STEPS TO BE TAKEN WHEN REQUISITIONING GOODS OR SERVICES

TABLE OF CONTENTS

Purchase Requisition

• The purchase requisition is prepared stating the name and address of the recommended vendor, and a clear description of the goods (referencing of catalog number is very helpful since it helps in identifying the proposed goods).
• The purchase requisition is signed by the Chairperson of Science and Math and is sent to Accounting Department for funding approval.
• Accounting Department then forwards the purchase requisition to Purchasing Department.
• Purchasing Department then prepares the purchase order and a copy of the purchase order (yellow-orange copy) along with the receiving report (green copy) is sent to the Division of Science and Math.
• After goods have been received and checked, the receiving report (green copy) is signed and sent to Central Stores.  NOTE: A partial payment can be made for incomplete orders.  In such a case, a xerox copy of the receiving report, indicating the goods received, is sent to Central Stores.  When the balance of the goods are received, those items are marked off and the receiving report is sent to Central Stores.
• It is important to place orders before inventory gets low since unforeseen circumstances can cause serious delay in receipt of the goods.

Standing Order

• The purchase requisition form is filled out in the same manner as a purchase requisition except it should indicate "to create a standing order" and a description of the requested goods or service is given.
• The purchase requisition is approved by the Chairperson of Science and Math and is sent to Accounting Department for funding approval.
• Accounting Department then forwards the purchase requisition to Purchasing Department.
• Purchasing Department prepares the purchase order and a copy of the purchase order (yellow-orange copy) along with the receiving report (green copy) is sent to the Division of Science and Math.
• As goods are needed, a release order is prepared and submitted to the vendor.  Upon receipt of goods from vendor, the release order is submitted to Accounting for processing of payment to the vendor.  The white copy (first page) of the release order is submitted to the vendor upon receipt of goods.  The green copy (labeled requisition dept.) of the release order is kept by Science and Math.  All other copies are sent to Accounting Department along with the invoice received from the vendor.  Release orders are numbered consecutively, and the purchase order number is quoted on each release order.  If the invoice amount exceeds the terms of the release order, then more than one release order is prepared to cover the invoice amount.
• The release order can only be signed off by an authorized Science and Math personnel as designated on the purchase order.
• When all of the goods/services have been received, the receiving report (green copy) is signed and sent to Central Stores. NOTE: If purchase order limit has been reached or exceeded, the receiving report must be sent over immediately.  For example, if a vendors standing order is for $500.00 and release orders have reached that limit, no more orders should be sent out and a new standing order should be prepared if necessary.

Inter-Departmental Service Requisition

The following items and services are available:
 

• C-fold towels, paper cups, duplicating and computer paper are some of the items that can be obtained from Central Stores.
• The Bookstore supplies stationery (writing pads, pens, etc.), computer, computer supplies and inter-office stationery.
• Letter heads, complimentary slips, return addressed envelopes, and newsletters are some of the printing services offered by the UVI Print Shop.

• Mark (check) off the department which will be supplying the good or service.
• Complete the Inter-Departmental Requisition form.
• The Inter-Departmental Service Requisition is ready for approval by the Chairperson of Science and Math.
• The form is taken or sent to the supplying department.

Petty Cash Voucher

1. For Reimbursement: A description of the expense and the total actual expenditure are stated on the voucher.  The receipt for the expenditure should be attached to the voucher.

• Upon approval from the Chairperson of Science and Math, the voucher is taken to Accounting Department (outside window) for reimbursement.

• Once the voucher has been authorized by the Chairperson, Accounting Department will then advance the requested money.
• After the purchase has been made, the receipt along with the voucher is taken to Accounting Department (for verification).  If the expenditure exceeds the advancement, the bearer is reimbursed.  If the expenditure is less, the balance of the money is paid into Accounting.

4. For both reimbursement and advancement, a copy of the voucher is turned in to Science and Math Department for its records.

Return to the Contents Section

Employment of Student Worker

2. Financial Aid prepares the Student Record of Appointment and forwards it to Science and Math Department.

3. When Science and Math receives the Student Record of Appointment, it is signed by the appropriate University personnel.

