University of Houston-Victoria | Purchasing | Frequently Asked Questions

Purchasing

Frequently Asked Questions

1. Q. If I have a purchasing question who should I call?

A. Call the Purchasing Department. Purchasing Agent phone number is 361-570-4823. Purchasing Specialist phone number is 361-570- 4821. Complete contact information can be found at http://www.uhv.edu/purchasing/staff.aspx.

2. Q. Who is a delegated departmental purchaser?

A. A delegated departmental purchaser is someone designated by the department who will be making purchases for that particular department. ProCard users, as well as employees that process requisitions, are considered Delegated Departmental Purchasers. The department must have on file with the Purchasing Department a delegated departmental purchaser authorization (form can be found at http://www.uhv.edu/purchasing/Forms/authdpp.pdf) for each employee designated. Authorizations must be renewed annually. Each department purchaser is required to participate in training sessions annually on various purchasing topics.

3. Q. What are my delegated limits?

A. With prior approval, departments are delegated authority for the purchase of most goods and services up to $3,000. There are exceptions. See http://www.uhv.edu/purchasing/DDP.aspx for specific exceptions. Intentionally splitting large orders to circumvent University delegated limits is prohibited. Always contact the Purchasing Department if you are uncertain whether a particular purchase is delegated.

4. Q. What are the exceptions to delegated limits?

A. Here is a complete list of exceptions to Delegated limits, see Exceptions at the bottom of the page on the following link http://www.uhv.edu/purchasing/DDP.aspx Contact the Purchasing Department if you have any questions.

5. Q. Is Vendor Hold status verification required?

A. The University must verify on all orders over $500 whether or not a vendor is on hold with the State Comptroller's office to be able to purchase from them. Texas Government Code Section 2107.008 prohibits the Comptroller from issuing a payment to a vendor who is indebted to the State of Texas. Vendor hold status should be checked at http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html

6. Q. How do I get a tax exemption certificate for UHV?

A. Any person designated as a delegated departmental purchaser may complete and sign a tax exemption certificate on behalf of UHV. The form is located on the UHV Purchasing website, on the forms page or by clicking on the link below.

http://www.uhv.edu/purchasing/manual/taxexempt.pdf.

7. Q. What is a controlled asset? What is a capitalized asset?

A. Controlled assets are defined as fax machines, telecopiers, stereo systems, cameras, video recorders, laser disk players (TV, VCR, Camcorders), desktop computer printers, and laptop computers, costing between $500 and $4,999.99. A capital asset is any property (such as equipment, furniture, artwork, etc.) costing at least $5,000 and having a useful life of at least one year; two years if purchased with federal grant/contract funds. Generally, a capital asset must be self-contained for its primary use and have sufficient size to make its control feasible by means of marking with identification number and/or manufacturer's serial numbers. These items are defined as such by the State of Texas State Property Accounting and must be requisitioned through Purchasing for inventory, tagging and tracking purposes.

8. Q. What is the IT Commodity Purchasing Program?

A. IT Commodity Purchasing Program allows departments the opportunity to purchase automated information systems, products and/or services in an efficient, cost effective, and competitive procurement method. This program is governed by Texas Administrative Code 113.19 and Texas Government Code, Title 10, Chapter 2157. When purchasing Automated Information System (AIS) products or services, it is a University requirement to use an approved information systems vendor, such as Department of Information Resources (DIR) or Go DIR Purchasing Program. Additional information and the purchasing procedure for IT Commodity Purchases is located on the Purchasing website or by clicking on the following link: http://www.uhv.edu/purchasing/cisv.aspx

9. Q. When do I need a requisition?

A. A requisition is required on most purchases totaling $3,000 or more (including freight charges). There are exceptions, for example: HEAF purchases, controlled asset, or other restricted product must be requisitioned. There is also a list of items that do not require a requisition even if they exceed $3000. Please see link http://www.uhv.edu/purchasing/DDP.aspx for the exception list at the bottom of the page.

10. Q. What is a purpose/benefit statement and why do I need it?

A. A purpose/benefit statement states what the purpose of a purchase is and how it benefits the University. This statement should provide a good, reasonable explanation as to how this product/service will comply with your department's or the University's mission statement. This statement is used by the Accounts Payable department for voucher processing and audit reviews.

11. Q. How is a purchase order created from a requisition?

A. Once the Purchasing Department receives a requisition in "workflow", it is reviewed for proper approval, correct cost center information, account numbers and purpose/benefit statements. Once verified, the requisition is built into a purchase order in PeopleSoft. A valid budget check on a requisition creates a pre-encumbrance. When the purchase order is built, the pre-encumbrance is liquidated and an encumbrance is created. This encumbrance will remain on your cost center until a voucher is processed. The valid budget check on the voucher liquidates the encumbrance and creates the expense. The only people on the UHV campus that can create purchase orders in PeopleSoft are the Purchasing Staff.

12. Q. Now that I have a purchase order, what happens if I haven't received my goods within a reasonable time?

A. Contact either the Purchasing Agent or Purchasing Specialist. They will research the purchase order and contact the vendor to find out the status of the order.

13. Q. What should I do when I receive my goods ordered on a purchase order?

A. Upon receipt of goods/services purchased on a PO, you will need to print out and sign a receiving report. The job aid to complete this task is located on the PeopleSoft Financials website under job aids. This link will take you to the page with all Purchasing Job Aids http://www.uhv.edu/peoplesoft/purchasing.asp. The job aid is titled "Print PO Receiving Report". The signed receiving report should be forwarded to FINANCE.

14. Q. How do I find out if my invoice has been received or a payment has been made on a purchase order?

A. As a delegated departmental purchaser, you can do status look ups at any time. Using the requisition number you are able to find the purchase order number, voucher number (if it has been processed), and the payment number. The job aid titled "Purchase Requisition Lookup Status" can be found at http://www.uhv.edu/peoplesoft/purchasing.asp.

15. Q. What happens if I place an order over my delegated limit? May I do a confirming requisition after the fact?

A. Confirming requisitions are allowed only in very limited circumstances and only with the advance review and approval of the Purchasing Department. The department's may request that a confirming requisition be allowed, the purchasing department will decide if the Requisition is considered justifiable or in the best interests of the University, Purchasing will e-mail written approval to the department to proceed with the order and then to follow up with a confirming requisition. Upon receipt of an unauthorized confirming requisition, Purchasing will deny the requisition in "workflow" and return the requisition to the department unprocessed. Unauthorized purchases, in accordance with UH policy are the responsibility of the individual that has acted without proper authority. An approved confirming requisition should have the following wording in the body of the requisition so that Purchasing will not issue a duplicate order: CONFIRMATION ONLY – DO NOT DUPLICATE. Confirming order placed on (DATE) by (PERSON PLACING ORDER) with (VENDOR CONTACT), at which time prices and delivery were verified. The requisition can then be rerouted for approval in "workflow ".

16. Q. Who completes credit applications for UHV?

A. All credit applications or account set up forms are completed by the Purchasing Agent. Forward these forms to the Purchasing Agent. An account cannot be setup without prior approval of the Purchasing Department.