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Buying Goods & Services

Procurement Fiscal Year-End Processes 

The Office of Procurement Services is announcing year-end deadlines to ensure that year-end purchases are handled in an efficient and effective manner. Please refer to the Procurement Deadlines link below that explains the processes and provides key submittal deadlines. Adherence to these processes and deadlines is critical to ensuring the successful processing of your purchases.

Please share this information with all applicable persons in your department.

If you have any questions, you may contact your department’s Buyer, or Joe White (josephsw@uta.edu), Assistant Director of Procurement & Strategic Sourcing.

Procurement Deadlines

Purchase Orders and Services Agreements Listing Template


Procurement of Cloud Based (and similar) Services

All services purchased by UT Arlington departments or employees that involve the creation, transfer, storage, manipulation, processing or other handling of University data on third party information resources (including cloud services) will require a security review prior to purchase. Please plan accordingly in your project timeline. Details about this can be found on the Information Security Office website:

http://www.uta.edu/security/cloud_procurement/

Use category code 81112106 when entering your requisiton in UTShare.


Procurement Thresholds for Goods/Services

Spend Thresholds
OPEN MARKET
<$15000 (including freight)
No competitive procurement required. Department must obtain a quote and it must be electronically attached to the UTShare Requisition/PO
INFORMAL BIDS
$15,000 to $50,000
Informal bids from three (3) or more potential suppliers are required. At least two (2) bids must be obtained from HUBs.
FORMAL BIDS >$50,000 Formal procurement will be conducted by Office of Procurement.

If you have any questions, you may contact Joe White in the Office of Procurement Services at 272-7146 or josephsw@uta.edu.

How to buy, receive and pay for various goods and services!


If you are involved in buying, receiving or payment process please review the information in the links below.

Procurement procedures are written for three (3) buying processes; two (2) processes for buying which do not require purchase orders, and one (1) process for buying which requires a purchase order.

Buying without a Purchase Order

  • The preferred method utilizes the Purchasing Card (ProCard) Program in which individuals use credit cards issued to them for departmental purchases of $4,000 or less (including freight). Reference Purchasing Card (ProCard) Program (Procedure 4-11) for information.
  • An alternative method for purchases that do not require a purchase order, regardless of the dollar value, is the voucher payment program for certain types of goods and services as specified in Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure 4-26). Reimbursements are restricted to departmental purchases of $2,000 or less (including freight).

Buying with a Purchase Order

  • Regardless of the dollar value, purchase orders are initiated by individuals within departments by entering a Requisition into UTShare. Require compliance with the requirements detailed in Best Value Purchasing Procedures (Procedure 4-2).
  • For training tools on processing of requisitions in UTShare, see UTShare Financial Topics – Purchasing Goods and Services.

Buying Process Steps 

Regardless of the buying process used, all purchases undergo a four step process; 1) correct initiation of order, 2) validation of receipt of correct goods and/or services, 3) tagging of capital equipment and controlled items, and 4) authorization for payment.

Ordering

  • Small orders of $4,000 or less may be done by individuals within departments utilizing a ProCard credit card.
  • Orders with a value in excess of $4,000 (including freight) must be secured with a purchase order, and are initiated at the department level with the entry of a Requisition into the UTShare system.

Each method has various advantages and restrictions, and persons placing orders should refer to Best Value Purchasing Procedures (Procedure 4-2), for more information.  Requisition entry may necessitate setting up a new supplier in UTShare. Reference Vendor Set-Up and Maintenance (Procedure 2-13) and UTShare Financial Topics – Manage Vendors, for additional information.

Receiving is a formal method for documenting acceptance of goods from suppliers.  After a purchase order has been dispatched and the items delivered, the items must be received.  The receiving process involves recording the items delivered and comparing the shipment to what was originally ordered through the purchase order.  Departments will perform the desktop receiving process for items $5,000 or less.

Desktop receiving can be accomplished by using the Receive Items page or the Manage Requisitions page.  The Receive Items page will only allow the creator of the requisition to receive their own line items.  The Manage Requisitions page is used to receive line items regardless of who created the requisition in the department.

  • Small orders of $5,000 or less are usually delivered to Central Receiving and delivered to ordering department. Validation of completeness of shipment and usability of received goods is the responsibility of the department. Return of defective shipments and damage claims are covered in Damages and Shortages (Procedure 4-22).  Desktop receiving will need to happen at the departmental level for small orders. See Desktop Receiving at UTShare Financial Topics – Desktop Receiving for instructions on how to accomplish this step.
  • Orders above $5,000 are usually received by Central Receiving. Central Receiving checks the shipment, prepares the Receipt and delivery ticket, and delivers the shipment to the requesting department. Reference Damages and Shortages (Procedure 4-22) for directions in checking delivered merchandise and notifying appropriate departments of any discrepancies.
  • Small orders of $5,000 or less may contain controlled items which must be tagged for inventory control purposes.  Asset Management must be notified to provide tags for all controlled items in any shipment accepted by a department.  Controlled items are  listed in Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure 4-26, Section II).
  • Orders above $5,000 may contain capital equipment as well as controlled items. If a shipment is received by Central Receiving, the tagging process will begin as part of the shipment processing.  If a shipment is received by the requesting department, Asset Management must be notified to provide tags.

All purchase order payments are to be processed by departments and must be paid for in a timely manner.

