Once a purchase
requisition is received, the Purchasing Department will determine how
the goods or services being requested will be procured. Depending on
the method of procurement used, one of various types of purchase orders
will be used. The following describes each purchase order type:
1.
State Term Contract Purchase Order
State term contracts
are established by the Texas Building and Procurement Commission (TBPC)
for use by all state agencies and institutions. These contracts are
base on estimated quantities and are ordered as needed. There are two
types of state term contracts – automated and non-automated.
Automated Term
Contract Purchase Orders
are generated by the TBPC’s computer system when the necessary coded
information is entered. If the ordering agency or institution has
access to the TBPC’s on-line purchasing system, the contract item may be
ordered directly on the system. If no access is available, a Contract
Purchase Requisition will be prepared by the Purchasing Department and
submitted to the TBPC. The Purchasing Department processes requests for
state term contract items electronically. A purchase order will
subsequently be issued by the TBPC and a copy sent to the vendor and the
ordering entity. Once the copy of the TBPC purchase order is received,
Purchasing will forward copies to the requisitioning department,
Accounts Payable Office, and Central Receiving.
Non-automated Term
Contract Purchase Orders
require manual processing by the agency or institution, usually because
of the more specialized nature of the contract purchase or contract
terms. Non-automated term contract purchase orders are submitted
directly to the contract vendor with a copy forwarded to the TBPC. The
Purchasing Department will process all non-automated term contract
purchase orders accordingly and forward copies to the requisitioning
department, Accounts Payable Office, and Central Receiving.
The catalog
purchasing program is governed by Texas Government Code, Title
10, Subtitle D, Section 2157, and TBPC Rule 1TAC 113.19. This program
allows for automated information system type products and services that
are associated with computers or telecommunications systems to be
purchased directly from TBPC approved catalog information systems
vendors (CISVs). If the Purchasing Department determines that best
value will be achieved by using the catalog purchasing program for the
requested item(s), it will process the purchase under established
program procedures. Details on the program are available at the
following Internet address:
http://www.tbpc.state.tx.us/stpurch/cisv.html.
3. Regular University Purchase Order
The Purchasing Department will issue to
vendors a regular University purchase orders for all other goods and
services not handled through the state term contract or catalogue
purchasing program procedures. The University purchase order is used
regardless of the method of procurement, i.e., spot purchase, open
market procurement, sole-source or proprietary purchase. A University
purchase order will not be used when a contract is required other than
to encumber funds for the contract.
4. Small Purchase Order
University
departments may participate in the Small Purchase Order Program as
authorized in Handbook of Operating Procedures, Section 8.2.3.
Authorized account managers may prepare and issue small purchase orders
directly to vendors under established program rules and procedures.
