Dated: May 10, 2010
Replaces: 2/18/04
Internal Policy and Procedures
Best Judgement: Orders $5000 or Less
POLICY:
Specific requisitions for $5000 or less are handled by Purchasing Services as best judgment orders to speed processing. Requisitions are converted to official purchase orders.
PROCEDURES:
I. Requisition Entry/Vendor File will
1. Sort Requisitions by agent based on commodity assignments. (Pre Audit has stamped in requisitions prior to this step)
2. Requisition Entry person will sort and pull best judgment requisitions from the other requisitions
Exceptions: These requisitions are not Best Judgement Requisitions/Orders and will need to get agent approval prior to releasing regardless of the dollar amount:
| -Academic Support Service Orders (ASSO’s) -Air Charter -Airplanes -Alarm Systems -Alcoholic Beverages -Asbestos Removal -Bid Numbers (FY-0XXX) -- may show anywhere on requisition - Biological Safety Cabinets, fume hoods -Building/Remodeling/Construction -Bus, Charter Services -Computer Equipment -Consulting Services -Contracts Requiring a Signature -Controlled Substances (Drugs) -Copiers - Staples -Document Sales - DOT Scientific -Ethyl Alcohol -Firearms -Fireworks -Fisher Scientific -Fume Hoods - Furniture -Gas Cylinders |
-Graphic Equipment |
*Departments trying to purchase MRO items may be contacted to encourage them to purchase through the MRO Prime Vendor at Material Distribution Services (MDS).
*Hotel Rooms over $70/single, (the contract price) need approval from the agent of that commodity before releasing.
Agent will assign NIGP codes (commodity codes), print type and order format and any required, bid numbers, waivers or FOB to the above listed requisitions before returning to a requisition entry person.
Agent will also edit requisitions that require special handling as follows:
- requisitions with contracts, license agreements, or forms that need signature
- serial purchasing
- special administrative approval (see IPP 26)
- other special handling
3. Assign vendor numbers to all requisitions.
4. Assign NIGP Code (commodity code), requisition type and print format.
5. Edit information on requisitions for purchase order processing. Delete items such as funding notes, interdepartmental notes and notes to purchasing.
6. Assign appropriate order message code if appropriate, (e.g., INV, ITO, IAX, IER, CUZ, FED, WCI, CTO, etc.) [see System manual for detail if needed.]
6.1 Identify additional order messages that require typing onto the order message screen
7. Label attachments for distribution (see IPP #8 for labeling instructions). Person entering requisition is responsible for distributing attachments.
8. Determine whether itemized list should be keyed in purchasing system or processed as an attached list. If as an attached list, note that order should read “See Attached List” (see IPP #8 for labeling instructions).
II. Requisition processing will enter and release P.O.’s on a daily basis in the following priority:
1. Regular requisitions - entered and released as regular purchase orders to be sent to the vendors and Accounting Services the next business day by staff.
2. Confirming telephone order requisitions - are entered and released. NO copies are printed for the vendor or purchasing (CTN), unless a copy is requested by the department (CTO). However, Department and Accounting copies are printed and distributed by staff either way.
IPP26 - Special Approvals Processes
IPP8 - Attachments and Attached Lists of Items for Purchase Orders