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FISCAL MANAGEMENT OPERATIONS GUIDE

Restrictions on Certain Purchases

Departmental Order Process

Is the Commodity or Service restricted from departmental purchases? Gases, Hazardous Send request to Purchasing. substances, Temporaries, Grocers, Radioactive Materials, Live Animals, Leases, (space). STOP
Send request to Purchasing.
Printing Services using State Funds STOP
Send request to Purchasing.
Are the goods and services estimated to exceed the bid limit? STOP
Send request to Purchasing.
Is the Commodity or Service available through the General Services Commission, (GSC), term contracts? STOP
Send request to Purchasing.
Does the commodity or service fall under the  Qualified Information Systems vendor program? Product must be purchased from a Qualified Information System Vendor (QISV)
Other Delegated Purchases Please consider the use of Historically Underutilized Businesses, (HUBS), when placing orders.

For more information on the departmental order process, please see the Purchasing Faculty and Staff handbook at http://www.utsa.edu/Purchasing/fhdbk.htm#gettingstarted.

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).