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TYPES OF SPEEDCHART PURCHASE ORDERS (PO)
The following types of purchase orders are used for various kinds of purchases. Purchasing guidelines :
http://cpbc.ucsf.edu/files/files/Purchasing_Guide.pdf
What is a Low Value Purchase Order (LVPO)?
(Department Purchasing Delegation "D")
(http://cpbc.ucsf.edu/files/files/Purchasing_Guide.pdf)
Speedchart Low Value Purchase Order (LVPO) is a limited purchasing authority delegated to departments for purchases of supplies or services that are not available from an established vendor agreement or contract. (Note: Equipment over $5,000 is excluded from this delegated authority. See below for correct NCAs for equipment costing less than $5,000.) When a Speedchart number is accompanied with department delegation "D" followed by a unique four digit departmental reference number (e.g. xxxxxDnnnn or xxxxxDnnnn/NCA# if declaring a natural class account (NCA) number), it can be used as a Low Value Purchase Order (LVPO) number to purchase supplies and services for amounts less than $2,500 per vendor per day, including sales tax and excluding freight.
The Departmental Purchasing Authorization excludes the following:
What is an Agreement Vendor Purchase Order?
- Equipment costing less than $5,000. When purchasing equipment costing less than $5,000 the corresponding NCAs should be used.
COST OF EQUIPMENT NCA $200 - $1499 436635 $1500 - $4999 436638 - Products/services covered by other delegations such as the Planned Purchasing Program for UC system-wide or campus-wide agreement vendors.
- Supplies/services ordered on a repetitive basis utilizing a blanket purchase order and vendor contract established by UCSF Campus Purchasing Department.
- Restricted purchases require submission of a Purchase Requisition to the Campus Purchasing Department. Examples are:
- Animals
- Capital equipment > $5,000
- Carpets or area rugs
- Compressed gases in cylinders
- Consultant services
- Controlled substances, including narcotics
- Employee-vendor transactions
- Ethyl alcohol (except denatured)
- Firearms and explosives
- On-site construction
- Precious metals: gold, platinum, etc.
- Rental of real estate or vehicles
- Supplemental staffing
- Telecommunications accessories of services
SYSTEM-WIDE OR CAMPUS-WIDE AGREEMENT
(Department Purchasing Delegation "A")
(http://www.matmgt.ucsf.edu/mmdPurGuide.html#anchor976238)
UCSF has joined with the other University of California campuses and UC Medical Centers to enhance the University’s purchasing power through the Strategic Sourcing Initiative. These agreements allow UC staff to make unlimited direct purchases of covered goods and services, excluding equipment, from the large number of suppliers without involving the Campus Purchasing Department.
Purchases from UC system-wide or campus-wide agreement vendors do not require an individual purchase order issued by the Campus Purchasing Department. There is no maximum dollar limit except for equipment (maximum $5,000). Departments placing orders directly with agreement vendors must identify the University contract/agreement number and provide the vendor with the departmental SpeedChart number accompanied with an "A" delegation followed by a unique four digit departmental reference number (e.g., xxxxxAnnnn or xxxxxAnnnn/NCA# if declaring a natural class account (NCA) number). Clarification of the agreement vendor purchasing delegation and listings of agreements can be obtained by calling ext. 415-476-5761.
Signature approval on the invoice from a department financial owner with appropriate level of signature authority is required for invoice amounts greater than $2,500.
Effective May 1,1999, an exception to the Special Method limit has been approved to increase the limit to $10,000 for high-volume/low-risk vendors (e.g., Dell Marketing LP, Fisher Scientific Company and VWR Scientific Products). This will allow automatic payment without positive approval (signature authorization) from UCSF departments. The agreements with these vendors provide processes by which Campus Purchasing Department can address and promptly settle disputes regarding dissatisfaction with product or service delivery and performance. (http://www.acctg.ucsf.edu/files/pdf/eqsp499.pdf )
A list of UC system-wide vendors can be found at: http://www.ucop.edu/matmgt/ppp/.
What is an Equipment Purchase Order?
The campus-wide agreement vendor list is updated daily and available on the Internet. (http://www.cpbc.ucsf.edu/)EQUIPMENT ORDER
(Department Purchasing Delegation "E")
(http://www.matmgt.ucsf.edu/mmdPurGuide.html#anchor976238)
"Equipment" is defined as an item costing $5,000 or more, including tax, which is free-standing (not an integral part of a larger unit) and which is presumed to have a useful life expectancy of one year or more.
Equipment orders under $5,000 may be placed by the department directly using the "E" delegation.
