Frequently Asked Questions

  

  1. How do I purchase goods less than or equal to $5,000?

    Items can be purchased using Direct Procurement.  No purchase order  or centralized approval required.  Depending on the item you are purchasing, you may use an online FIS Purchase Order, online FIS invoice, paper purchase order with UO terms and conditions, or a Purchasing Card
     
  2.  How do I purchase goods over $5,000 but less or equal to $25,000?

    Items can be purchased using Direct Procurement.  Centralized approval is required. If a formal contract exists for items being purchased a purchase order is not required unless requested by department or vendor.  If a purchase order is required or no contract exists you can use: Online FIS Purchase Order or paper purchase order with UO terms and conditions.
     
  3. How do I purchase goods over $25,000 & less than $150,000?

    Items can be purchased using Informal Procurement. Centralized approval is required. If a formal contract exists for items being purchased a purchase order is not required unless requested by department or vendor.  If a purchase order is required or no contract exists you can use: Online FIS Purchase Order or paper purchase order with UO terms and conditions.
     
  4.  How do I purchase goods $150,000 or more?

    Items can be purchased using Formal Procurement.  Centralized approval is required. If a formal contract exists for items being purchased a purchase order is not required unless requested by department or vendor.  If a purchase order is required or no contract exists you can use: Online FIS Purchase Order or paper purchase order with UO terms and conditions
     
  5. How do I purchase food for meetings?

    If $5,000 or less you can use a FIS Purchase Order or a on-line purchase order with
    UO terms and conditions.  Please refer to the BAO Food and Beverage website for additional requirements.
     
  6. How do I get on-line purchase orders?

    You can obtain the on-line purchase orders by visiting the PCS website.  Be sure to use the
    UO terms and conditions.  Use of Banner purchase orders are encouraged.
     
  7. How do I purchase office supplies?

    If $5,000 or less, you can use Direct Purchasing.  UO price agreement with Office Max.
     
  8. When do I use a Personal Service Contract?

    A Personal Service Contract (PSC) is used to purchase services rather than goods.
     
  9. How do I have PCS review a Contract?

    Complete a contract intake sheet and submit with all supporting documentation to contract@uoregon.edu.  Electronic submission is preferable but if you cannot submit through email you can send to PCS through campus mail.
     
  10. How do I check on the status of my Contract?

    You can look up the status of your vendor contract by going to contract status log.
     
  11. How do I have PCS review an on-line purchase order?

    Submit the purchase order with all supporting documentation to purchaseorder@uoregon.edu.   Electronic submission is preferable but if you cannot submit through email you can send to PCS through campus mail.
     
  12.  What if I have a question regarding the Procurement Card?

    E-mail your question to pcard@uoregon.edu.
     
  13. What is the difference between Delegated Contractng Authority and Designated Authority to Commit Department Funds?

    a.  Designated Authority to Commit Department Funds is the authority to approve expenditure of department funds.

    b.  Delegated Contractng Authority is the authority to sign Contracts on behalf of the University of Oregon (UO).
     
  14. Does Designated Authority to Commit Department Funds give me the authority to sign Contracts?

    NO.  Designated Authority to Commit Department Funds only grants an individual the right to commit its department's funds for a particular project or Contract.
     
  15. What does Level 1 Contracting Authority entail?

    The Level 1 Contracting Authority will allow Department Budget Authorities to have the delegated authority to purchase goods and related trade services with a value of less than or equal to $5000, using the following purchase instruments:  UO Purchase Order; P-Card; Invoice; "Click through" Contracts less than or equal to $5000.  This delegation does not include the authority to purchase personal services or to sign agreements or contracts other than the UO purchase order.
     
  16. What does Level 2 Contracting  Authority entail?

    The Level 2 Contracting Authority will allow department level signature authority for certain form agreements up to $25,000.
     
  17. Who is the Department Budget Authority?

    A UO dean, director, department head or the UO employee with final budget authority for the department.
     
  18. How does a department obtain Level 1 Contracting Authority?
     

          A UO Department Approval Authorization form needs to completed for all UO department employees whom the Department Budget Authority  (i.e. dean, director or department head) has delegated authority to.   When completing the form, please complete sections for “Designation to Commit to Department Funds” and “Authorization for Level 1 Contracting Authority”.  Before PCS can grant approval for Level 1 Contracting Authority, the UO department employee must have completed the “Annual Ethics Statement Form” and has taken the required updated version of the Purchasing Rules and Regulations (PRR) training class.  The prior version of the PRR training class is not valid.

