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You are responsible for asking the UGS Business Affairs office for every purchase that requires a purchase order. Reorders require separate purchase orders. All purchase orders must be final approved *before* your order is placed with the vendor.
Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise.
Dollar Range | Solicitation Process | Who is responsible? |
---|---|---|
$14,999 or less | Select best value by comparing different vendors' prices - no bid required | Staff member. Design must be approved by UGS Communications before quote is submitted for PO |
$15,000 - $49,999 | Requires a minimum of three informal bids
| Staff member. Design must be approved by UGS Communications before quote is submitted for PO |
$50,000 - $1M | Requires formal bid/proposal (ITB/RFP) - Please contact UGS Business Office for procedures | Consult with UGS Business Office |
You can search for vendors when going out for bids.
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In addition to following the Purchasing Office's ProCard guidelines, you must submit a UGS Accounting and Purchasing Processing Form with the Pro-card ProCard information to the UGS Business Affairs office no later than three business days after receipt of goods. Please attach the original itemized receipts.
In order to safeguard your card, the university requires the use of a ProCard log. An original of this log should be turned into the UGS Business Affairs office at the beginning of every month showing the previous month's ProCard transactions.
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