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Purchasing FAQ's

When do I need to submit a requisition?

Purchases more than $5,000 per transaction using federal funds and all other funds (i.e., non-federal funds), including freight and shipping unless utilizing a state contract. Purchases using cooperative contracts regardless of dollar amount. For more information, please refer to PS-05.C.01 - Procurement - General. 

I am processing a requisition, which buyer do I choose?

  • Evelyn Paige and Lorena Sanchez - All requisitions $25,000 and over.
  • Lorena Sanchez - Copiers, Cell Phones/Pagers

Who do I contact for requisition training?

Contact Evelyn Paige or Trenton Hernandez.

If I receive a budget error on a requisition who do I contact?

Contact the Budget Office.

Who do I need to contact for contract information?

LaShonda White, Risk Management and Compliance.

What is a controlled asset? What is a capitalized asset?

Controlled assets are defined as firearms (at any cost), stereo systems, cameras, video recorders, laserdisc players (TV, VCR, and camcorders), projectors, displays, laptop computers, smartphones, tablets and other handheld devices costing between $500 and $4,999.99

Capital assets are property (ex: equipment, furniture, artwork, etc) costing at least $5,000 and having a useful life of at least one year; two years if purchased with federal grant/contract funds. Generally, a capital asset must be self-contained for its primary use and have sufficient size to make its control feasible by means of marking with identification number and/or manufacturer’s serial number. These items are defined as such by the State of Texas State Property Accounting and must be requisitioned through Purchasing for inventory, tagging and tracking purposes. 

How is a purchase order created from a requisition?

Once the Purchasing department receives a requisition in workflow, it is reviewed for proper approval, correct cost center information, account numbers and purpose/benefit statements. Once verified, the requisition is built into a purchase order in PeopleSoft. A valid budget check on a requisition creates a pre-encumbrance. This encumbrance will remain on your cost center until a voucher is processed. The valid budget check on the voucher liquidates the encumbrance and creates the expense. The only people on the UHD campus that can create a purchase order in PeopleSoft is the Purchasing department.

Now that I have a purchase order, what happens if I have not received my goods within a reasonable time frame?

You may contact the vendor directly or contact the Purchasing department and they will research the purchase order and contact the vendor to find out the status of the order. 

What should I do when I receive my goods ordered on a purchase order?

Upon receipt of goods/services purchased on a PO, you will need to contact the Purchasing department as a receiving report will need to be signed. 

How can I make a change to a purchase order?

First contact the Purchasing department so they can verify a change is possible. If a change is acceptable, fill out a Change Order Form and submit it to Purchasing.

What is a Request for Information (RFI)?

A process used to obtain information about a product or service.

What is a Request for Proposal (RFP)?

A competitive bidding process most frequently used to purchase commodities and services when price is the “only” consideration for vendor selection.

How do I view the compliance self assessment tool for the Purchase Requisition?

This information is provided on the Compliance & Ethics website.

How can I view information concerning UHD’s compliance program?

This information is provided on the Compliance & Ethics website.