PROCEDURE

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SUBJECT / PROCEDURE:ELECTRONIC PURCHASE REQUISITIONS (eReqs) / P5.121-1
LEGAL AUTHORITY / P6Hx23-5.121 / 5/17/17
Revision #17-5

P6Hx23-5.121PROCEDURE: ELECTRONIC PURCHASE REQUISITIONS (eReqs)

An electronic requisition (eReq) is initiated by each department via input in the PeopleSoft Financial System. The system automatically assigns a tracking number (eReq number) and routes the electronic document through the approval process. The eReq number is not a valid Purchase Order; this number is used by College staff for routing purposes only. When all required approvals are received, a Purchase Order will be generated from the electronic request and forwarded to the supplier and requesting department. The Purchasing Department will assist with acquiring access to, and training on this system.

  1. PLANNING AND DETERMINING
  1. Before purchasing nonacademic commodities and contractual services exceeding the amount set forth in Category Three as specified in Section 287.017, Florida Statutes, the department must review the purchasing agreements and state term contracts available on the Florida Department of Management Services site (DMS) to determine whether it is in the College’s economic advantage to use one of these agreements and contracts[Florida Statutes 1010.04(b)]. The Purchasing Department will assist with acquiring access to, and training on this system.
  1. If the commodity/service is not available through DMS, a note to this effect must be included in the comments section of the electronic requisition.
  1. If the commodity/service is available through DMS, the department must request a quote from an awarded supplier to be considered in the purchasing process. Should the department choose a supplier other than the one awarded by DMS, a copy of that quote must be included with the request to show that the State’s agreement is less advantageous to the College for that purchase.
  1. Budget supervisors are responsible for determining their departmental needs for equipment, materials, and supplies and for conveying these needs to Purchasing.
  1. If sixty (60) days passes without delivery, once the Purchase Order has been issued, the department originating the request should contact the supplier to investigate the situation.
  1. In cases of emergency or extenuating circumstances, the President has discretionary authority to temporarily waive any or all of the non-statutory related requirements of this Procedure for the specific documented emergency or extenuating circumstance.
  1. REQUIREMENTS FOR QUOTES/COMPETITIVE SOLICIATIONS
  1. Purchases from a General or non-Federal cost center:
  1. Less than $5,000 will be made in accordance with generally established good purchasing practices.
  1. Between $5,000 and the Category Three threshold as specified in Section 287.017, Florida Statutes require at least three quotes.
  1. Purchases from a Federally-funded cost center:
  1. Less than $3,000 will be made in accordance with generally established good purchasing practices.
  1. Between $3,000 and the Category Three threshold as specified in Section 287.017, Florida Statutes require at least three quotes.
  1. Purchases in excess of the Category Three threshold, but not exceeding the Category Five threshold as specified in Section 287.017, Florida Statutes, which cannot be acquired from an awarded DMS contract, must be competitively solicited pursuant to State Board of Education Rule 6A-14.0734, unless exempted from the requirement.
  1. For purchases exempt from bidding, the President or designee may require competitive solicitation, the exempt status notwithstanding.
  1. All purchases in excess of Category Five require approval by the Board of Trustees.

Further detail on items included in this document can be obtained by downloading the Purchasing Manual and/or the Procurement Procedures Grant Funding Manual from the Business Services, Purchasing Department SharePoint site or Business Services on Staff Central.

History: Amended 9/18/84, 8/14/90. Effective 8/21/90, 4/21/92. Filed - 4/21/92. Effective - 4/21/92; 10/20/92. Filed - 10/20/92. Effective - 10/23/90 to make consistent with the master procedure P6Hx23-5.12; 2/15/94. Filed - 2/15/94. Effective - 2/15/94; 11/21/00. Filed - 11/21/00. Effective - January 1, 2001; 10/17/06. Filed – 10/17/06. Effective – 10/17/06; 12/16/08. Filed – 12/16/08. Effective – 12/16/08; 5/17/17. Filed – 5/17/17. Effective – 5/17/17.

P5.121-1