APUR 101
Introduction to USCA Purchasing
APUR 101 – Introduction to USCA Purchasing
This session will provide a basic understanding of USC
Aiken purchasing guidelines and procedures.
A division of Campus Support Services, the Purchasing
Department is staffed by
Janet Joy
Jeff Jenik
janetj@usca.edu
jeffj@usca.edu
3455
3258
and reports directly to the
Vice Chancellor of Business and Finance.
Authority
USC Aiken adheres to USCA policies, USC Columbia policies and
the South Carolina Procurement Code.
The Purchasing Office has the sole authority and responsibility for
all purchasing transactions at USCA up to $50,000.00 per good/
commodity or service. No expenditure or commitment can be
made without the prior approval of the Purchasing Office.
Individuals that assume this authority may incur a personal
liability. Individuals who maintain a State Procurement Card,
and have completed the purchasing card orientation session,
have been granted purchasing authority up to $2,500.00 per
transaction and must comply with all rules and regulations
stated in the policy.
For a general understanding as to how items are
purchased and paid for by USCA, the following
steps are completed for each and every transaction
when a university P-card is not being utilized.
 A department recognizes the need or desire for a certain good or service
 A department recognizes the need or desire for a certain good or service
 The department submits a completed Purchase Requisition (PR)
 A department recognizes the need or desire for a certain good or service
 The department submits a completed Purchase Requisition (PR)
 The Purchasing Department reviews the PR to verify pricing, department and
fund number, object codes and compliance with SC Procurement Code
 A department recognizes the need or desire for a certain good or service
 The department submits a completed Purchase Requisition (PR)
 The Purchasing Department reviews the PR to verify pricing, department and
fund number, object codes and compliance with SC Procurement Code
 Signatures are obtained from USCA Purchasing, Business Services, a vendor
number and Purchase Order number are assigned. If a new vendor, a W-9 will
need to be obtained in order to establish them a vendor number.
 A department recognizes the need or desire for a certain good or service
 The department submits a completed Purchase Requisition (PR)
 The Purchasing Department reviews the PR to verify pricing, department and
fund number, object codes and compliance with SC Procurement Code
 Signatures are obtained from USCA Purchasing, Business Services, a vendor
number and Purchase Order number are assigned. If a new vendor, a W-9 will
need to be obtained in order to establish them a vendor number.
 Within one (1) business day of assignment of a Purchase Order number, a physical
PO will be produced. The original will be sent to the vendor and a copy will be
sent to the requesting department for their records.
 A department recognizes the need or desire for a certain good or service
 The department submits a completed Purchase Requisition (PR)
 The Purchasing Department reviews the PR to verify pricing, department and
fund number, object codes and compliance with SC Procurement Code
 Signatures are obtained from USCA Purchasing, Business Services, a vendor
number and Purchase Order number are assigned. If a new vendor, a W-9 will
need to be obtained in order to establish them a vendor number.
 Within one (1) business day of assignment of a Purchase Order number, a physical
PO will be produced. The original will be sent to the vendor and a copy will be
sent to the requesting department for their records.
 In the event a department receives an invoice, the invoice should be forwarded to
the Purchasing Department in order to process for payment. Departments that
receive items directly should notify the Purchasing Department of their arrival in
order for payment to be processed. Partial or incomplete shipments should be
noted at this time.
Purchase Methods
Purchase Order
Blanket Order
Purchasing Card
Direct Expenditure Voucher
Petty Cash
Revolving Fund
Bookstore Purchases
Purchase Order (PO)
The PO constitutes a binding contract between USCA
and the supplier. No changes, additions, deletions or
cancellations may be made to the PO without approval
from the Purchasing Office.
Purchase Order (continued)
Methods
 Competitive Quotations
 State Contracts
 Sole Source Purchases
 Emergency Purchases
Purchase Order (continued)
Competitive Quotations
All dollar limitations should include freight, delivery and installation charges.
Up to $2,500 – Can be made without obtaining additional quotations if
the price is considered fair and reasonable. If the estimated price is
close to $2,500 or if the Purchasing Office believes that a better price
can be obtained, then quotations will be solicited.
