A. Call the purchasing department. Purchasing Agent phone number

is 361-570-4823. Purchasing Assistant phone number is 361-570-

4821. The complete contact information can be found at

A. A delegated departmental purchaser is someone designated by the department

who will be making purchases for that particular department. The department

renewed annually. Each department purchaser is required to attend in-house

training sessions annually on various purchasing topics such as Purchasing

Ethics, how to purchase from Historically Underutilized Businesses, purchasing

recycled items and similar topics.

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A. With prior approval, departments are delegated authority for the purchase of

most goods and services up to $2,000. There are limited exceptions. See

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.

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A. It depends upon the product. If you are designated as a delegated departmental

purchaser, if the product costs less than $2,000 and it is not considered a

controlled asset, yes. In most cases, you will use your University issued

procurement credit card. You should contact the Purchasing Department if you

have any questions.

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A. The University must verify on all over $150 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

A. Any person designated as a delegated departmental purchaser can 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.

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.

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A. CISV is Catalog Information Systems Vendor. The purpose of the CISV

Purchasing Program is to allow for qualified entities to purchase automated

information systems products and / or services in an efficient, cost effective, and

services it is a University requirement to use a Catalog Information Systems

Vendor (CISV) unless an exception has been approved. The approved

exception is documented by the Best Value Statement. This form is located on

the Purchasing website under the forms link or by clicking on the link below.

http://www.uhv.edu/purchasing/Forms/CISV.pdf

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A. A requisition is required on all purchases totaling $2,000 or more (including

freight charges). There are exceptions, for example: HEAF purchases,

controlled asset, software or other restricted product. See

bottom of the page.

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A. A purpose/benefit statement is just that – what is the purpose of this purchase

and how does it benefit 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.

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A. Once the Purchasing Department receives a requisition it is reviewed for valid

budget check, proper signatures, correct cost center information, account

numbers and purpose/benefit statements. Once all this is 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 two people on the UHV campus that can create purchase

orders in PeopleSoft are the Purchasing Agent and the Purchasing Assistant.

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A. Contact either the Purchasing Agent or Purchasing Assistant. Either of these

individuals can pull the purchase order and contact the vendor to find out what

is going on with the order. In some cases, it could be something as simple as

there is a long lead time OR it may be that the vendor never received the

purchase order.

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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

titled “Print PO Receiving Report”. The signed receiving report should be

forwarded to FINANCE.

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A. As a delegated departmental purchaser, you can do status look ups at any time.

Using the requisition number you are able to find out 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

only with the advance review and approval of the Purchasing Department. If

the department’s request is considered justifiable or in the best interests of the

proceed with the order and then to follow up with a confirming requisition.

Upon receipt of unauthorized confirming requisitions, Purchasing will return

those requisitions 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

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.