Texas Woman's University

Texas Woman's University

Texas Womans University PROCUREMENT 101 Procurement Process Overview NOTE: POs must be issued before goods and/or services are ordered. Color Key: Department Purchasing Supplier A/P Who is Procurement and Contract Services? We are responsible for making sure all TWU and State of Texas rules and regulations are followed. We are here to offer assistance and guidance throughout the purchasing/payment process. All purchases, contracts and payments flow through our

office. How do I Buy Stuff? Department determines theres a need Purchasing at TWU is decentralized Find a supplier Get a quote Ensure account has enough money for the purchase Check Funds Available Inquiry Determine next steps

Less than $15,000? Between $15,001 and $40,000? Over $40,000? The Bid Process Purchases less than $15,000 Choose the supplier with the best price Purchases from $15,001 to $40,000

Obtain at least 3 quotes, 2 must be from HUB suppliers If you get a No Bid you must get a 4th quote from either a HUB or non-HUB supplier Provide complete quote information on line 1 of the requisition at distribution level Purchases greater than $40,000 Contact Purchasing Work with Purchasing throughout the process Note: dollar amounts are for both one time and cumulative purchases across of the same goods or services over the course of the fiscal year (Sep 1 Aug 31) What is a Requisition?

A requisition is a request to use University funds to make a purchase It is entered and approved by the department Two types of requisitions: One Off Used to make a single purchase only Only one payment can be made from the PO Blanket Requisition

Used when you need to make multiple orders against the same PO Often used for the entire fiscal year Allows for multiple payments to be made Encumbers the total amount How do I enter a Requisition? Requisitions are entered in iProcurement Continue to check requisition status until PO has been approved. Why HUB?

Historically Underutilized Business Small does not exceed the size standards set by the State Principal place of business is in Texas at least 51% owned by a minority, woman, or service disabled vet State program to assist HUBs with economic development The State of Texas has set HUB usage goals for all State agencies How to find a HUB supplier The Centralized Master Bidders List (CMBL)

CMBL Website Search by commodity code Contact Purchasing for assistance Where Should the Money Be? Capital Unit cost is typically greater than $5,000 or It is a controlled

item M&O Unit cost is typically less than $5,000 Object Code Part of the account number that describes what type of item is being purchased 11.410.30.1580.XXXX.00000000 Determines where the money comes from

Capital M&O Defined by the State Purchasing is not able to change the object code List of Commonly Used Object Codes New Supplier Information If you dont find supplier information in iProcurement TWU has never done business with the supplier The supplier has been inactivated

TWU has not done business with them for more than a year TWU does not have proper documentation on file New supplier forms need to be obtained W9 New Supplier Form EFT Agreement preferred but not required What is a Purchase Order? A purchase order (PO) is the TWU contract and

commitment to pay between the university and the supplier to make a purchase Created and approved by Purchasing No order should ever be placed before an approved PO has been issued This is called a confirming order Violates TWU and State policies TWU is not obligated to pay

The approved PO and TWUs Terms & Conditions are sent to the supplier by Purchasing Terms and Conditions Attached to every PO Supplier contracts and agreements must be reviewed by Procurement & Contract Services Complete a Contract Routing Sheet (CRS) Forward the CRS and the contract to [email protected] You will receive updates on the status of the contract

Contracts can only be signed by someone with the authority to commit TWU to the financial obligation TWU Signature Authority Matrix Receiving When you receive in Phoenix you are confirming you have the good/service you requested Do not receive entire blanket orders right away Do not receive any order until you have what you need If you forget to receive you will get an email alert from

Accounts Payable (A/P). This means that A/P has processed the invoice but cannot process the payment. The payment cannot be processed until you go in and receive in Phoenix. Invoices TWU terms and conditions state that all invoices should be sent to [email protected] Invoices should not be going to the department If you receive an invoice be sure to send it to Payables to be paid

Payment terms are set by the State 30 days from receipt of a correct invoice or receipt of goods and/or services, whichever occurs last Late payment rate established annually by the State shall be applicable after 30 days Invoices should always reference the PO number Procurement Process Overview NOTE: POs must be issued before goods and/or services are ordered. Color Key: Department Purchasing Supplier A/P

Wrap Up We are here to help you this is a team effort! Remember to plan ahead Allow a realistic amount of time for the processing of your requisition and delivery from the supplier Contact us with questions: Purchasing email: [email protected] Payables email: [email protected] Contracts email: [email protected]

Recently Viewed Presentations

  • Modernism - Mrs. Blumberg's Website

    Modernism - Mrs. Blumberg's Website

    Modernism. Traditional plot is sometimes abandoned. Themes are implied, rather than stated directly. Characters are morally ambiguous. Conclusions are often left open-ended. All of this forces readers to come to their own interpretive understanding of a book
  • Office of International Trade State Trade Expansion Program

    Office of International Trade State Trade Expansion Program

    Example A-10 Key Personnel List. Must be signed . and dated by Authorized. Organizational Rep. Identify all personnel who will be funded by Federal and Non-Federal amounts or who will support the STEP project without project funding.
  • An Overview of Btwc Implementation Initiatives in Pakistan

    An Overview of Btwc Implementation Initiatives in Pakistan

    Depositaries: UK, US and Soviet governments. Pakistan signed on 10-04-72 and ratified 25-09-74. Action to be taken by State Parties. Legislation and other measures:
  • TITLE I PROGRAM DIRECTORS TRAINING Developed by the

    TITLE I PROGRAM DIRECTORS TRAINING Developed by the

    TITLE I PROGRAM DIRECTORS TRAINING Developed by the Office of Student Achievement and Accountability, in collaboration with other NJDOE offices.
  • Warm-up 1. How much credit does Ronald Regan

    Warm-up 1. How much credit does Ronald Regan

    Why did crises like the Cuban Missile Crisis, the Vietnam War, or the Berlin Wall crisis not develop into war? How much credit does Ronald Regan deserve his legacy as the man who brought down the Soviet Union? What reforms...
  • How to make up your own Millionnaire game

    How to make up your own Millionnaire game

    Open PowerPoint, then use 'File/Open' to find 'millionnaire' in P:\MFL\French. Use 'File/Save As' to give your new creation a name, and to place it in a suitable folder. ('Save' frequently from now on!) ... The Ashcombe School
  • Welcome! Drafting 2345: Advanced Pipe Drafting Andrew Amini

    Welcome! Drafting 2345: Advanced Pipe Drafting Andrew Amini

    Andrew AminiFull Time Instructor, HCC. Valves. Gate Valve-Mechanical valve that can be designed to be closed and opened with a metal to metal seal to hold the pressure down. It is a cheap and effective valve the "workforce" of the...
  • Diapositiva 1 - ROMA

    Diapositiva 1 - ROMA

    * * * * ROMA NORD AREA 4 RME-RMF ACO S.FILIPPO NERI DEA II LIVELLO Presidi Valle Fiorita e Salus Infirmorum OSPEDALI di RIFERIMENTO S.Paolo Civitavecchia DEA I Padre Pio Bracciano DEA I S.Pietro FBF Cassia DEA I Policlinico S.Andrea...