Purchases Department Xls by vas20779

VIEWS: 0 PAGES: 1

Purchases Department Xls document sample

More Info
									                                                                                                                                                                                  IT Purchases
                                                                                            College of Continuing Education
                                                                               One Page Digest of Policies for Acquiring Goods and Services
                                                                                                       IT Purchases
                                            It is recommended that you contact CCE IT for purchasing options as early as possible (e.g., grant/contract proposal time)
                                                                            http://intranet.occe.ou.edu/Main/Purchasing/
Condition:                                                                  Then:                                                                    And:
Type 1: Requisitions:                                                           Consult CCE-IT to review/research specs. CCE-IT will initial             BAO will log, secure IT's signature, and send to OU
This process must be used for all computer systems                              and date specs. Prepare CCE Requisition Justification Form (RJF)         IT or Purchasing. If over $5,000, BAO will secure VP
regardless of price and purchases over $5,000                                   & send to Outreach Sponsored Programs, if applicable, or AVP. AVP will   signature before sending to Department for on line
                                                                                forward to BAO.                                                          entry.

Software and Hardware purchases that require the CCE                            Consult CCE-IT to review/research specs. CCE-IT will initial             Process invoice through Outreach Sponsored
Requisition Justification Process:                                              and date specs.                                                          Programs if purchased on a G&C (1x5) department.
 Other IT Hardware and/or Software item(s) that total                           Prepare CCE RJF and route to CCE IT                                      Process invoice through CCE BAO, if purchased
 more than $2,500 dollars and $5,000 or less.                                   CCE RJF will be signed by CCE IT, Outreach Sponsored                     on an E&G (1x2) or Agency Special (1x7)
 IT solutions must be presented in aggregate. Do not break                      Programs (if applicable), and AVP.                                       department. Include copy of AVP-approved
 up solutions into multiple purchases.                                          If purchase is not a system, but is between $2,500.01                    CCE RJF. If purchased on ProCard, a copy
Helpful link:                                                                   and $5,000, AVP will return requisition to Department.                   of the approved CCE RJF must be in file
http://www.ou.edu/purchasing/home/procard/procard_sd_guide/procard_guide.htm    Department may place order.                                              with ProCard records.




Type 2: AVP level ProCard/P.O.:                                                 Consult CCE-IT to review/research specs. CCE-IT will initial             Process invoice through Outreach Sponsored
All IT purchases that are not Type 1 or Type 3 are                              and date specs.                                                          Programs if purchased on a G&C (1x5) department #.
Type 2. These are primarily ones that are $2,500                                Complete the AVP/CCE IT Pre-Approval Form and submit                     Process invoice through CCE BAO if purchased
and below but still require CCE IT review.                                      to AVP for signature                                                     on an E&G (1x2) or Agency Special (1x7)
Helpful link:                                                                   http://intranet.occe.ou.edu/Main/Purchasing/AVPApprovalform.pdf          department #. Include copy of the AVP/CCE IT Pre-
http://www.ou.edu/purchasing/home/procard/procard_sd_guide/procard_guide.htm                                                                             Approval Form. If purchased on ProCard, a copy
                                                                                                                                                         of the AVP/CCE IT Pre-Approval form must be in
                                                                                                                                                         file with ProCard records.


Type 3: Department Level ProCard or Invoice                                     Reference CCE Intranet for list of Type 3 items
This process may be used for purchasing computer                                http://intranet.occe.ou.edu/Main/Purchasing/                             Same as Type 2, except no AVP/CCE IT Pre-
related supplies. These purchases do not require CCE-IT                         Most vendors will accept verbal orders. If they require                  Approval form will be needed.
review or approval; however, consultation with CCE-IT                           a small dollar purchase order, departments are free
prior to purchase is encouraged.                                                to develop their own forms and create their own
                                                                                numbering systems.

NOTE: Types 1 & 2--Consult CCE IT staff member on purchasing options as early as possible (e.g., grant/contract proposal time)

NOTE: There are mandatory contracts that must be used for particular items. Please refer to Purchasing's website, Contracts folder.
http://www.ou.edu/purchasing/home/contracts/contracts_index.htm
There are also non-mandatory contracts that should be used. Purchasing utilized a competitive proces to secure competitive prices.




                P:\CCE Purchasing and Procard Reference\purchasing digests\6 28 updates\IT digest 6-28-05.xls                                                                           June 28, 2005

								
To top