2.2 Initiating a Request

Administrative Responsibility:   Associate Vice President for Business Services / Procurement

PURPOSE

This policy provides information on the Requisitioning Process for the University.  Requisitions are submitted to Procurement in accordance with Policy 2.1, the Procurement Process / General Guidelines.

SCOPE

This Policy applies to all WSU employees and external contractors involved in the procurement of goods and services for the University, whether as an administrator within a Department or Unit, or the final end user of such goods and services.  This policy includes acquisition both by the requisitioning / purchase order (PO) process and by Procard.

DEFINITIONS

The following are terms and definitions of some commonly used terms in preparation of a Requisition:

WayneBuy

The University branded name for the cloud based eProcurement system, used for both the Requisitioning / PO process and for the Direct Payment Request (DPR) process. 

FOAPAL

The acronym used for the Banner account structure for the University.  The unabbreviated names are Fund / Organization / Account / Program / Activity / Location.

POLICY

The WayneBuy Requisition is used to initiate the purchase of goods or services from all outside vendors.  Requisitions are to be submitted to Procurement & Strategic Sourcing through the WayneBuy approval process.  Approval Queues are maintained in Banner.

WayneBuy Requisitions must include: name and contact information (including phone, fax and e-mail) for the Requisitioner, suggested Vendor (if available), shipping location and internal delivery, detailed commodity information, and accurate accounting information (FOAPAL).  A properly completed requisition authorizes PASS to issue a PO. WayneBuy accommodates multiple account/indexes on a single Requisition.

Board of Governors statute stipulates that all purchases over $25,000 require a competitive bid (see Section 2.4).   PASS reserves the right to competitively bid any request where a competitive market is known to exist (i.e. printing, furniture, promotional items, business equipment, etc.).

This policy incorporates standards set by the Federal Office of Planning and Management's Uniform Administrative Requirements, Cost Principles, & Audit Requirements for Federal Awards; Title 2, Subtitle A, Chapter II, Part 200 – Procurement Standards Sections 200.317 through 200.326, which apply to any University purchase made with federal grant or contract funds.

Completed requisitions must be authorized by the requesting department, any special approvers, and any other approval levels designated in WayneBuy.  Approval queues are established by the Department/Division Head.  New approval queues, changes, and deletion requests must be submitted to the Planning, Assessment & Innovation / Business Technology Solutions department for processing.  Approval queues serve as a control mechanism and a means to approve the expenditure and to ensure accurate encumbrances.

Upon complete Departmental authorization, the Requisition is automatically routed to PASS.  If a Requisition does not contain all the necessary information, it is returned to the Originator/Requisitioner by the PASS Coordinator.   PASS's online acceptance of the Requisition commits the funds.

Requisitions must include a total dollar value for each item (including freight charges).  Lack of sufficient funds does not prevent a WayneBuy Requisition from being authorized and submitted to PASS.

To ensure the best price and quality of goods and services, adequate planning and lead time are essential.  Departments should communicate their requirements to PASS as early in the process as possible. This is especially important when special approvals are required prior to issuing a Purchase Order. Without sufficient lead-time, proper market research and vendor negotiations are jeopardized. Advance planning is especially critical before a fiscal or calendar year end or grant/contract termination dates.

PROCEDURE

(Formerly APPM 2.2.2 WayneBuy Requisitioning) 

Responsibility

Action

Department

  1. Complete a WayneBuy Purchase Requisition by following the integrated form instructions or online Job Aids.  Job Aids are found on the Procurement website under WayneBuy.  Upload any appropriate support documentation to the WayneBuy Requisition as either "internal" or "external" attachments.
    Please Note: A Not-to-Exceed amount must be stated for blanket orders or service contracts.  All blanket orders or service contracts must include start and end dates. The dollar amount for each index/account must be entered in the Accounting section.
  2. Verify budget balance available. 
    1. If balance is not available, the purchase is not permitted.
    2. If balance is available, complete the WayneBuy  requisition.
  3. Keep a record of the system generated requisition number.
  4. The system will automatically route the online Requisition to the individual/unit identified in the approval queue.
    Please Note: Approval queues are established and maintained by Planning, Assessment & Innovation / Business Technology Solutions. Departments must identify all individuals to be added or deleted in their approval queues, and the dollar amount each person can approve. The form to establish or maintain approval queues is available on the PASS website at http://procurement.wayne.edu/docs/rappapprovalqueuerequestform.doc.

