Requisitions, Purchase Orders, and Training Guidelines
The campus uses the PeopleSoft Financial System. This system allows department staff to enter requisitions electronically, which are issued to vendors as purchase orders by Strategic Business Services buyers.
Our buyers determine what type of purchase order to issue or the method of procurement to use, based on the item requested, type of funding, and the dollar amount involved.
Departments shall, if possible, provide at least one suggested vendor on all orders and list current price(s) on their requisition. If a department suggests a vendor that is not in listed in the PeopleSoft vendor table, please provide a current order address, including the zip code, telephone number, FAX number and contact person on the Header Comments panel. Departments should attach back-up for their requisition to Strategic Business Services.
Our department maintains a list of vendors and a supply of catalogs for many products and services, along with other resources to assist you in locating a product or vendor. Please call ext. 6-2232 if you would like assistance in locating a source for goods or services.
If your order is using a California Multiple Award Schedule (CMAS) contract, please refer to that contract number on the Header Comments panel. If you are ordering parts, it is helpful to include the part number or model number in the description field of the requisition. If there are delivery/installation requirements (i.e. assembly, set-up, installation, etc.) this should be noted on the Header Comments Panel.
Purchase orders are mailed or faxed directly to vendors by Strategic Business Services. Each requisition is evaluated based on the product(s) or service(s) being requested and the total value. Requisitions that are generally processed into a purchase order within (3 workdays), without bidding, are as follows:
- Requests for supplies or equipment that total $3,500 or less
- Supplies, equipment, computer hardware, etc., ordered from existing CMAS Contracts, State Price Schedules, CSU master enabling agreements, or other purchasing consortium type agreements.
It is important that the department document instructions to the buyer in the Header Comments Panel of the Requisition form (i.e. 'Department Pick-up', 'Invoice to follow', 'Rush', etc.).
Types of Purchase Orders (Besides Standard Commodity Purchase Orders)
California Multiple Award Schedule (CMAS) Contracts or purchases using other consortium price schedules
Annual and Service Order Agreements
An Annual Agreement (AA), is used when a contractor promises to perform some kind of service for a department for a period of one year, at a specific cost to the department. Annual Agreements shall be generated at the beginning of each fiscal year. These agreements are generally very simple and straightforward and don't require a lot of backup information.
A Service Order Agreement is used when a contractor promises to perform some kind of service for a department at a specific cost.
Services costing under $50,000 can be single sourced or bid at the Buyer's discretion. Services costing over $50,000 must be formally bid.
A Multi-Year Agreement is used when a contractor promises to perform some kind of service at a specific cost to the department, over a period of several years. These contracts are prorated to the University Fiscal Year and are generally setup with one annual payment per fiscal year for the life of the contract. This type of contract has several benefits to departments: A lock on the cost of the service for the term of the contract; less paper work; and lower administrative costs for the individual department, SBS and Payment Services.
A PW contract is generally for fabrication, repair or construction. If a department has such a requirement, they should contact Strategic Business Services at 805-756-2232.
Standard and Interagency Agreements
A Standard Agreement (SA) and an Interagency Agreement (IA) are similar to an annual agreement. The one difference between the standard and annual agreement is the complexity of the contract. SA's and IA's have terms and conditions that pertain to the specific service being purchased. There is often documentation that must be incorporated into the SA and IA. Departments should be sure that all documentation is included when submitting a contract requisition.
A CMAS is a contract administered by the Department of General Services for use by state agencies. Copies of State Contracts and Price Schedules are available online at the DGS web site. They are a convenient source for general interest items, the prices are highly competitive and purchases do not have to be bid.
When requesting supplies from a State Contract or Price Schedule, make sure to include the Contract schedule number on your requisition. Please call our office at x62232 if you have any questions concerning this type of purchase.