Revision:

07/05/2017

Date of Last Review:

06/30/2017

Scope:

Guidance Concerning Requisitions and Purchase Orders

  

I.               Overview 

UC Riverside’s on-line Purchase Order and Requisition System, eBuy, is a web-based application used by campus departments to submit requests for equipment, supplies and/or services to the Campus’s Procurement Services Department for procurement action (excluding those items which are available from the Storehouse, Printing & Reprographics or Equipment Management's Excess and Salvage Program). The eBuy system is used for requisitions (the subject of this campus policy) as well as for Department Authorized Purchase Order (DAPO) transactions, eCatalog purchases, and, optionally, as a record-keeping tool for users of the Campus Procurement Card (ProCard) program.

 

Requisitions to Procurement Services are used in instances when a transaction:

·       exceeds the purchase authority delegated to departmental Transactors;

·       is for an item restricted or prohibited from departmental purchase (See UCR P&P 750-39.);

·       is from a vendor with which a potential conflict of interest is present;

·       is for items or services in which the vendor requires agreement to and signature on their terms and conditions/contract;

·       is for work on UC premises and the vendor has no or insufficient insurance; or

·       is outside the scope of the Transactor’s access to eBuy Agreements.

 

Access to the eBuy System is maintained by departmental System Access Administrators (SAA) through the Enterprise Access Control System (EACS). Each SAA also establishes user roles within EACS for department employees with access to eBuy. These roles are:  Requestor; Transactor; and Receiver.

·       Sub-Requestor:  Creates requests to purchase and submits to assigned Requestor for review.

Note:  The Sub-Requestor role is not assigned via EACS. It is assigned by the eBuy Requestor via the eBuy application.

·       Requestor Role:  Typically end-user; this individual determines the need and originates the purchase of goods or services.

·       Transactor Role:  Typically “Purchasing Assistant” within a department; this individual is granted limited authority to purchase or commit funds on behalf of the department they serve. A Transactor may also perform the functions of the Requestor role when required.

·       Campus Buyer Role:  This individual, on behalf of the University, commits campus funds, initially delegated from The Regents to the Chancellor. The Chancellor has subsequently delegated total procurement authority to the Procurement Services Department through the Director of Procurement. Procurement Services, therefore, is the only entity authorized to commit funds through the execution of purchase contracts or purchase orders in eBuy.

·       Receiver Role:  This individual is most often the “Receiving” person within a campus department. The individual often physically receives the materials, verifies the materials are in accord with the purchase order, that the proper quantities are received in undamaged condition, and the materials are “OK to Pay.” Whenever possible, it is highly recommended that the Receiver role be assigned to an employee that is NOT also assigned the role of Transactor in eBuy.

 

Procurement Services provides training classes for the roles of Requestor and Transactor on a regular on-going basis. Procurement Services provides quarterly in-person training classes on various procurement topics to assist Requestors and Transactors on a regular on-going basis. All individuals granted access to eBuy are encouraged to take the appropriate Purchasing courses available through the Learning Management System (LMS).

  

 

II.               General Requisition Requirements

Once access has been granted by a department SAA, an eBuy user may log-in to eBuy via R’Space or directly at http://ebuy.ucr.edu/.

Every aspect of the step-by-step process to create a requisition in eBuy is not addressed in this policy. However, information which is essential to submitting a proper requisition and definitions or functions for many of the field names contained within eBuy follow below.

A department submitting a requisition to Procurement Services must complete certain fields of the requisition. Section III provides explanations for those fields whose purpose/use may not be immediately apparent. Incomplete requisitions are returned to the requisitioning department for completion. 

 

III.               Roles and Procedural Responsibilities of Requestor and Transactor

Note:  Items with * indicate a mandatory field.  

                  A.          Requestor Role

                                      1.          Click Create Request*:  This action establishes a “control number” which will be tied to the transaction throughout its existence and provides the input screen for the specifics of the request.

                                      2.          User Contact*/ User Phone*:  The name and telephone number of the individual requesting or expected to use the item(s) or service(s) requested. This assists Campus Buyers in contacting the person responsible for establishing the specifications and requirements.

