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TEXAS A&M UNIVERSITY-KINGSVILLE
Title: Flowcharts
Procedure No.: PP-030
Date: 6/6/96
Page No: 1 of 27
I. Purpose
The purpose of this section is to provide flowcharts for the various procedures used in the
procurement of goods and services.
II. Scope
The attached flowcharts are an attempt to graphically depict the procedures and processes associated
with procuring goods and services. This set of flowcharts is not complete. Specifically, the detailed
internal flow of work within the Purchasing office is not presented. Also, the Receiving function has
not yet been charted. These processes and procedures will be included soon.
Legislative Purchase Authority
Agencies and Universities General Services Commission
Interagency
Contracts
Govt Code
771.001
Delegated
PurchasesTerm Contracts Open Market Purchases
Catalogue
Purchase
from a
Q.I.S.V.
Public
UtilitiesOther
Statutory
Exemption
Consultants,
Government
Code
2254.001
Professional
Services
Government
Code
2254.021
Auxiliary
EnterprisesConstruction
Items for
Resale
Library Materials
and Services
Organized
Activities
Research in
Higher Educ.
Interlocal
Payments
HEAF
Purchases
Automated Non Automated
Delegated
Spot Purchases
Emergency
Services <$100,000
Direct Publications
Perishable Foods
Distributor Parts
Fuel
Scheduled Purchases
Local Fund
Purchases
Identify Need and
Determine best method
for satifaction
Will Procurement
use any funds
subject to GSC
Use State Bid Process
Is purchase
delegated
Will only Local
Funds be Used
Use Local Funds
Procedures
No
Yes
Yes
1000
2000
Yes
PURCHASE
PROCESS
Can purchase be
made through QISV
process
Use QISV (catalog)
Purchase ProcessYes
Can purchase be
made through
Interagency Contract
Use Interagency
Contract ProcessYes
Can Purchase be
made through
Other Statutory
Exemptions
Use Other Statutory
Exemption ProcessYes
No
No
No
No
See Dir P&GS
No
1200
1300
1400
GSC Oversight
Use Delegated
Purchase
ProcessYes
Consultant
No
Professional
Service
No
1160Yes
1170Yes
See Dir P&GS
No
1100
Spot
Purchase
<$2000.01
Emergency
Services <
$100,000.01
Commodities <
$15,000.01
Direct
Publication
Perishable
Foods
Distributor
Parts
Fuel-
Lubricants
1100
Yes
No
No
No
No
Use Spot
Purchase
Procedure
1110Yes
Use
Emergency
Procedure
Use Services
Procedure
1120
1130
No
No
No
Use
Publications
Procedure
1140
Telecommuni-
cations Equipment/
Service
No
Use Modified State Bid
Procedure (University
will solicit all bids)
Yes
Yes
Yes
Yes
Use Qualified
Information
Systems Vendor
(QISV) Procedure
Yes
Available on State
Term ContractNo
Use Term
Contract
Procedure
NoYes
1180
Use State Open
Market ProcedureNo
1200
1190
1150
Yes
Yes
Yes
Delegated
Process
Spot
Purchase
>$1000No
Use State
Bid
ProcessYes 1000
Does Dept have
FAMIS Limited
P.O. access
Enter P.O. on
Limited P.O.
screens
Call Vendor and Issue
P.O. Number
Yes
No
Forward Departmental
Requisition to Asst.
V.P. for Fiscal
Control
transfer
Obtain approval from
Account Manger to
make Purchase
Identify best value
purchase source
Record Vendor Name,
Contact Name, Phone
Number, Quoted Price,
Date of Quote
Prepare Departmental
Requisition
State Spot Purchase Procedure for
Purchases < $2000.01 and not
available on state contract
1110
Emergency Purchase Procedure
(to be used when the mission of the
University is in jeopardy and there
is insufficient time to process bids)
1120
Obtain 3 bids if
possible, else obtain 1
bid if possible, else
obtain 1 estimate
Prepare written
detailed specifications
to resolve emergency
Identify Emergency
and Document:
(a) Nature of
Emergency
(b) Potential Damage
to the Mission of the
University
(c) Why emergency
was not forecast
(d) If bids are not
possible, document
why
Prepare Departmental
Requisition, attach
specifications,
justification letter, and
bids or estimate, must
include reference
source
Asst. VP for Fiscal
reviews requistion,
assigns Reqn #, and
forwards to P&GS
Co
ntr
ol
tra
nsfe
r
P&GS reviews
Requistion, letter, and
bid or estimate
documents
P&GS enters P.O
into FAMIS
Connect