Dean/Director /or Designee

  1. Review the online WayneBuy Requisition for appropriateness of the purchase and for  budget availability.
    1. Verify budget balance availability. If budget is available, approve the Requisition using the online WayneBuy approval option.
    2. If budget is not available, the purchase is not permitted.  Select the "Return" or "Reject" option on  the Requisition in WayneBuy.  This action systemically returns the Requisition to the originator or effectively cancels it.
    3. If the purchase is inappropriate, disapprove the Requisition in WayneBuy using the "Reject" function.  This action cancels the Requisition.
  2. The system will automatically route the Requisition to all required approvers.  After all Departmental approvals are complete, the system will route to Special Approving Departments (if required) or to PASS. 

Special Approval Department

As detailed in Section 2.2.1, there may be one or more Special Approvals required for a request to be processed.  It is the responsibility of the Special Approver(s) to do as follows:

  1. Review the online WayneBuy Requisition for appropriateness of the purchase and budget availability.
  2. If appropriate, verify budget balance availability. If budget is available, approve the Requisition using the online WayneBuy approval form.
  3. If budget is not available, the purchase is not permitted.  Select the "Return" or "Reject" option on  the Requisition in WayneBuy.  This action systemically returns the Requisition to the originator or effectively cancels it.
  4. If the purchase is inappropriate, disapprove the Requisition in WayneBuy using the "Reject" function.  This action systemically cancels the Requisition.
  5. The system will automatically route the Requisition to all required approvers.  After all Departmental and Special approvals are complete, the system will route to PASS. 

PASS

  1. Review and approve the online WayneBuy Purchase Requisition and assign to a Buyer or disapprove the Requisition in WayneBuy using the "Reject" function.


2.2.1    SPECIAL APPROVALS  (6-18-2018)

Administrative Responsibility:   Associate Vice President for Business Services / Procurement

PURPOSE

Special authorization is required for the purchase of certain goods and services. In each case, the reason for the special approval is based on controls and policies specified by the Department or Unit listed in the "Required Approvals.  Where possible, these approvals have been incorporated into workflow within the WayneBuy system.  The following approvals must be obtained before purchase orders are processed.

Commodity

Required Approvals

Additional Comments/Banner Account Code:

Requirement Source/Reference

Catered Food & Beverage Services

University Caterer (AVI Aramark)

All requests for on premise/campus catering service require a waiver for orders greater than $125 $200.00.

Banner Account Code: 7227

AVP of Business Operations

Computer Network Hardware and Software

Computing & Information Technology (C&IT)

All requests for computer network goods and services must be approved to guarantee technical support of the network.

Banner Account Code:  7221

University Policy 02-2

Administrative Systems Computer Services including hardware and software

The Information Technology Steering Committee (ITSC) and C&IT

No unit of the University may expend funds from any source for the development of administrative systems without the approval of the ITSC.  The Committee may delegate some responsibilities for hardware approval to C. &I.T.

Banner Account Code: 7226

University Policy 07-1

Equipment - Grant & Contract of $5,000.00 & above (Title to WSU)

Sponsored Programs Administration (S.P.A.)

All Equipment purchased with federal funds or sponsor funds, $5,000.00 or more, requires approval of SPA. 

Banner Account Code:  711

APPM 2.2.1

Equipment -Sponsored Owned equipment $5,000.00 and above (Title to  Sponsor)

Sponsored Programs Administration (S.P.A.)

Equipment purchased with grant or contract funds with title to SPONSOR.

Banner Account Code:  716

APPM 2.2.1

Insurance

Risk Management

Approval is required to avoid duplication of coverage and authenticity of the insurer.

Banner Account Code: 721P1

APPM 2.2.1 and  10.2.5

Interior Design and Renovation Items (window treatments, carpeting, draperies, key, locks, paint) and Installations

Facilities Planning & Management (FP&M)

All interior renovation purchases must have the approval of FP&M Design Services.