                                      3.          Date Needed:  This date should provide a reasonable amount of time to obtain competitive pricing and to secure delivery or performance. This field defaults to three weeks. Premium costs may be paid to meet abnormally short delivery or performance times. If special or urgent delivery needs must be met, it is recommended that an "URGENT" message about the delivery requirement be made in the Comments tab to alert Procurement Services.

                                      4.          Account Structure:  In the event the Requestor works in more than one organization, select the Account Structure under which this purchase is to be made.

                                      5.          Order Description*:  This is the title of the request that appears in all eBuy listings. Use this as an aid for future identification purposes.

                                      6.          Click Add Line*:  This action pops up a screen which permits addition of the items to be purchased.

                                      7.          Quantity*:  Enter the quantity to be purchased for each line. Keep in mind that the quantity and unit of measure are interrelated.

                                      8.          Unit of Measure (each, pack, case, etc.):  Select the appropriate unit of measure. Be sure the quantity and unit of measure agree with the quantity actually needed. If you specify 12 and dozen, you will receive 12 x 12 or 144 each.

                                      9.          Description*:  Each individual item requested must be fully described to facilitate purchase. This section should contain specifications that clearly identify the required item(s) and/or service(s). Performance and/or technical specifications should be provided with items which lend themselves to competitive practices. These specifications must not favor one brand or trade name article, manufacturer or supplier over others. Brand or trade names may be used within this section for descriptive purposes, if appropriate, however.

·       Catalog Number - If available, enter the catalog number to help ensure the proper item is purchased. 

·       Unit price* - Indicate the anticipated price of the item. Be sure to consider the unit of measure specified (“each” price vs. “dozen” price as an example) 

·       Taxable – Indicate if known. Most UCR purchases ARE taxable. Note: Typically, most labor items are not taxable.

                                   10.          Click Save & Add Next to add more items to the request or Save* to return to the general tab. Use Close to return to the general tab without saving that particular item.

                                   11.          Click Comments tab to add any special instructions or information.

                                   12.          Click Misc tab.

·       FAU/Funding Source:  Indicate the FAU or fund source the Transactor is to use for this purchase.

·       Vendor Name and Contact:  Indicate the recommended vendor and any contacts that may have been made. It is especially important to indicate the vendor name to help identify any catalog numbers used. The Vendor button can be used to select a vendor from the database.

                                   13.          Click Attachment tab to add any quotes, drawings, or other documents related to the request.

·       Click Attach Document to upload documents into eBuy.

·       Indicate a name to be recorded for the document to be attached.

·       Specify the file address for the upload (easiest to use the browse button to select).

                                   14.          After all items have been added and all critical information completed, click the Submit* button to send the request to the departmental Transactor. 

Note: A Requestor cannot send a request directly to Procurement Services. A request can only be submitted to Procurement Services by a departmental Transactor.

                  B.          Transactor Role

                                      1.          Click View Requests:  Transactors in campus departments making full use of eBuy’s Requestor feature will find all requests submitted by their departmental Requestors when this button is clicked. These submitted requests may be reviewed, completed, sent as requisitions to Procurement Services, or processed as DAPOs when within the Transactor’s delegation. There is no duplication of effort when the Requestor features are used.

                                      2.          Click “Create Order” - Transactors in campus departments not making full use of eBuy’s Requestor feature may create their requisitions or DAPOs by clicking this button. All of the items addressed for Requestors above also apply when a Transactor creates an order or requisition, although more fields become mandatory.

                                      3.          Regardless of the origin of the initial request, the following applies:

·       A Control Number is automatically established by eBuy and will be tied to the transaction throughout its existence.

·       A Status indicator appears to alert the Transactor of the current status of the transaction.

·       If a Requestor initiated the transaction, their User ID is listed.

                                      4.          User Contact*/User Phone*:  The name and telephone number of the individual requesting or expected to use the item(s) or service(s) requested. This will assist Campus Buyers in contacting the person responsible for establishing the specifications and requirements.

                                      5.          Order Description*:  This is the title of the request that will appear in all eBuy listings. Use this as an aid for future identification purposes.

                                      6.          Quote Number:  If a vendor has provided a quote to the end user or Transactor, indicate the quote number. Attach a copy of the quote whenever possible.

                                      7.          Date Needed:  This date should provide a reasonable amount of time to obtain competitive pricing and to secure delivery or performance.  This field defaults to three weeks. Premium costs may be paid to meet abnormally short delivery or performance times. If special or urgent delivery needs must be met, it is recommended that an "URGENT" message about the delivery requirement be made in the Comments tab to alert Procurement Services. 