$2,500.01 - $10,000 – A minimum of three (3) written quotes are required.
The Purchasing Office may issue a Request for Quotation when
deemed appropriate. Faxed and e-mail quotes are acceptable. Internet
and catalog quotes are not acceptable.
Competitive Quotations (continued)
$10,000.01 - $50,000 – Requires that written quotations be solicited and
must be advertised in the South Carolina Business Opportunities
publication for a minimum period of one week.
$50,000.01 and up – Requires sealed bidding and must be coordinated
with USC Columbia.
State Contracts
The State establishes term contracts for goods and services that are in
high demand. Use of these contracts are mandated by State Law.
Materials Management Office (MMO) Contracts
http://www.mmo.sc.gov/PS/agency/PS-agency-goods-and-services.phtm
Information Technology Management Office (ITMO) Contracts
http://www.mmo.sc.gov/PS/agency/PS-agency-info-technology.phtm
Sole Source Purchases
Permitted when goods or services are available from only a single supplier.
Requests for sole source purchases must be accompanied by a memorandum
explaining the basis for the request and the reason no other product and/or
service is acceptable. The request will be submitted to USC Columbia for
approval by the System Director of Business Affairs.
Some examples that could necessitate a sole source are:
 When the compatibility of equipment, accessories or replacement parts is the
paramount consideration.
 When a sole supplier’s item is needed for trial use or testing.
 When an item is one of a kind.
Emergency Purchases
An emergency condition is a situation that creates a threat to public
health, welfare or safety. The existence of such conditions must create
an immediate and serious need for supplies or services that cannot be
met through normal purchasing procedures and the lack of would
seriously threaten:
 The functioning of State Government
 The preservation or protection of property
 The health and safety of any person
Emergency purchases are limited to the goods or services needed to
meet the emergency and as much competition as practical must be
obtained.
Lack of planning does not constitute an emergency!
Completing a Purchase Requisition (PR)
Frequently Used Class Codes:
53001
Office Supplies
53002
Educational Supplies
53003
Postage
53004
Data Processing Supplies
54110
Memberships & Dues
Complete listing of Class Codes:
http://web.admin.sc.edu/control/class56.html#53XXX
All PR's should be typed or legibly written.
The following information should be included on all purchase requisitions:
1) Suggested Supplier -- Vendor Name, Address, Telephone Number
2) Approval -- Appropriate Required Signatures (initials unaccepted)
3) Date -- Today's Date
4) Dept. # -- Your Department Number
5) Fund # -- Your Fund Number
6) Class Code -- Policy & Procedure Manual
7) Analytical -- Fill in only if you are charging to more than one account. (amount to be charged to
each account)
8) Dept Name
-- Name of Dept.
Deliver to Bldg -- Bldg Number
Room No.
-- Room Number
Phone No
-- Campus Number
9) Number each separate item
10) Quantity of order and unit of issue (each, box, case, etc.)
11) Description -- Complete description including: Name of Part or Service, Complete Specifications,
Model Number, Color, Size, etc. (If unit of issue is other than each) include how many per unit of
issue. Example: 1 box (100/bx)
12) Catalog Number
13) Unit Price -- Price for each item by unit of issue
Example: If ordering 1 box Ä Unit price should be for box price
14) Total Price -- Total by each item
15) Tax -- Always 7%
Shipping -- Shipping Charges Ä If you do not know exact amount, write NTE estimate
Total -- Grand Total
16) Source of Price -- If telephone quote: Complete name of person quoting price and to whom, date
& time
17) PHM -- If item is potentially hazardous material, indicate PHM
Sample Purchase Requisition
http://web.usca.edu/campus-support/purchasing/purchase-requisition.dot
Blank Purchase Requisition
http://purchasing.sc.edu/doc/pur-req2.pdf
APUR 102
Purchasing Card Refresher
This session will provide a basic instruction on the
USC Procurement Card Program and will be
beneficial for cardholders and liaisons as well as
supervisors.