A Department may user their five digit SpeedChart Number accompanied with an “E” delegation followed by a unique four digit departmental reference number as the Equipment purchase order number (e.g., xxxxxEnnnn or xxxxxEnnnn/NCA# if declaring the equipment NCA number). The NCA for equipment costing less than $5,000:
COST NCA $200 - $1499 436225 $1500 - $4999 436230 For purchases of equipment costing $5,000 or more, a department Purchase Order must be created, so the department must submit a requisition form to Purchasing. Below is a list of acceptable NCAs for the purchase of equipment with a cost of $5,000 or greater.
DESCRIPTION NCA Inventorial Equipment 449010 Vehicles 449110 Computer Hardware 449910 Software 449235 Furniture 449975 Property Number tags will be issued to the departments when an invoice is created by Accounts Payable.
What is a Library Material Purchase Order?LIBRARY MATERIALS BLANKET AUTHORIZATION
(Department Purchasing Delegation "K")
( http://www.matmgt.ucsf.edu/anchor976238 )
Library materials are defined as informational or reference materials which contain data in formats such as books, periodicals, maps, article reprints, journals, manuscripts, pamphlets, film, video cassettes, recordings, and computer diskettes.
Departments are authorized to purchase library materials utilizing their five digit SpeedChart number referencing departmental delegation "K", followed by a unique four digit departmental sequence number (e.g., xxxxxKnnnn or xxxxxKnnnn/NCA# if declaring an NCA number). There is no dollar limit on library material purchases.
Signature approval on the invoice from a department financial owner with appropriate level of signature authority is required for invoice amount ³ $2,500.
What is an Equipment Repair Order?EQUIPMENT REPAIR ORDER
(Department Purchasing Delegation "R")
(http://www.matmgt.ucsf.edu/mmdPurGuide.html#anchor976238)
For Equipment Repair < $9,999, a department may use a SpeedChart number accompanied with an "R" delegation followed by a unique four digit departmental reference number (e.g., xxxxxRnnnn or xxxxxRnnnn/NCA# if declaring an NCA number).
This delegation can only be used to obtain repairs - not preventive maintenance, calibration, other non-repair service or enhancements.
Any repairs = $10,000 must be processed by Campus Purchasing on a Purchase Requisition form (Stock No. 71455&SHY;277).
Signature approval on the invoice from a department financial owner with appropriate level of signature authority is required for invoice amount ³ $2,500.
What is a Vendor Contract?VENDOR CONTRACT (BLANKET ORDERS)
(Department Purchasing Delegation "B")
(http://www.matmgt.ucsf.edu/mmdPurGuide.html#anchor976238)
When supplies or services are used repeatedly from the same supplier/vendor, it may be advantageous to establish a blanket order/vendor contract for a specified period of time to ease the administrative burden of repeatedly placing purchase orders for the same item, provide price protection and assure adequate availability of supplies. A separate vendor contract should be established between the supplier/vendor and each UCSF department with designated General Ledger Chartfields and SpeedChart.
After Campus Purchasing Department establishes the blanket order/vendor contract, the originating department issues releases against it by referencing the vendor contract and providing the vendor with the Speedchart purchase order number accompanied with a "B" delegation and followed by a unique four digit departmental reference number (e.g., xxxxxBnnnn or xxxxxBnnnn/NCA# if declaring an NCA number). Vendor Contract number and SpeedChart are required on the invoice for Accounts Payable to process payments to the vendor (e.g. vendor contract# 900000xxxx and Speedchart# 12345Bnnnn).
Signature approval on the invoice from a department financial owner with appropriate level of signature authority is required for invoice amount ³ $2,500.
Do departments have the ability to see blanket POs and payments against them in Weblinks?
Currently, the blanket POs are not available to view online. Departments should have a hard copy of the blanket PO on file from the Purchasing department. To view the payments against the blanket PO, you must run a report in Weblinks. Usually the PO number and/or blanket number appears on the line description.
TYPES OF SPECIFIC PURCHASE ORDER (PO)
What is a Specific Purchase Order?SPECIFIC PURCHASE ORDER (PO)
( NOT A Departmental Purchasing Delegation)
(http://www.matmgt.ucsf.edu/mmdPurGuide.html#anchor976238)
A specific Purchase Order is issued by UCSF Campus Purchasing Department through the P2P Requisition process or through the Campus Purchasing Department. If the departmental purchasing delegations "D", "R", "B", "E", "A", or "K" do not apply to the department's purchasing needs, a Purchase Requisition is necessary to complete procurement.
To learn more about P2P Purchase Orders, and purchase order requirements, visit Campus Procurement Business Contracts' (CPBC) webpage at http://cpbc.ucsf.edu/p2p.
This page last updated on: Wednesday September 09 2009