                                      8.          Expected Delivery:  Leave blank for requisitions.

                                      9.          Click Order Type*:  Select Requisition* for a transaction with an acquisition value greater than the Transactor’s delegated purchasing authority or for items which are restricted to purchase by Procurement Services (See special approvals and restricted purchases in policy 750-39)

                                   10.          Click Vendor if a recommended vendor is known. Leave blank if no vendor is known. It is especially important to indicate the vendor name to help identify catalog numbers which may have been used. Use the Comments tab to add any special notes about the vendor or vendor contacts.

                                   11.          Account Structure:  In the event the Transactor works in more than one organization, select the Account Structure under which this purchase is to be made.

                                   12.          Click Default FAU*:  Specify the account string(s) to be charged for the particular transaction. The default FAU will apply to every line item on the order at the percentages indicated. Any line item which should NOT be charged at these percentages (or should be charged to a different FAU) may be changed at the line item level. The default FAUs always apply to every item UNLESS overridden at the line item level. Every transaction MUST have a default FAU.

                                   13.          Click Preview at any time to see a pdf file of the order with all currently entered information displayed.

 

                                   14.          Click Add Line*:  This action pops up a screen which permits addition of the items to be purchased.  

 

                                   15.          Quantity*: Enter the quantity to be purchased for each line. Keep in mind that the quantity and unit of measure are interrelated.

                                   16.          Unit of Measure (each, pack, case, etc.):  Select the appropriate unit of measure. Be sure the quantity and unit of measure agree with the quantity actually needed. 

 

                                   17.          Description*:  Each individual item requested must be fully described to facilitate purchase. This section should contain specifications that clearly identify the required item(s) and/or service(s). Performance and/or technical specifications should be provided with items which lend themselves to competitive practices. These specifications must not favor one brand or trade name article, manufacturer or supplier over others. Brand or trade names may be used within this section for descriptive purposes, if appropriate. 

 

 

                                   18.          Catalog Number:  If available, enter the catalog number to help ensure the proper item is purchased. 

 

 

                                   19.          Unit Price*:  Indicate the anticipated price of the item. Be sure to consider the unit of measure specified.  

 

                                   20.          Taxable:  Indicate if known. Most UC Riverside purchases ARE taxable. 

 

Note:  Typically, most labor items are not taxable. 

 

 

                                   21.          Expected Delivery – leave blank for requisitions.  

 

 

                                   22.          Click Save & Add Next to add more items to the requisition or Save* to return to the general tab. Use Close to return to the general tab without saving that particular line item. 

 

                                   23.          Click Remove Selected Item to delete any items which are no longer needed or entered in error. Select the items to be removed by checking the box that appears in the Action column.

                                   24.          Click Copy Selected Item to duplicate an item. Use of this feature avoids re-entering the basic description. After an item is copied, it may be edited for color and catalog number.

                                   25.          Once an item has been added it may be edited by clicking the Edit field in the transaction Action column.

                                   26.          Once an item has been added its FAU may also be edited at the line item level by clicking the FAU field in the transaction Action column. A line item level FAU supersedes the default FAU for that line item.

 

                                   27.          Click Comments tab to add any special instructions or information. Any Requestor’s comments will also be forwarded. 

 

                                   28.          Click Deliver To* tab and specify:

·       Select Delivery Code*:  This adds a prefix to the purchase order number to assist Campus Receiving in identifying where the items are to be delivered. This does NOT place a department name in the delivery address. This must be indicated on the next line.

·       Dept. Name:  Indicate the name of the department where the item is to be delivered.

·       Room/Bldg/Contact*:  Be specific (e.g., Room 1234 Bachelor Hall, Attn:  Dr. Smith). DO NOT USE ABBREVIATIONS, so that truck drivers, unfamiliar with the campus, can locate the correct building and delivery site.

·       Street Address*:  Use 3401 Watkins Dr. unless the delivery location has an actual street address.

·       City/State/Zip/Country*:  Riverside, CA 92521 USA unless delivery is not to the main campus.