Banner Account Code:  7653D

APPM 5.2

Laboratory Animals

Division of Laboratory Animal Resources (D.L.A.R.)

All animal purchases must be placed by DLAR.  All animal purchases require a protocol number assigned by the Institutional Animal Care and Use Committee (IACUC).

Banner Account Code:  721Y5 (72167)

APPM 2.2.1

Design Services, Systems Furnishings

Facilities Planning & Management (FP&M)

All orders for systems furnishings require the approval of FP&M Design Services.

Banner Account Code: 7653C

APPM 2.2.1

Facility Repair & Replacement, Supplies & Contracted Services

FP&M and/or Vice-President of Finance and Facilities Management

This type of service requires the review and approval of Facilities Planning & Management.

Banner Account Code: 721L – 721L99

APPM 5.2.1 and 5.4

Federal Grant Related Purchases

Sponsored Programs Administration (S.P.A.)

All purchases made with federal grant funds above the Federal Office of Planning and Management's Micro-Purchase threshold – to ensure adherence to Federal guidelines.

APPM 2.4.1 and 2.9

FP&M Service Unit

FP&M and/or Vice-President of Finance and Facilities Management

This type of service requires the review and approval of Facilities Planning & Management.

Banner Account Code: 721Y4

APPM 5.2.1 and 5.4

TV/Radio Air Time

Marketing and Communications

All TV/Radio advertisements require the approval of Marketing and Communications (See Identity Manual at mac.wayne.edu/print/identity.php )

Banner Account Code: 721N4

Identity Manual

APPM 2.2.1

University Policy 84-5

Radioactive Material

Office of Environmental Health and Safety (OEHS)

The University operates under a blanket license for the use of radioactive materials.  All purchases of this nature require the approval of the Office of Environmental Health and Safety.

Banner Account Code:  721H6

APPM 2.2.1

Security Systems / Devices

Public Safety

Security systems require the approval of Public Safety to ensure the specifications and requirements set forth by the University are met.

Banner Account Code:  7223

APPM 2.2.1 and 9.4

Signs (External Building Signs)

Marketing and Communications /  Facilities Planning & Management (FP&M) (Space Planning Committee)

The design of signs requires the approval of Marketing and Communications.  Hanging/mounting of signage must be approved by FP&M.

Banner Account Code:  7224

Identity Manual and APPM 5.2

 

Grant Subcontracts /Contracts with Sub Recipient

Sponsored Programs Administration (S.P.A.)

All Grant Subcontracts require the review and approval of S.P.A.  Banner Account Code:  721H11

 

Vehicle – Purchase / Lease

Vice President for Finance and Business Operations

Purchase or Lease of vehicles requires the approval of the Vice President for Finance and Business Operations.

Banner Account Code:  7225

APPM 2.1

Vehicle Lease - State of Michigan

Department of Parking & Transportation

Lease of state-owned vehicles requires the approval of the Department of Parking & Transportation.

Banner Account Code:  7225

APPM 8.2

Office Equipment, Supplies and Other - Expenditures for office equipment, supplies and other items are strictly limited to those items which are essential for conducting official University business. Policy statements for this category are:

  1. Policy guidelines establish the standard quantity and quality of office equipment and of furniture and fixtures, which are to be provided for each office depending upon the position of the occupant. Design Services will select colors, models and sizes from alternatives, which do not exceed industry standards, to meet WSU needs.
  2. Decorative and other personal items for the office may not be purchased with University funds.

APPENDICES

N / A

RELATED UNIVERSITY/BOARD POLICIES

N / A              

Effective Date: Prior to 2000

Revised Date: 6/18/2018

Reviewed Date: 6/18/2018

To be reviewed, at minimum, every three years and/or revised as needed by:  Associate Vice President for Business Services / Procurement

Next Review By Date: 6/1/2021

SUPERSEDES POLICY

  1. N / A

HISTORICAL DATES

04/04/2017, 05/01/2016, 01/01/2013, 04/01/2012, 09/01/2010, 08/01/2009