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University of Houston Requisition Workflow PowerPoint PPT Presentation


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University of Houston Requisition Workflow. Topics Covered. Business Unit Selection Choosing a Buyer Budget Check FIRST!! Security Roles for Creators and Approvers Choose the correct Approval Path Attaching/uploading backup documents Some Requisition Reminders

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University of Houston Requisition Workflow

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University of houston requisition workflow

University of HoustonRequisition Workflow


University of houston requisition workflow

Topics Covered

  • Business Unit Selection

  • Choosing a Buyer

  • Budget Check FIRST!!

  • Security Roles for Creators and Approvers

  • Choose the correct Approval Path

  • Attaching/uploading backup documents

  • Some Requisition Reminders

  • Demonstration of Requisition Data Entry


Choose the correct business unit

Choose the Correct Business Unit

Choose the correct BU when you create the requisition:

  • 00730 or 00783 - regular Main campus requisitions to Purchasing

  • CN730 or CN783 - regular “K” contracts over $10,000

  • RC730 or RC783 - all research service “R” contracts, regardless of dollar amount


Choose the correct buyer for requisitions to purchasing 00730 00783

Choose the Correct Buyer for Requisitions to Purchasing (00730/00783)


Choose the correct buyer for r and k contracts

Choose the Correct Buyer for “R” and “K” Contracts

  • Buyers for research service “R” contracts (RC730/RC783) will be split as follows:

    • Tammy Jennings (x39235) – Buyer for College of Education

    • Doretha Kahley (x39222) – Buyer for all other colleges/divisions

    • Debborah Dowell (x39232) – Contact for questions about “R” contracts

  • The Buyer for regular “K” contracts (CN730/CN783) is Benita Jackson (x35666).


Budget check first

Budget Check FIRST!

When processing a requisition in workflow you must Budget Check before you can Approve the requisition.


Security roles for department creators and approvers

Security Roles for Department Creators and Approvers

  • Creator or initiator creates the Requisition and initiates the request into workflow

  • Department Approver receives the Requisition into Work list, approves or denies. Department approvers may also create Requisitions.

  • Purchasing will be the final approver for requisitions.


Choose the correct approval path

Choose the Correct Approval Path

Dept/Coll/Div – Purchasing

Requisitions that do not need Research or OCG approval

“R” and “K” contracts

2. Dept/Coll/Div - Research HEAF – Purchasing

Purchases using a fund 1043 (Research HEAF)

3.Dept/Coll/Div - OCG – Purchasing

Purchase of equipment in the last six (6) months of a grant


Upload backup documents to requisition

Upload Backup Documents to Requisition

All backup documents must be uploaded to the requisition.

Regular Requisitions – vendor quotes, sole source requests, and/or UH forms required

“R” and “K” contracts – contract signed by all parties


Some requisition reminders 1 of 4

Some Requisition Reminders(1 of 4)

  • In general, all purchases greater than $5,000 must be placed on a requisition. See MAPP 4.01.01 for exceptions.

  • The following items must be placed on requisition regardless of amount:

    • Equipment lease or maintenance agreements

    • Vehicle lease or purchase


Some requisition reminders 2 of 4

Some Requisition Reminders(2 of 4)

  • The following items must be placed on a requisition regardless of amountandrequire pre-approval using Addendum B(www.uh.edu/purchasing):

    • Radioactive materials

    • Controlled substances

    • X-Ray machines

    • Class 3b and 4 lasers

    • Biological safety cabinets

    • Animals


Some requisition reminders 3 of 4

Some Requisition Reminders(3 of 4)

  • Purchases over $100,000 require pre-approval with Addendum C(www.uh.edu/purchasing)

  • If only one vendor can provide the items requested, a Justification for Proprietary (Sole Source) Acquisition(www.uh.edu/purchasing) must be included with the requisition.


Some requisition reminders 4 of 4

Some Requisition Reminders(4 of 4)

  • All Dell and Apple Computer quotes, regardless of amount, must be placed on a requisition. Purchasing will issue a PO to CougarByte (HUB vendor). Accounts Payable will process the payment for the department.

    • Exception: Departments may use P-Cards to purchase products from Dell or Apple directly, if needed, but will not receive HUB credit.


Demonstration

Demonstration

The following is a demonstration of how to enter a requisition into workflow.


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