University of Houston Requisition Workflow

1. University of HoustonRequisition Workflow

2. 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

3. Choose the Correct Business Unit Choose the correct BU when you create the requisition: • 00730 or 00783 - 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

4. Choose the Correct Buyer for Requisitions to Purchasing (00730/00783)

5. 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).

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

7. 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.

8. Choose the Correct Approval Path 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

9. 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

10. Some Requisition Reminders(1 of 4) • In general, all purchases greater than $5,000 must be placed on a requisition. See MAPP 4.01.01 for exceptions. • The following items must be placed on requisition regardless of amount: • Equipment lease or maintenance agreements • Vehicle lease or purchase

11. Some Requisition Reminders (2 of 4) • The following items must be placed on a requisition regardless of amountandrequire pre-approval using Addendum B(www.uh.edu/purchasing): • Radioactive materials • Controlled substances • X-Ray machines • Class 3b and 4 lasers • Biological safety cabinets • Animals

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

13. 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.

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