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Process Group/Policy Details
Subject: •General Policy & Procedures
Process Group: Procurement
Title of Policy: Policies and Procedures Procurement Requisitions
Effective Date: 07/01/2014
Approved/Revision Date: 07/01/2014
Approved by: State Controller
Requisition – Key Terminology
Key Terms/Codes
URCATS - Universal Requester Catalog Search - Facilitates searching from Inventory, Master Agreements, State Price Agreements, Purchase History, and Commodity Codes.
UR - Universal Requester - Accumulates URCATS search results.
RQS - Standard Requisition - Initiates the Procurement process by requesting goods/services NOT available via a Master Agreement or State Price Agreement.
DO - Delivery Order - Initiates the Procurement process by requesting goods/services that are available via Master Agreement or State Price Agreement.
Hosted Catalog - Hosted Catalog Display of individual items from a State Price Agreement within CORE.
Punch-out Catalog - Punch-out Catalog - Connects CORE to Punch-out site for State Price Agreement vendors.
SRQ - Stock Item Requisition - Initiates the Procurement process by requesting goods that are available via Inventory.
MA - Master Agreement - Agreements are processed at the Department level.
SPA1 - State Price Agreement - Agreements processed at the Central level (State Purchasing Office and Office of
General Policy & Procedure
When and How to use the Requisition functions in CORE:
Procuring from State Price Agreement & Master Agreements (SPA1 & MA)
Facilitates ordering from SPA1’s and MA’s
Use URCATS to search for SPA1’s & MA’s
NOTE: Punch-out Orders will be accumulated into UR transactions which are processed into DO’s
Vendor is Required on the DO and Shipping, Billing, Accounting Codes & Commodity Codes are Required
Shipping Method use option 6 and Free On Board use option 5 (Dept Procurement Offices may update this information on Award transactions)
Procuring when No Agreement exists
Facilitates requesting goods/services when no Agreement exists
Use URCATS to search for SPA1’s & MA
Vendor is Optional on the RQS and Shipping, Billing, Accounting Codes & Commodity Codes are Required
Shipping Method use option 6 and Free On Board use option 5 (Dept Procurement Offices may update this information on Award transactions)
Procuring Information Technology Goods/Services
Use the Standard Requisition (RQS) transaction
IT Procurement Matrix
CORE RQS OIT Workflow Approval Prior to Purchase (Regardless of Cost):
All Software
Software Maintenance Agreements
Hardware Maintenance Agreements
Network Hardware
Telecommunications (Network and Systems)
Computers: Desktops, Laptops and/or laptop batteries or Tablets
Mac/Apple Products
Video security or camera systems
Domain names, SSL Certificates
IT Staffing and Temporary Services
IT Staffing for Project Management
Hosting or IT subscription services
Public Safety Radio Equipment & Services
Printers that have a hard drive (or are networked)
IT Training
Servers
Scanners
IT systems
Device Encryption, Web Gateway Filtering, and Endpoint Protection
DO NOT Need CORE RQS OIT Workflow Approval Prior to Purchase:
Printers (unless they have a hard drive)
Cell phones, including smart phones (Use PON)
Mice, keyboards, cables, monitors, and computer power supplies, locks
Data printing supplies including paper and toner
Encrypted flash drives, CD's and DVD's
PC Speakers
Computer and laptop accessories including ergonomic needs
Cases for portable devices, (laptops, tablets, IPad etc.)
Glare screens
Fax machines
Projector light bulbs
Wiring, use OIT enterprise agreements
Survey Monkey or similar survey tool
Wi-Fi Hotspot
Earphones/Phone headsets
Calling Cards
ISO bars/surge protectors
VolP Phones/Polycomms (Use PON)
Commodity Codes
Use 3 or 5 digit commodity codes on RQS transactions(Inventory will use 11 digit) Service Commodity Codes start with the number 9 and must be used in conjunction with Line Type of Service
Goods Commodity Codes do not start with number 9 and must be used in conjunction with Line Type of Item
REMEMBER to flag Active when searching for Commodity Codes
Object codes will be inferred by Commodity Code on the Commodity Line
Attachments
Supporting documentation can be attached while the transaction is in Draft status; PDF, Word, Excel files are permitted and attached at the “Header” of the transaction
When processing Sole Source RQS transactions, attach a Sole Source Justification Form and other supporting documentation to the RQS before submitting the RQS
Waiver Approvals are required to be attached to the RQS transaction, prior to submission (e.g. Personal Services, Training, IDS Printing, Furniture, and Real Estate)
RQS transactions will be Rejected back to the Requester if supporting documentation is not attached to the RQS (Contact your Department Procurement Office for further assistance)
Documentation containing sensitive, confidential, or proprietary information should not be attached in CORE
State Policy for Commercial Card ordering is not changing
Transaction Description format
Dept Code, Unit Code, Description of Procurement
E.G. AAAA, 1000, Boiler for State Capitol
Inferred into the Title of Procurement Folder
Receiving
Receiver (RC) is required for ALL goods related Commodity Code procurements
Payment to the vendor is driven by 3 way matching; Award, Receiver, and Invoice
See PROC106_JA_Receiving for instructions
Procurement Location
Shipping and Billing Address updates will be managed Centrally
Requests to update Shipping and Billing Addresses will be submitted to DPA
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