Purchasing 101
A guide for department
administrators presented by:
Heidi Williams January, 2012
Before You Buy
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Read and understand the University’s
Standard Practice Guide, section 507.01:
Purchasing: General Policy & Procedures
The Standard Practice Guide is online at
http://spg.umich.edu/
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Before You Buy
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Consult a Contracts and Procurement
representative for clarification of any policy
or procedure before making a purchase
over $5000.00 or a purchase that requires
a “signed” contract regardless of dollar
amount.
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Procurement Methods
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University Contracts
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http://www.finance.umich.edu/procurement/howtobuy/universitycontracts
Procurement Services Contract Administrators are available to assist you
with finding suppliers and products. Contract Administrators are assigned
to strategic contracts to monitor performance standards and compliance
requirements. Contract Administrators also assist University faculty and
staff with contract questions and issues (examples; ordering, invoicing,
price matching, and product failures).
Each supplier is provided with a Contract Web Page that includes detailed
information on commodities and services, how to use the contracts, and
contact information that includes the supplier's sales representative and
the U-M Contract Administrator. Use the search above to find the right
product or service.
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Epro Requisitions/Purchase Orders
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The eProcurement (ePro) Requisition is used to purchase goods and
services not available through Internal Service Units or University Contracts,
or to release against an M-Pathways contract. The ePro req is the only
transaction that you complete in M-Pathways to order goods and services.
There are three types of ePro reqs:
Special Request eProcurement Requisition – Use for purchases from
external vendors that do not have negotiated pricing with the university or to
release against an M-pathways contract. Transactions $5,000 or greater, or
those that require special handling, are routed to Procurement for
processing and approval.
M-marketsite eProcurement Requisition – Use the university’s online
catalog ordering system to place orders from suppliers that have negotiated
pricing with the university. These orders are completed as ePro reqs and
are routed to Procurement for processing and approval when certain
conditions are met (e.g., dollar amount, ChartFields used, etc.).
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Non-purchase order (non-po)
Payments
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Non-purchase order (non-PO) payments
Non-purchase order (non-PO) payments should not be used in lieu of the other procurement
methods. You should use the non-PO voucher only when no other payment method will work.
Non-PO vouchers are used for payments that do not originate from a purchase order and when a
supplier will not accept a purchase order or a P-Card. Payments $5,000 or greater must have prior
approval from a Procurement Services buyer. Non-PO vouchers are created online in MPathways by department users with appropriate authorization.
Reimbursements for cash paid for services can not be made using a non-PO voucher. Contact
accounts.payable@umich.edu for instructions.
Non-purchase order tips:
Payments are made net30 from the date of the invoice.
Departments should create non-PO vouchers in M-Pathways to speed up the processing time.
Departments need to be sure the “remit to” address under the “Payments” tab corresponds with
the “remit to” on the invoice.
Original receipts must be attached to the voucher cover sheet you submit to Accounts Payable.
If you have enclosures that need to accompany the check please make the necessary copies and
attach to the voucher.
Payments of $10,000 or greater are not finalized until a procurement representative approves the
payment online.
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Pcard Purchases
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Do not use the P-Card for transactions that are normally available
through a University Contracts or an Internal Service Unit.
Do not use the P-Card for transactions that will be reimbursed by an
external party.
Do not use the P-Card for services unless the service is with an
incorporated vendor. To determine if the vendor is incorporated,
contact the Vendor Maintenance team at
vendor.maintenance@umich.edu.
Do not use the P-Card for any supplies that total $5,000 or greater.
All rules and procedures set forth by Procurement Services and the
Office of the Controller must be strictly adhered to. Failure to comply
with these guidelines may result in the suspension of the P-Card
and/or disciplinary action up to and including termination.
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The Competitive Bid Process
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The University Regents require that all transactions of
$5,000 or greater be reviewed by Procurement Services
buyers to complete the competitive bid process. If you
need to purchase goods or services in the amount of
$5,000 and greater, follow the steps below to streamline
the competitive bid review and approval process.
Create a special request ePro req in M-Pathways (you
can select a specific buyer on the ePro req or leave the
buyer field blank and the Procurement Triage team will
route the requisition to the appropriate buyer for review).
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Non-competitive Purchase Award
Some purchases are completed without the competitive bid
process. A written justification prepared by the department
must accompany requests for non-competitive purchases.
Departments are encouraged to use the sole source
justification form designed for this purpose.
http://www.finance.umich.edu/procurement/forms/solesource-justification
Please note that Procurement Services must approve this
justification.
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The Approval Process
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Spending Authority
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The Regents delegate spending
authority to the Executive Vice
President and Chief Financial
Officer, who in turn delegates that
function to the Director of
Purchasing
Purchasing Services is the sole
agent authorized to make
commitments against University
funds
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UMHS Contracts & Procurement
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2500 Green Road
Suite 100
Ann Arbor, MI 48105
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heidiw@med.umich.edu
http://www.finance.umich.edu/procurement
I am also available to come out to your
department and walk you through the epro
req process, give me a call to schedule a
session with me.
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Office: 734.763.9877
Fax: 734.763.9889
Hours: 8:00am – 4:30pm
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Campus Procurement Services
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7071 Wolverine Twr
3003 S. State St.
Ann Arbor, MI 48109
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procurement.services@umich.edu
http://www.finance.umich.edu/procurement
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Office: 734.764.8212
Fax: 734.647.0733
Hours: 8:00 am – 4:30 pm
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ON-LINE DEMONSTRATION
OF MANAGING YOUR
REQUISITIONS
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