 

                                   29.          Click Selection tab. 

 

                                   30.          Click if the Fair Wage/Fair Work Applies. If services will be performed at one or more UC campuses and/or medical centers (including offsite UC owned or leased properties), do not involve furnishing goods, are not a Public Work with a wage determination at or above the UC Fair Wage (defined as $13 per hour as of 10/1/15, $14 per hour as of 10/1/16, and $15 per hour as of 10/1/17), and are not subject to extramural agreements (including sub-agreements and sub awards) containing sponsor-mandated terms and conditions, then Fair Wage / Fair Work applies. For additional information please go to the following link:  http://www.ucop.edu/procurement-services/procurement-systems/fairwage-fairwork-ppaca.html.

                                   31.          Click Misc tab.

·       Previous PO Number:  If the item(s) to be ordered are identical or similar to recent purchases, please indicate the prior purchase order number, if known. This information will assist Procurement Services in expediting the order by avoiding duplication of prior efforts. This is also particularly useful for service contract renewals.

·       Fabrication Number:  Enter the "fab number" assigned by Equipment Management when requesting components or supplies to be used for the fabrication of a piece of equipment. Note: You must use account number 803160 for equipment fabrications.

·       Estimated Total Cost:  Allows a department to enter the anticipated cost for the entire order. In the event the actual cost differs substantially from the department estimate, Procurement Services will contact the department to determine whether the order is to be placed, modified, or canceled.

·       CNTE:  Total Cost Not to Exceed; a department may indicate a limit on the funds to be committed for the purchase. Procurement Services will not exceed the indicated amount without departmental approval. Departments are reminded to allow for California Sales Tax in the amount indicated.

·       Price Adjust To:  If the item to be purchased is to be attached to an existing piece of equipment, and the value of the existing equipment is to be increased by the value of the proposed item, enter the UCR property number assigned to the existing equipment. Contact Equipment Management for other information relative to price adjustments.

Note:  The minimum price adjustment is $5,000 and account number 803150 (computers) or 803180 (non-computer) must be used.

·       Blanket Start Date:  Used for transactions which occur over an extended time, such as annual maintenance contracts which have a start and end date.

·       Blanket End Date:  As above.

                                   32.          Click PO Vendor:  This tab is automatically populated when a vendor is selected using the Vendor button. Additional information may be added here, if available. 

                                   33.          Click “Attachment” tab to add any quotes, drawings or other documents related to the request.

·       Click Attach Document to upload documents into eBuy.

·       Indicate a name to be recorded for the document to be attached.

·       Specify the file address for the upload (Use Browse to select.).

Note:  Terms and Selection tabs do not appear in the Requisition version of eBuy. Procurement Services adds the information for these tabs when the transaction is complete and becomes a Purchase Order.

                                   34.          The Save, Save and Exit, Submit, and Exit buttons may be used as appropriate.

·       Save:  Saves all information input to the requisition, but does not exit. Use occasionally to ensure all data input is not lost should network issues occur.

·       Save & Exit:  Saves the requisition and exits to the Transactor’s main eBuy page. Transaction may be recalled at any time for additional input, submission to Procurement Services or review and submission by departmental approval authority.

·       Send PR (purchase requisition):  Sends the requisition to Procurement Services for action.

·       Exit (No Save):  Exits the requisition WITHOUT saving.

                                   35.          After all items have been added and all critical information completed, click the Send PR* button to send the requisition to Procurement Services.

  

IV.               Roles and Responsibilities of Procurement Services Buyer 

 

                  A.          Initiation by Department

The requisition may be sent to Procurement Services via eBuy when the following conditions exist:

                                      1.          Funds are available in the designated FAU(s). By submitting a requisition, Transactors are certifying to Procurement Services that sufficient funds are available in the specified accounts;

 

                                      2.          Authorization of the contracting or granting agency has been secured, if necessary; 

 

 

                                      3.          The requisition has been completed in accordance with University policy and procedures; and 

 

                                      4.          All required administrative approvals and any special approvals (as specified in UCR Policy 750-63) have been secured.

 

                  B.          Authority to Submit Requisitions to Procurement Services

The ability to submit requisitions to Procurement Services and the delegated maximum value of any such submission is controlled on a Transactor-by-Transactor basis by the departmental SAA through the EACS system. Department Financial and Business Managers should work with their department chairs/heads and SAAs to establish the internal hierarchy for approval of requisitions, based on dollar limits, for their department.

