University System of New Hampshire
Financial and Administrative Procedures

PURCHASING PROCESS OVERVIEW

Procedure: 6-004
Issued By: USNH Director of Purchasing
Issued Date: 07/01/2005
Revised Date: 07/01/2005

Purchase Request Process

If Then
The purchase is from an on-campus department Use an Internal Purchase Order
If the purchase is from an off-campus vendor and is under the bid limit Use the appropriate method to initiate a purchase request or to pay for goods or services (listed in order of the preferred method when applicable): (1) PCard or Convenience Check; (2) Direct Pay Invoice; (3) Requisition/Purchase Order. See also listing of the types of Transactions not Requiring a PO.
If the purchase is from an off-campus vendor and is over the bid limit Determine if the purchase should be competitively bid or if an exception to bid is appropriate

Purchasing Process

If Then
An Internal Purchase Order is used The campus business units handle the purchase and payment request processing
A PCard or Convenience Check is used The cardholder or account manager handles the purchase and payment request processing
A Direct Pay Invoice is used Then the campus business unit initiates the Banner document, completes and approves the transaction
A Requisition/Purchase Order is used The campus business unit initiates the purchase request by entering a Requisition, completing and approving the transaction. All approved Requisitions will be routed electronically to purchasing for processing and approval.
A competitive bid is required Purchasing will work with the campus contact to obtain all information necessary to conduct a formal solicitation process
An Exception to Bid is appropriate The campus contact will complete an Exception to Bid Form and submit to purchasing for review and approval

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