[Oraclefinancials-depttransactors] Start the Fiscal Year Off Right: Key Procurement Reminders

[Asirra Suguitan]

Dear Colleagues,

As we begin the new fiscal year, please keep these important procurement
reminders in mind:

   -

   Being listed in Oracle does not mean a supplier is approved for PO
   issuance. Required documentation—such as the Independent Contractor form,
   HR approval, or insurance/risk review—may still be required

   -

   If a deposit is required, add it as a separate PO line item on the
   Requisition. Otherwise, Procurement Services may reject the requisition, or
   Accounts Payable may require a Change Order for amounts under $10K.

   -

   If a PCard exception is approved, create a PCard repository in Oracle
   and upload all required documents for audit purposes.

   -

   When submitting requisitions, add contact info (name, email, phone) in
   the Attachments section using Text, not File.

   -

   Mark all attached documents as "Miscellaneous" — not “internal to
   requisition.”

   -

   For non-catalog orders, email the PO to the supplier so they receive it
   with a link to UC Terms & Conditions. If it is a punchout supplier, be sure
   to follow the B2B process. This protects both you and the University.

   -

   For Change Orders over $10K, after entering notes and attachments, click
   Save (do not Submit). Email the Central Procurement Buyer to notify them
   it is ready for review and finalization.

   -

   Planning an out-of-town, one-time event? Contact Ana Cotton
   <https://bfs.ucr.edu/contacts#procurement-services> before adding a new
   supplier. She will advise if it should go on a PCard, T&E Card, or PO.
   If using a PO, visit this webpage for supplier registration
   <https://bfs.ucr.edu/fin-sys-supplierpayee-portal#ucr-supplierpayee-portal-overv>
   support.

   -

   Involve Procurement early:
   -

      New need or idea? Contact Procurement.
      -

      Deal taking over 3 months? Confirm strategy with Procurement.
      -

      Large or multi-department project? Verify if Procurement is needed.

Thank you for your attention and partnership.

Sincerely,

*Asirra Suguitan*
Associate Vice Chancellor and Campus Controller
Business & Financial Services
http://bfs.ucr.edu/
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