This guide will cover:
- How to buy goods / services following the University's purchasing guidelines
Overview
The following minimum guidelines have been established to promote competitive bidding. Requisitioners must realize these are minimum requirements and that bids must be solicited, whenever the item(s) can be purchased from several different, responsible vendors. Procurement Services will assist departments in locating potential vendors and obtain pricing and product availability information.
Up to $4,999
- No quotes are required.
- Departments may utilize P card in accordance with P Card Policies and Procedures
- Departments may submit invoice directly to Accounts Payable for paying using the Request for Funds form in TeamDynamix
- Purchase Order if for furniture, equipment, or if the vendor requires one to deliver goods / services
$5,000 - $50,000
- Department obtains one formal quote from vendor.
- Department creates a requisition in Banner from the formal quote
- Department submits quote using the Requisition Upload form in TeamDynamix
- Procurement Services creates a purchase order and provides both the Vendor and Department with a copy of the purchase order
$50,001 - $99,999
- A minimum of two (2) formal quotes from vendors must be obtained.
- Department creates a requisition in Banner from the formal quote of selected vendor. All quotes are submitted to Procurement Services.
- Department submits quotes using the Requisition Upload form in TeamDynamix
- Procurement Services creates a purchase order and provides both the Vendor and Department with a copy of the purchase order
$100,000 and Greater
- This price range requires a formal Bid or RFP issued by Procurement Services
- Department provides draft version of intended scope of work (SOW)
- Department provides budget code
- Department (Evaluation Committee) will work with Procurement Services to finalize scope of work and initiate bid / RFP process
Request for Funds
Purchase orders are issued for most purchase requests. There are instances that require a check to be issued. Procurement Services issues purchase orders for the majority of requisitions, but in a few select instances, requests are handled through a request for funds. These instances typically include purchases that do not require procurement involvement, such as athletic fees. Units generate request for funds through TeamDynamix using TDxRFF form. You must supply supporting documentation, including an explanation of all charges, which must be provided when you make the request for funds. The system will route the request to the budget manager and then to Accounts Payable to process and issue payment to the vendor. See more details on the request for funds process under Non PO transactions.
Purchase Requisition Instructions
To learn the steps to creating a requisition and submitting quotes to Procurement Services, click on the link below or contact Deborah Tavera, Director of Procurement Services at dtavera@sju.edu, x1276.
Knowledge Base articles for Purchase Requisition