 

Transactors may prepare the requisition in its entirety, regardless of dollar value. The approving officer, as established for eBuy, may log-in to eBuy, review the subject requisition and submit to Procurement Services for action.

 

Transactors should NOT intentionally reduce the value of a requisition in order to enable submission to Procurement Services (example: reducing a transaction anticipated to cost $100,000 to only $25,000 in order to permit submission to Procurement Services, due to their delegation limit of $25,000). Such action is intentionally subverting the internal approval process and is an improper practice.

 

                  C.          Procurement Services

Upon Procurement Service’s receipt of a requisition, the transaction is assigned to a buyer. Transactors may check the status of their requisition by using the “Search Order” feature appearing on their main eBuy page. When searching for order status, be sure to use the correct order status (or select all) and a “submitted” date range covering the period of interest. The Procurement Service Buyers along with their commodity assignments and buyer numbers are listed in Procurement Service's web pages.

 

                  D.          Planning and Lead Times

The time required to complete a procurement cycle, from receipt of a requisition to delivery of the item(s), varies according to such factors as complexity of procurement, vendor lead times, and constraints imposed on the expenditure of funds by the funding source. Procurement Services places small-dollar orders almost immediately when a known cost effective source exists, as well as orders for items which are included as part of a primary University Strategic Sourcing agreement. The average time for Procurement Services to process a requisition and place an order is about 10 calendar days, and the average vendor lead time is about six weeks, but can vary dramatically.

 

The procurement cycle for complex, high cost or high technology items, however, can span from several weeks to several months. Orders that exceed $100,000 for instance, which are not included as part of a primary University Strategic Sourcing agreement, require product research, interaction with the end user, development of bid specifications, distribution of bid documents, evaluation of bids submitted, and award of the contract. Completion of this entire process averages four to eight weeks.

 

Advanced planning by the department and early involvement of Procurement Services will greatly facilitate the procurement process, and increase the likelihood of receiving goods and services in a timely manner.

 

                  E.          Emergency Orders

In emergency situations, a department may request authority to purchase from a supplier even if the transaction is in excess of the limits set in eBuy. An emergency situation is defined as a situation where the lack of materials or services will cause the detrimental cessation of an educational program or research project or may result in injury to personnel or property.

 

To obtain this authorization, the department must contact the appropriate Buyer. The Buyer will evaluate the circumstances and determine whether the emergency action is appropriate and justifiable. eBuy permits the Buyer to grant a one-time exception to the delegation limit of an eBuy agreement. If the Buyer determines emergency action is appropriate they will grant permission to the Transactor to conduct the transaction utilizing a DAPO in excess of their established dollar limit. In the event the emergency situation is such that the Buyer determines their personal involvement is necessary and appropriate, the Transactor will be instructed to submit a requisition and the Buyer will conduct the transaction as an emergency. eBuy is a real-time application, therefore, the Transactor and Buyer can work together to resolve emergency situations anytime they may arise.  

                   F.          Prepaid Orders

When a supplier requires payment prior to shipping an order, a ePay request is submitted in conjunction with a purchase requisition or department authorized purchase order (DAPO). A properly completed ePay request should follow a requisition when it is submitted via eBuy to Campus Purchasing for processing. Prepayment of a DAPO, however, requires submission of the DAPO and ePay request to the Accounting Office.  Prepayments in excess of $2,500 must be first approved by the Procurement Services Manager.

 

Although the mechanics for prepayment are in place, the practice is highly discouraged and should be avoided whenever possible for three primary reasons:  1) It is prudent business practice not to pay for goods or services until received in good order; 2) Loss of interest on funds used to make advance payments; and 3) State requirements. When prepayments cannot be avoided, it is recommended that the campus Procurement Card (Pro-Card) program be utilized, whenever possible. The Pro-Card provides protection to the university should the vendor fail to perform as contracted. 

 

                  G.          High-Cost or Sole Source Requirements

                                      1.          High Cost

Requests for goods and services which exceed $100,000 should be accompanied by detailed product information and/or technical specifications. This information will be used by Procurement Services to develop Requests for Bid/Quote to solicit competition among suppliers.

                                      2.          Sole Source

Requests for sole source purchase exceeding $100,000 shall be accompanied by a written justification. The justification must be based upon functional and/or performance requirements that are necessary to accomplish the educational or research objectives for which the item is being proposed.

