Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise.
- Specific purchasing guidelines (food, office supplies, entertainment, IT hardware and software, etc.)
Purchase order process - Effective November 1, 2015
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.
Services, equipment rental, or promotional items should be requested via purchase orders. For orders exceeding $15,000, contact the business office for guidance.
- To initiate a PO, provide a quote for the order. If it is a printing order, approval from the communication office and trademark and licensing is required.
- Once approved, emails will be sent to the vendor, requestor, and requestor's supervisor confirming the order and advising vendors how to invoice the order once completed and delivered
- When items are received, the requestor sends a receipt with stamps and signature to the UGS business office
- Invoices are paid via VP1