University of Houston Requisition Workflow

Topics Covered  Business Unit Selection  Choosing a Buyer  Budget Check FIRST!!  Security Roles for Creators and Approvers  Choose the correct Approval Path  Attaching/uploading backup documents  Some Requisition Reminders  Demonstration of Requisition Data Entry

Choose the Correct Business Unit Choose the correct BU when you create the requisition: or regular Main campus requisitions to Purchasing CN730 or CN783 - regular “K” contracts over $10,000 RC730 or RC783 - all research service “R” contracts, regardless of dollar amount

Choose the Correct Buyer for Requisitions to Purchasing (00730/00783) Carla West Architecture Athletics Academic Affairs Hilton College Student Affairs Information Technology Business Tony Carpenter NSM Advancement Engineering Law Pharmacy Research Division Social Work Technology Trish Erndt CLASS Library Education Chancellor/President Honors Administration/Finance Optometry

Choose the Correct Buyer for “R” and “K” Contracts  Buyers for research service “R” contracts (RC730/RC783) will be split as follows:  Tammy Jennings (x39235) – Buyer for College of Education  Doretha Kahley (x39222) – Buyer for all other colleges/divisions  Debborah Dowell (x39232) – Contact for questions about “R” contracts  The Buyer for regular “K” contracts (CN730/CN783) is Benita Jackson (x35666).

Budget Check FIRST! When processing a requisition in workflow you must Budget Check before you can Approve the requisition.

Security Roles for Department Creators and Approvers Creator or initiator creates the Requisition and initiates the request into workflow Department Approver receives the Requisition into Work list, approves or denies. Department approvers may also create Requisitions. Purchasing will be the final approver for requisitions.

Choose the Correct Approval Path 1. Dept/Coll/Div – Purchasing Requisitions that do not need Research or OCG approval “R” and “K” contracts 2. Dept/Coll/Div - Research HEAF – Purchasing Purchases using a fund 1043 (Research HEAF) 3.Dept/Coll/Div - OCG – Purchasing Purchase of equipment in the last six (6) months of a grant

Upload Backup Documents to Requisition All backup documents must be uploaded to the requisition.  Regular Requisitions – vendor quotes, sole source requests, and/or UH forms required  “R” and “K” contracts – contract signed by all parties

Some Requisition Reminders (1 of 4)  In general, all purchases greater than $5,000 must be placed on a requisition. See MAPP for exceptions.  The following items must be placed on requisition regardless of amount:  Equipment lease or maintenance agreements  Vehicle lease or purchase

Some Requisition Reminders (2 of 4)  The following items must be placed on a requisition regardless of amount and require pre-approval using Addendum B (  Radioactive materials  Controlled substances  X-Ray machines  Class 3b and 4 lasers  Biological safety cabinets  Animals

Some Requisition Reminders (3 of 4)  Purchases over $100,000 require pre-approval with Addendum C (  If only one vendor can provide the items requested, a Justification for Proprietary (Sole Source) Acquisition ( must be included with the requisition.

Some Requisition Reminders (4 of 4)  All Dell and Apple Computer quotes, regardless of amount, must be placed on a requisition. Purchasing will issue a PO to CougarByte (HUB vendor). Accounts Payable will process the payment for the department. Exception: Departments may use P-Cards to purchase products from Dell or Apple directly, if needed, but will not receive HUB credit.

Demonstration The following is a demonstration of how to enter a requisition into workflow.