Policy Title: Uniform Policies Regardless of Fund Source

Policy Number: 2.1

Effective: February, 1996

Revised: August 2006

General policies concerning purchasing apply to all funds (except agency funds) of the University, regardless of source. Funds deposited within the University must be handled consistently in accordance with institutional policies. Some funds are less restrictive than others. Discretionary funds must be administered in accordance with standard University policy. For complete Financial Management information see FRS Departmental Manaual.

Policy Title:Purchase Requisition (dPR)

Policy Number: 2.2

Effective: February, 1996

Revised: August 2006

The Purchasing on-line requisition system must be used to create a purchase requisition (dPR) for ordering all supplies, equipment, and services costing in excess of $5,000 from off-campus vendors. Transactions of $5,000, or less, should be handled via the P-Card, Arizona BuyWays, or Stores Blanket Order. Exceptions are documented in FRS Departmental Manual, Section 9.10.

Specifications must be concise but complete in detail without being proprietary to a single vendor. Description information should be adequate to permit the purchase of the desired item without reference to the catalog number. However, the catalog number and/or model number may be used to establish the quality desired.  Line item description on the dPR must be in sufficient detail to enable the transfer of that description to the purchase order or bid document without modification. Do not use line item description for messages or general comments; a notepad entry (screen 22N) is intended for that purpose. The dPR entry and approval instructions can be found in the FRS Department Manual, Section 10.

Prior to submitting a dPR for the purchase of an instrument or item of equipment, the requesting department should ascertain whether power requirements or other utilities are available. These requirements should be specified on the dPR. Space requirements, floor landing, access by elevator, door openings, etc., should also be checked where applicable with Facilities Management.

The Interdepartmental Billing Form (IBF) must be used for ordering goods/services from campus vendors with the following exceptions:

• Merchandise Order Form (Stores)    (get on-line MOF, here)
• Garage Request for Motor Pool Vehicles  (get on-line RPMV, here)

Policy Title:Tracking a Requisition (dPR)

Policy Number: 2.3

Effective: February, 1996

Revised: September 2006

The status of a departmental Purchase Requisition (dPR) may be determined by logging into FRS and looking at one or more of the following screens:

-  29W (Where is it?)

Lists dates the dPR was entered, completed, completely approved, transferred to a bid, PO or PPO and other special actions.

-  29P (Pending)

Lists dPRs by department that need approval.

-  29S (Signature Status)

For one dPR at a time, lists approvers and shows dates approvals were made.

-  29B (Assigned Buyer, bid info, Purchase Order Number)

For one dPR at a time, shows assigned buyer, bid information (if any) and Purchase Order (PO) or Prepaid Purchase Order (PPO) number, when issued.

- 29Q (Query)

This is a question/answer combination screen. One or more search criteria may be established, ie: amount and/or date ranges, dPR status, "ordered by" name.

If a bid, purchase order, or prepaid purchase order has been issued from a dPR, this document may be reviewed on screens 29B through 29F.

Further information and instructions for using these and other FRS screens are contained in the FRS Department Manual, Section 10.15 and 10.50.

Questions regarding FRS on-line access, and passwords, should be directed to FSO Computing Support, or call 626-3072.

Policy Title:.Expenditures Near Termination of a Budget Period

Policy Number: 2.4

Rush expenditures near the end of a budget period should not be requested. It is particularly important that requisitions for supply items and equipment from research grant budgets be submitted sufficiently early so that the procurement process can be accomplished and delivery secured before the end of the grant period. Requisitions on state funds and other funds that conform to the state fiscal year should be processed in a timely fashion to assure delivery of orders before the end of the fiscal year.

All purchase orders having an outstanding encumbrance at the end of the budget period will be carried over automatically into the new budget period. The process of carrying over encumbrances to the new budget period does not imply the availability of funds or that budgets will be increased accordingly.

Policy Title:Subscription Payments

Policy Number: 2.5

Effective: February, 1996

Revised: September 2006

Subscriptions may be processed (in order of preference) using the Purchasing Card, a Check Request or a dPR

 Subscription requests, or any request involving the mailing of periodic literature, should show a complete mailing address. Show the mailing address in the "Deliver To" space:
 

           EXAMPLE:

            The University of Arizona
            c/o Individual's Name
             Department
             Bldg, Room
             PO Box XXXXXX
             Tucson, AZ 857XX

The Purchsing Card is the more appropriate means of paying for subscriptions. If the vendor does not accept the Purchasing Card, then a Check Request should be used.

If using a dPR for subscription payment, forward the original invoice or renewal invoice as a dPR attachment.

(See FRS Departmental Manual, Section 9.10)

TABLE OF CONTENTS

PURCHASING