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Buying Goods & Services

Kris Kizer Named 2021 UT System Supply Chain Alliance Rising Star

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Kris Kizer was named recipient of the UT System Supply Chain Alliance’s “Rising Star of The Year” award for 2021 during the Alliance’s Power of Collaboration Conference held October 15th. He is a Contract Specialist with the Strategic Sourcing Group in Procurement Services.

The Rising Star Award is given annually to an employee within a UT institution’s procurement office who demonstrates high accomplishments in innovation, leadership, and dedication. Candidates must be innovative in supply chain business processes and procedures; show exemplary leadership in implementing Alliance or local initiatives or programs; and be dedicated to strategic understanding of supply chain’s values to the mission of the Alliance and the employing UT institution.

Kris joined the UTA family in 2018 and has become an extremely valuable part of not only the Procurement team, but also the UTA campus community. He has managed many complex project procurements, manages the University’s gas card program, serves on the Student Advisory Council and holds the certification of Certified Texas Contract Manager (CTCM).

Please join us in congratulating Rising Star Kris Kizer!

Global supply chain issues continue           

The ongoing global supply chain issues continue to impact product manufacturing and lead times. As a result, Procurement services encourage you to plan your purchases well in advance and assume much longer lead times than normal. For more information, refer to the attached.

Return to Campus Resources for PPE and Related Supplies

As University students, faculty, and staff begin the phased return to campus it is important to follow all Federal, State and University guidelines and procedures for mitigating the spread of the Covid-19 virus. The information below is provided to assist anyone needing further information on how and where to obtain Personal Protective Equipment (PPE) and related supplies.

Please review the Faculty & Staff Coronavirus Resources page for additional information.

Masks Requests:

  • Masks for individuals are available at the UC Information Desk or the Main Library.
  • Masks for Departments & Research Groups can be requested through the Face Mask Request Form.
  • Staff who need masks for departmental guests can be requested through the Face Mask Request Form. Note in the comments that you need disposable masks for visitors.
  • Disposable masks will be available in classrooms for faculty members to give to students who arrive without one.
  • Face shields and clear masks for faculty can also be requested through the Face Mask Request Form. Note in the comments that you need shields and clear masks.  Face Masks should be always be worn in combination with a shield.

Plexiglass Shields:

  • Areas where staff interact with customers face-to-face can request a Plexiglass shield through a Facilities work order or by calling 2-2000. Work orders should be submitted as soon as possible so Facilities can meet the needs of campus as quickly as possible: uta.edu/fixit

Vendors for PPE and Related Supplies:

The PDFs linked below provide a listing of vendors vetted by Procurement Services as being responsible vendors capable of supplying the items listed for each vendor. However, due to global pressures on the supply chain and the ever-changing Covid-19 situation, Procurement Services makes no specific recommendations of any supplier nor guarantees levels of pricing or availability. These can change daily. Further, due to current supply chain constraints minimum order quantities may apply.

Preferred Vendors PDF file is for UTA preferred vendors with whom we already have a contractual relationship.The Additional Vendors PDF file is for additional resources providing a variety of products. Some of the vendors on Additional Vendors file may not be current vendors in UT Share, but can be added if requested. In addition, a ProCard may be used to secure items up to $4,000, especially if a vendor has stock available for immediate shipment.

Preferred Vendors PDF
Additional Vendors PDF

   

Branded Personal Protective Equipment (PPE), Including Face Masks

If you are interested in purchasing UTA-branded PPE items such as face masks/coverings, there are a limited number of vendors approved by UT System to provide these items – please see the list below. The PPE equipment carries additional UT System requirements including an increased level of insurance. At this time, only the vendors listed below can be used for UTA-branded face masks/coverings.

If you have been contacted by another vendor wishing to sell these types of products, please direct them to work through the UT System Office of Brand, Trademarks and Licensing in order to get approved: https://trademarks.utexas.edu/

Approved vendors for UTA-branded facemasks:


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 BF-PGC-PR-12) 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 BF-PGS-PR-08). Reimbursements are restricted to departmental purchases of $2,000 or less (including freight).

Buying with a Purchase Order

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 BF-PGS-PR01), for more information.  Requisition entry may necessitate setting up a new supplier in UTShare. Reference Vendor Set-Up and Maintenance ( Procedure BF-PGS-PR-11) 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 BF-PGS-PR07).  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 BF-PGS-PR07) for directions in checking delivered merchandise and notifying appropriate departments of any discrepancies.

In general, services do not have to be “received” in UTShare as they are not tangible items. Once the services have been completed to the department’s satisfaction, creation of a payment voucher serves as the certification of receipt and subsequent payment for the services. In some instances, the “receive” flag gets set to “on” in UTShare. In those cases you will have to actually create a receipt in the system (or contact your Buyer to have the receipt flag turned off) in order to create a payment voucher.

  • 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 BF-PGS-PR-08 , 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 UTA.

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 BF-PGS-PR-03).
  • Guidelines for the payment of, or exemption from, taxes applied to UT Arlington purchases may be found in Tax ( Procedure BF-PGS-PR-04).
  • Instructions for acquiring departmental gasoline credit cards for use for UT Arlington vehicles may be found in Gasoline Credit Card ( Procedure BF-PGC-PO-01).
  • Information on purchasing computing equipment can be found at Emergency Centralized Computer Distribution Procedure ( Procedure IT-PR-01).

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 BF-PGS-PR09). HUB certified suppliers may be found in the following listings.

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

Calendar

End User Resources

In addition to the links and presentations below, Procurement Services staff would be happy to come visit your department in person to present these or any other topic of interest. Please contact your Buyer if you are interested in arranging an informative session for your team.

New Copier Lease and Payment Process

The Business of Buying at UT Arlington

Procurement Timelines Overview

Account Codes

FAQs and Helpful Hints

UTShare Requester Helpful Hints

UTShare Requisition Entry Checklist

MAVeSHOP Helpful Hints

Procurement Issues and Processes

UT Share Issues

Instructions for Summus/Dell Orders and Custom Quotes

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!

 

ORDERING DELL PRODUCTS

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.

ORDERING APPLE PRODUCTS

Procurement and Payment Services is pleased to announce a new partnership for purchasing Apple products through our HUB partner SHI. The easiest way to procure your Apple products is via the University’s eShop portal at https://www.uta.edu/business-affairs/procurement/MAV-eSHOP.php

Click on the SHI tile and you can search for Apple products.

SHI is also a great source for any of your computer peripheral and other technology needs. Our local representative’s information is provided below. If you can’t find what you’re looking for on their punchout website, need a custom quote, or have any other questions or issues, please contact:

Lindsay Claussen
512-366-2928
Lindsay_Claussen@SHI.com

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