4. The Student Record of Appointment goes to Accounting for funding approval.

5.  After student begins to work, original time sheet must be submitted to Counseling and Placement Office.  Copy of time sheet is sent to Accounting Department along with the OTS.
Return to the Contents Section

Purchasing Policies

• Only the University Purchasing Agent has the authority to bind the University for purchases of merchandise.  Additional delegations of this authority may be made by the President or the Business Manager.  Any such delegations must be in writing.
• The Purchasing Agent shall, except as specified below, obtain three quotations from reliable vendors before a purchase order is issued.
• Under no circumstances shall the Purchasing Agent or a member of his staff accept gratuities or special privileges from vendors or prospective vendors.  Violation of this policy shall be grounds for immediate dismissal from the University staff.
• Requisitions for merchandise submitted to the Purchasing Agent shall be signed by the individual requesting the merchandise and countersigned by the individual responsible for administering the funds, or his delegate.
• Purchase orders will not be issued unless the account to be charged contains sufficient funds to make payment.  The responsible party shall be requested to furnish another source of funds in the event there are not sufficient funds in the account originally specified.  The Business Manager or the President may authorize a purchase order to be issued when funds are not available.  This authorization shall be written.
• The following purchasing procedures will be used under the conditions shown:

• Items costing $25.00 or less.  The requisitioning individual may purchase the items with his own funds and obtain reimbursement from the University cashier.  The petty cash reimbursement request must be signed by the individual responsible for the funds before reimbursement can be made.  The requisitioning individual may submit a requisition to the Purchasing Agent and obtain a purchase order number.  No formal purchase order will be issued.  The requisitioning individual must inform the Purchasing Agent of the name of the Vendor to whom the number was given.
• Items costing more than $25.00 but less than $100.01.  These items may be purchased by the Purchasing Agent without the necessity of obtaining bids when his knowledge or vendors and prices permits the best use of University funds.  He will obtain three telephone quotations when this knowledge does not exist.
• Items costing more than $100.00 but less than $250.01.  The Purchasing Agent shall obtain written quotations, on a University-provided form, from three prospective vendors for items which cost more than $100.00 but less than $250.01.  In those instances in which a number of small items are to be purchased from a single vendor, the Purchasing Agent will obtain three written quotations from prospective vendors if the estimated total value of the items to be purchased exceeds $150.00.
• Items costing more than $250.00.  Quotations for items costing more than $250.00 shall be submitted to at least three prospective vendors.  At least one bid shall be obtained from off-island.  Quotations shall be requested f.o.b. St. Thomas, U. S. Virgin Islands.  If the contract is awarded to an off-island vendor and if time permits, shipment shall be by surface vessel.  If delivery is urgently needed, the quotations shall be based on air-freight.
• Emergency purchases of items costing more than $100.00.  When a valid emergency exists, the Purchasing Agent may obtain telephone quotations for items costing more than $100.00.  Confirming written quotations will be obtained for items which cost in excess of $200.00.  Award to the successful bidder will be determined by quoted delivery time as well as by price quotation.
• Items which are not available on the Island shall not be purchased from Island vendors, regardless of price.  If a sufficient reason exists for making these purchases from Island vendors, a written request for such approval, stating the reason for the request, shall be made to the Business Manager.
• Requisitions to establishments to provide food, alcoholic beverages, or entertainment shall be approved by the Business Manager before they are submitted to the Purchasing Agent.
• Requisitions for the purchase of automobiles or boats shall have the prior approval of the President.
• Requisitions for rentals which have cost in excess of $500.00 per year shall have the prior approval of the President.
• The Purchasing Agent will determine the annual needs for commonly used items and will negotiate annual purchase contracts with reliable vendors.  After these purchase contracts have been negotiated, no bids will be required for the purchase of these types of items during the period covered by the contracts.  Purchases of these items must be made from contract vendors.  The negotiated contracts will contain a provision which will permit cancellation in the event the vendor does not perform satisfactorily or the quality of merchandise received does not conform with than on which the quotation was received.  Emergency purchases of items under a purchase contract may be made where the need was unforeseeable and the contractor cannot deliver in the time required.  If a minimum order amount is required by a contractor, an inventory will be established and the storekeeper will assume the responsibility of maintaining stock and placing the orders as necessary.
• The Purchasing Agent shall be governed by the Code of Ethics of the National Association for Purchasing Agents.
• Where possible the Purchasing Agent will utilize the facilities and buying power of the Government of the U. S. Virgin Islands to obtain the lowest possible prices on items purchased.
• It shall be the responsibility of the Purchasing Agent in every case to:

• Purchase as economically as possible.
• Obtain within a reasonable time the things needed for the operation of the University.
• To assist the faculty and administration in the furthering of the educational and research activities of the University.