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FISCAL MANAGEMENT OPERATIONS GUIDE

Issuance of Purchase Order

Departmental Order Process

Is the Commodity or Service restricted from departmental purchases? Gases, Hazardous substances, Temporaries, Grocers, Radioactive Materials, Live Animals, Leases, (space). STOP
Sent request to Purchasing.
Printing Services using State Funds STOP
Send request to Purchasing.
Are the required products and/or services offered by TIBH (Texas Institute for the Blind and Handicapped)? (State funds only) STOP
If so, place order with TIBH (State funds only)
http://www.purchaseplus.com/
Are the goods and services estimated to exceed the bid limit?

STOP
Send request to Purchasing.
Is the Commodity or Service available through the Texas Building and Procurement Commission, (TBPC), term contracts? STOP
Send request to Purchasing.
Does the commodity or service fall under the Catalog Information Systems Vendor program? Product must be purchased from a Catalog Information Systems Vendor (CISV).
Authorized Purchases Personnel authorized to make procurements on behalf of the UTSA shall determine in his/her best judgment the most appropriate and effective method of acquisition for each assigned requisition or request for purchase. n making this determination, authorized personnel will have a variety of procurement options, including, but not limited to: Texas Building and Procurement Commission Contracts, Group Purchasing Contracts, Open Market Procurements, DIR (Department of Information Resource) Contract, Catalogue Purchases, and UT System Contracts. The Buyer's objective is to acquire the product or service meeting the needs of the end user while ensuring that the procurement achieves: (1) "best value" as define above and authorized in the Section 51.9335, Education Code; (2) compliance with the Regents' Rules and Regulations; (3) compliance with the UTSA's HUB (Historically Underutilized Businesses) policies; (4) conformance to standards of ethical conduct; and (5) compliance with all applicable laws, rules and regulations.
Other Delegated Purchases Please consider the use of Historically Underutilized Businesses, (HUBS), when placing orders.

Departments have been delegated the authority to issue their own purchase orders under the established bid limits. However, issuance of a purchase order can become a complex procedure involving numerous laws, rules and regulations. For this reason, departments must enroll in a purchasing rules and regulations class before beginning the procurement process. For more information concerning purchasing policies, please contact the Purchasing department or visit the Purchasing Handbook for Faculty and Staff at http://www.utsa.edu/Purchasing/fhdbk.htm

Notes

  1. AFTER THE FACT ORDERS: After the fact orders are not permitted. Purchase orders must be issued before the merchandise or service is received.
  2. ORDER SPLITTING: Orders may not be split into smaller procurements in an effort to avoid the competitive bidding requirements. Procedures are in place to check for this. Please do not do it.
  3. STATE FUNDS: No food, drink, entertainment or floral arrangements.
  4. MEMBERSHIPS: Memberships dues paid with state funds require approval of the VPBA.
  5. ALL ORDERS PLACED USING FEDERAL GRANT FUNDS (26 ACCOUNTS): Must be reviewed by the Office of Grants and Contracts.
  6. ALL LIVE ANIMAL ORDERS: Must have prior approval by the Animal Lab.
  7. All Vehicle purchases must have the prior approval of the UTSA Fleet Manager.
  8. ALL ADVERTISEMENTS FOR FACULTY/STAFF POSITIONS REQUIRE APPROVAL BY HUMAN RESOURCES (HR).