                                      3.          Considerations

Sole Source:  Selection of the vendor is based upon the fact that only a specific product/service, available only from this particular firm, can fulfill UCR’s requirements. It is important to note that a sole item capable of fulfilling UCR’s needs may in fact be available from multiple sources. Sole source means that it is the sole item, available only from a single source, which can fulfill UCR’s needs. Campus Customers, in concert with the Buyers, must document why a sole source is necessary and why competition or alternates are not viable. It is also important to note that unique features or capabilities possessed by the item or vendor must actually be required by UCR. That is, because an item may have polka dots, weighs 462.6 pounds and is 11.26” x 33.2” x 31.56” in size may, indeed, make the item unique and available from a single source, BUT are those features mandatory to fulfill UCR’s needs? Why? The unique features or capabilities must have a direct tie to satisfying UCR’s performance needs. Therefore, sole source documentation must address not only what makes the item or service unique but also why those unique features are mandatory for UCR’s purposes. 

 

Match Existing:  Sometimes is it necessary to match products already on-site at UCR. Perhaps a repair part is needed; perhaps a teaching lab is equipped with certain equipment, and, for ease or continuity of teaching, all stations must match; perhaps an open-space office is equipped with a particular office furniture panel-system and additions or reconfiguration is necessary. In these instances, it is necessary and appropriate to match the existing product. Campus Customers and Buyers should make sure such “matching” is the best course of action and that savings opportunities are not overlooked.

 

It is highly recommended that departments contact the appropriate Procurement Service Buyer for suggestions and/or assistance in developing their sole source justifications, prior to the requisition phase, in order to avoid rejection when evaluated by Procurement Services.

                  H.          Equipment Loans from Suppliers

Loans of equipment from vendors for demonstration or other purposes shall not be accepted unless the supplier agrees to sign the University's "Equipment Loan Agreement" form. The form is available on the Procurement webpage under Forms. The loan agreement protects the department and University from liability and costs which could result from the loss or damage of the equipment while on University premises.

If the supplier refuses to sign the agreement and there is a need to retain the equipment, the vendor should be referred to the Procurement Service Buyer responsible for the purchase of that type of equipment. The Buyer will attempt to negotiate an acceptable loan agreement with the vendor.

                     I.          Forms/Instructions

·       Equipment Loan Agreement form

 

                   J.          Status and Expediting  

                                      1.          Transaction Status

                                                         a.          Requisition status (to find the status of a transaction BEFORE a formal commitment to a vendor is made):

Transactors may check the status of their requisition by using the “Search Order” feature appearing on their main eBuy page. When searching for order status, be sure to select the appropriate order statuses (or select all) and a “submitted” date range covering the period of interest. Campus Buyers along with their commodity assignments and buyer numbers are listed in Procurement Service’s web page.

                                                         b.          Order status (to find the status of a transaction AFTER a formal commitment to a vendor is made):

Review the final Purchase Order – eBuy users can determine the estimated delivery time for any given order by review of the final order issued to the vendor. This can be accomplished through the “Search Order” feature as described under Requisition immediately above.

                                      2.          Delivery Updates and Expediting of Orders

                                                         a.          Contact the Successful Vendor:

·            Departments should contact the vendor for updated order status/delivery information.

·            In the event a department contacts the vendor, it is important that there are NO changes made to the purchase order, only information obtained. If changes to the purchase order become necessary, contact the appropriate Buyer.

                                                         b.          Contact the Buyer Responsible for the Order:

·            When calling Procurement Services with an inquiry, the caller must contact the appropriate Buyer, indicated by the three-digit buyer number on the order (Buyer names and Buyer numbers may be found here) and provide them with the eight-digit purchase order number.

·            Procurement Services does not expedite purchase orders on a regular on-going basis. Departments should contact the appropriate vendor directly for updates to delivery status. Departments should always be prepared with the Purchase Order number when contacting the vendor. Transactors are cautioned to ensure the vendor contacted is the vendor which received the award. Sometimes the vendor awarded the purchase order may not be the same vendor that appeared on the original departmental requisition.

·            The Buyer responsible for the original order will, upon request, contact the vendor with whom an order was placed, and determine the status of past due items.