  • The process for payment authorization for ProCard purchases may be found at, UTShare Financial Topics – Purchasing Card (ProCard).
  • If the purchase was done with a direct invoice for non-PO item purchases, the payment authorization process is delineated in, UTShare Financial Topics – Create Non-Purchase Order Voucher.
  • If the purchase was done with a purchase order, refer to UTShare Financial Topics – Create Purchase Order Voucher, for information.
  • All purchase orders are authorized for payment when the receipt, if required, is completed by Central Receiving or the ordering department.  UTShare will run a process to match the invoice/voucher to the purchase order and receipt to proceed with payment to the supplier.  For those purchases not requiring a receipt, UTShare will run a process to match the invoice/voucher to the purchase order to proceed with payment to the supplier.

Additional Information regarding Payment Processing

Processing of payments to suppliers in a timely manner is necessary to avoid late payment charges.  Refer to the following resources for assistance in payment processing, and, select Procurement Services (Administrative Offices) on the contact us screen to reach your Accounts Payable representatives for additional help, should the need arise.

  • The current late payment penalty may be found at Prompt Payment Law Interest Rate.
  • Receipts denominated in foreign currency will require conversion to U.S. Dollars. Reference OANDA, for the currency converter service utilized by UT Arlington.

Additional Procurement procedures are available for processes that are unique to specific situations or need expanded delineation of specific requirements or restrictions.

  • Transactions with employee restrictions are delineated in Transactions with Employees (Procedure 4-14).
  • Guidelines for the payment of, or exemption from, taxes applied to UT Arlington purchases may be found in Tax (Procedure 4-16).
  • Instructions for acquiring departmental gasoline credit cards for use for UT Arlington vehicles may be found in Gasoline Credit Card (Procedure 4-27).
  • Information on purchasing computing equipment can be found at Emergency Centralized Computer Distribution Procedure (Procedure 19-1).

All state agencies are encouraged to make a good faith effort to increase purchases and contract awards to certified Historically Underutilized Businesses. It is the policy of UT Arlington to maximize opportunities for HUB firms to provide materials, supplies, equipment, and services to the university. The various methods used to promote HUB participation in procurement processes are found in Contract with Historically Underutilized Businesses (HUB) (Procedure 4-28). HUB certified suppliers may be found in the following listings.

  • Listings of HUB certified suppliers may be found at UT Arlington’s web site Find a HUB.
  • Listings of HUB suppliers that have been certified with the Comptroller of Public Accounts may be found at the Texas Centralized Master Bidder List.

Additional resources are available for buying goods and services at UT Arlington.

Bids, Requests for Proposals, and other information for suppliers who wish to sell goods and services to UT Arlington is available at Doing Business with UT Arlington.

 

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For more detailed information and training on specific procedures and functionalities, please visit:  https://www.uta.edu/business-affairs/training/index.php


Please review the news and information below for the latest updates from Procurement Services! Check back periodically as this information will be updated as needed!


As the result of a lengthy proposal and evaluation process by a team of University representatives from several departments, Prestige Business Solutions has been selected as the preferred supplier for day-to-day printing needs of the University effective February 1, 2017. 

Prestige Business Solutions is a full service offset and digital print supplier with a wide range of printing and copying capabilities, including an on-line, easy to use ordering portal for items such as business cards and letterhead specifically tailored to the needs of the University. Prestige Business Solutions will be delivering completed print jobs to campus daily. Our campus representative, Doug Kraum (contact info below), is available to assist University departments personally as needed. In addition, Prestige Business Solutions is a certified Historically Underutilized Business (HUB) with the State of Texas.


www.prestige-online.net (printing/copying)

Main Number: 817-328-7300

Doug Kraum
817-328-7305
dkraum@prestige-online.net
Lisa Petree
817-328-7305
lisa@prestige-online.net

Placing Orders
Orders may be placed directly with Prestige. They accept the University ProCard or you can use their on-line ordering portal. If you do not already have an account, please contact Prestige to get set up.

Paying for Orders
When paying for services procured from Prestige, you may pay with a non-PO voucher and include the contract number 2016-015.


For more information on this new preferred supplier agreement you may contact Joe White in the Contract Management Office at 817-272-6148 or josephsw@uta.edu

The University, through the U.T. System Supply Chain Alliance, has entered into a new five-year preferred supplier agreement with W.W. Grainger, Inc. for a variety of maintenance, repair and operations products and services. Grainger was recently awarded the new contract after a rigorous competitive proposal process. Grainger has been providing outstanding products and services to the University for many years and all parties look forward to continuing the relationship.

In addition to an aggressive pricing structure, the new agreement offers the following added value benefits to the University community at no additional charge:

  • Dedicated on-campus support
  • Product and safety training
  • Product demos from manufacturers as requested
  • On-line / punch out order capabilities in UT Share (PeopleSoft)
  • Inventory / usage audits and management

As a further benefit to the University, Grainger partners with the Burgoon Company which is a State certified Historically Underutilized Business (HUB). All Grainger products can be ordered through Burgoon to receive 100% HUB credit, with no price increase. Orders, questions, or requests for more information on any of the products and services available under this agreement can be directed to either:

Richie Robida
817-366-3153
Richie.robida@grainger.com
W.W. Grainger, Inc.

Dell orders are processed through Summus Industries, Inc. Summus is a long-time UT Arlington, UT System and Dell partner, as well as a certified HUB vendor in the State of Texas. OIT approved Dell products are available on the University’s Dell Premier Page which can be accessed through the MAVeSHOP shopping portal. In order to gain access to MAVeSHOP, please contact the designated Requester(s) in your department. These are the users who can enter requisitions into UTShare and control access to the shopping portal for each department.

The Office of Procurement Services has been made aware of calls from a company called Network Imaging, regarding the order of a toner cartridge over a month ago.  The caller is faxing an invoice and then wants the invoice signed and returned immediately.

DO NOT TAKE ACTION!!  Management at Konica Minolta, the University's preferred supplier, has confirmed that toner for their products will come directly from Konica Minolta.

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