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购买类型

德通社

Used for the purchase of goods and services of less than $5,000.

Departments are authorized to place orders of less than $5,000 without obtaining approval from the 采购 Office. These orders are useful for expediting small dollar and non-repetitive purchases. 付款可使用直接付款授权书.

Authorization to use departmental funds for this type of purchase should be approved by the fiscal agent for the department. Any purchase of $1,000 or more needs prior approval of the respective Vice President. 这些订单可以采取以下形式:网络订单, 传真/电话订单, 或者直接从当地供应商那里提货. 不应该支付伊利诺斯州的销售税. Sales tax paid by employees making University purchases is not reimbursable from University accounts.

Fiscal agents should take special precautions to prevent using multiple transactions to circumvent the $5,000年的限制. Repetitive purchases, also known as "stringing" per the Procurement Code, must be avoided.

The cost of goods or services paid on a Direct Pay Authorization must be less than $5,000. Memberships and subscriptions that contain contract language may require additional approvals before purchase. 请参阅 “采购批准”部分 详情如下.

After the Direct Pay Authorization is properly completed, retain a copy for departmental files and forward a copy to Business 服务, 谢尔曼厅220. Make certain the original vendor invoice is attached to the Direct Pay Authorization. The Direct Pay Authorization must be submitted within 30 days of receipt of the invoice. The University is subject to the Illinois Prompt Payment Act (30 ILCS 540) and the Policy on Prompt Submission of Employee Reimbursements.

网上购货申请

Used for the purchase of goods and services of $5,000 or more. 这也包括固定订单和连续订单.

The 网上购货申请 is used to provide the 采购 Office with all the information necessary to procure goods or services.

Departments submit 网上购货申请s using the mainframe FRS/采购 system. 下载详细说明(PDF). The 采购 Office will train staff to input the information, as well as fiscal agents for on-line approval of requisitions.

Provide as much of a specification and description of the product/service as possible. 如果推荐一个品牌名称, at least two approved brands and models should be listed within the specifications with a thorough description. 公司设计是不允许的, 指定配置, or participate in drawing up specifications for departmental projects or purchases. 伊利诺斯州的法律禁止这种活动. 除了, the 网上购货申请 must list criteria such as product specifications, 评标时要考虑的因素. Only those criteria listed in the bid document will be considered during the evaluation of bids.

Once the 采购 Office has received the 网上购货申请, the procurement process is based on the amount of the requisition. 小额购买门槛 amounts according to fiscal year are located under "Higher Education Bid Limits". A requisition above this threshold can take a minimum of forty-five days after posting to the Illinois Procurement Bulletin. Purchases involving contracts are contingent on the amount of negotiation needed for both parties to come to an agreement.

When the 采购 Office issues a Purchase Order, a copy will be sent to the requesting department.

授权付款:

一旦货物/服务全部收到, invoices are to be 标志ed and dated with an “Okay to Pay” and promptly sent to the 采购 Office. 从那里, the invoice is processed against the purchase order. Any problems with the goods or services should be reported to the 采购 Office immediately. The University is subject to the Illinois Prompt Payment Act (30 ILCS 540) and must make payment or deny payment within 90 days. Failure to do so will result in additional charges to the department to cover the interest due the vendor.

站/连续的订单

A master order used to cover repetitive orders for a given fiscal year.

A department which orders on a repetitive basis from a vendor should prepare and submit an 网上购货申请 estimating the total amount to be paid to that vendor during a fiscal year.

Departments may be required to submit a list of the most frequently ordered items and estimated quantities. These items may be handled through the quote or bidding process. The 采购 Office will issue a continuous order for the estimated amount. 在连续命令发出后, the department may order (either in writing or verbally) goods or services as needed, 不管金额多少, as long as the amount of the continuous order is not exceeded.

授权付款:

当收到货物/服务时, as well as an invoice identified with the continuous purchase order number, the department should verify receipt of those items and mark the invoice with an “Okay to Pay”, 标志, 日期并转发给采购办公室. 从那里, 发票是根据连续订单来处理的, 卖方付款, 可用余额减少了.

紧急采购

偶尔, departments must have goods and/or services immediately and cannot wait for the purchase to flow through the normal procedures. Contact the 采购 Office if you have an immediate need. Written justification will be required and must be approved by the State before proceeding.

合同/租赁

请参考本网站题为 “合同程序”.

采购卡(PCard)

请参考本网站题为 “PCard”.