 

                  K.          Returns, Discrepancies, Missing, or Damaged Items

The process used to address these issues varies according to a number of factors, as indicated below. Please keep in mind that any change of items, prices, services, etc. must be evidenced by a formal change to the purchase order. Departments must contact the Buyer responsible for the purchase to ensure a change order is generated so that all financial aspects or product changes are properly reflected in the contract between the University and the Vendor. Only the Buyer has the authority to commit the Campus to changes of the contract.

 

V.               Roles and Responsibilities of Receiver Role 

                  A.          Shipment Received with Missing Items 

                                      1.          If delivered to department by Campus Receiving:

·       Contact Receiving so that they may check the Carrier’s Bill of Lading to determine if the number of packages delivered by the Carrier to the campus is the same as delivered to your department. If not, Receiving will attempt to locate the missing packages.

·       If there are no missing packages, contact the vendor and advise them of the shortage and ask that they ship the missing items.

·       If difficulties are encountered with the vendor, contact the Buyer responsible for the purchase for assistance.

                                      2.          If delivered directly to department by a Carrier (not by Campus Receiving):

·       Departments are responsible for confirming the number of packages received from a Carrier is the same as reflected on the Carrier’s Bill of Lading. If it is later determined that a Carrier failed to deliver all the packages that were reflected on the Bill of Lading, the department should contact the Carrier and ask for their assistance in locating the missing package. The Carrier has no legal responsibility for this error since the University accepted or “signed for” the number of packages indicated on the Bill of Lading.

·       If there are no missing packages, contact the vendor and advise them of the shortage and ask that they ship the missing items.

·       If difficulties are encountered with the vendor, contact the Buyer responsible for the purchase for assistance.

                  B.          Shipment Received with Damaged Items

                                      1.          If delivered to your department by Campus Receiving –

·       Contact Receiving so that they may contact the Carrier for a freight inspection as required under DOT regulations. Be certain to retain ALL SHIPPING MATERIALS until the freight inspection has been conducted. Freight inspections must be requested within 10 days of delivery to the campus.

·       Contact the vendor and advise them of the damage and the steps taken with the Carrier.

·       Contact the Buyer responsible for the purchase if additional assistance is required.

                                      2.          If delivered directly to department by a Carrier (not by Campus Receiving)

·       Departments are responsible for inspecting packages received from a Carrier. Any visible damage to the items or packaging should be noted on the Carrier’s Bill of Lading prior to signing as received.

·       If actual damage is discovered, contact the Carrier and request a freight inspection. Be certain to retain ALL SHIPPING MATERIALS until the freight inspection has been conducted. Freight inspections must be requested within 10 days of delivery.

·       Contact the vendor and advise them of the damage and the steps taken with the Carrier.

·       Contact Receiving for advice, if needed.

·       Contact the Buyer responsible for the purchase if additional assistance is required.

                  C.          Receipt of Products Differing from Those Ordered

·       Contact the vendor and advise them of the discrepancy and ask that they ship the correct item and pick-up (at their cost) the incorrect item received.

·       Contact the Buyer responsible for the purchase if additional assistance is required.

                  D.          Return of Products

                                      1.          Wrong Item Shipped

·       Contact the vendor and advise them of the discrepancy and ask that they ship the correct item and pick-up (at their cost) the incorrect item received.

·       Contact the Buyer responsible for the purchase if additional assistance is required. 

                                      2.          Wrong Item Ordered or Item Not Wanted –

Contact the Buyer responsible for the purchase. The Buyer will assist in making arrangements to return the item and order the correct item, if applicable. Transactors must be aware that the vendor is under no obligation to accept return of an item the University ordered in error, although most do accommodate. Transactors should also be aware that the vendor may charge a fee for accepting the return. The Buyer will attempt to eliminate or minimize such fees, but a fee may still apply. 

                                      3.          Overage received (more received than ordered) and not wanted –

·       Contact the vendor and advise them of the over-shipment and ask that they arrange for pick-up (at their cost).

·       In the event an overage is received and the end user wishes to retain, contact the Buyer to adjust the contract with the Vendor to permit payment for the extra item(s).

 

 

VI.               Other References

·       Procurement Services Authority 750-63

·       Business and Finance Bulletins: BUS-43 - Materiel Management

 

VII.               Feedback 

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