     

          During this transition period, the current UO Department Approval Authorization will be in effect.


     
  19. How does a department obtain Level 2 Contracting Authority?

    The Department Budget Authority (i.e. dean, director or department head) must designate a department staff member that is an officer of administration (OA) at a department manager level or higher to obtain the contract signature authority.  Once designated and after approval by PCS, the OA manager must fulfill the training requirements to be set forth in the Policy. 
    See section 9.3.2 for full requirements.
     
  20. If a department obtains Level 2 Contracting Authority, does that department have to negotiate contracts?

    NO.  Level 2 Contracting Authority will only cover certain designated UO form agreements such as purchase orders and personal services contracts.  It will not cover any vendor provided agreements.  Further, Level 2 Contracting Authority will also not allow departments to negotiate or change the terms and conditions of an approved template.
     
  21. Does Level 2 Contracting Authority mean more work must be handled at the department level?

    Not necessarily.  Level 2 Contracting Authority will only cover certain UO form agreements, such as purchase orders and personal services contracts.  Departments already complete these forms prior to submittal to PCS for review and approval.  The only change will be PCS review and approval will not be required on these designated forms.  However, departments with Level 2 Contracting Authority will be solely responsible for Programmatic, Budgetary and Compliance Review.
     
  22. What is Programmatic Review?

    Programmatic Review and approval confirms that the proposed purchase or contract has a related business purpose and meets the objectives related to the department's and UO's mission.  Programmatic Review and confirmation is the primary responsibility of the Department's Budget Authority and their designees.  Each department initiating the purchase process should perform this review at the initiation of the process.
     
  23. What is Budgetary Review?

    Budgetary Review and approval confirms that there are sufficient funds available to incur the expense for the proposed purchase or contract.  Budgetary Review and confirmation is the primary responsibility of the Department's Budget Authority and their designees.  Departments must ensure funds are available and properly budgeted prior to making any purchasing commitment.
     
  24. What is Compliance Review?

    Compliance Review and approval confirms that the proposed purchase or contract has met all applicable laws, regulations, policies, and procedural requirements and that the purchase or contract is completed using good business practices.  Compliance Review and confirmation is a shared responsibility of PCS and a Department's Budget Authority and their designees.
     
  25. Does a department have to accept Level 1 or Level 2 Contracting Authority?

    No.  All departments will have the choice as to whether they wish to seek the contracting authority.
     
  26. If a department has obtained Level 2 Contracting Authority, may the department still rely on PCS for contracting assistance?

    Yes.  Regardless of whether a department has authority to execute a certain UO form agreement, PCS may always be used as a resource.
     
  27. If an employee has Level 2 Contracting Authority, how will the delegation be documented and approved by PCS?

    The contracting authority delegation must be requested by a department's Budget Authority (i.e. dean, director, or department head) via a UO Department Approval Authorization form and must be appoved by PCS to be active.  
     
  28. If an employee is delegated Level 2 Contracting Authority, how will they know which contract templates they can sign?

    Approved contract templates for UO staff with delegated Level 2 Contracting Authority will be posted on the PCS website.
     
  29. What UO employees are subject to the OUS Ethics Policy?

    All UO employees are subject to the terms of the OUS Ethics Policy.
     
  30. Who has to sign and submit the Annual Ethics Statement Form?

    UO employees routinely involved on an on-going basis, in the procurement process or approving purchases or contracts must annually sign the Annual Ethics Statement Form.

    For those UO employees not involved in the procurement process as part of their normal, routine duties, but who will be involved in a particular project in which they will be determining compliance with specifications or performance requirements as part of a procurement or approving a particular purchase or contract, such employees must sign the Annual Ethics Statement Form at the commencement of their involvement in such project.
     
  31. Who has to sign the Procurement Evaluation Declaration Form?

    UO employees involved in the procurement process utilizing either a Request for Proposal (RFP) or an Invitation to Bid (ITB) process must sign the Procurement Evaluation Declaration Form at the commencement of such process.
     
  32. Are there still 2 Personal Services Contract (PSC) forms?

    No, there is only one PSC.
     
  33. May departments create their own Purchase Orders?

    No.  Department must use the approved purchase order template or banner purchase order.  The approved template is available at http://pcs.uoregon.edu/content/forms.