Procurement

Purchasing Card

The University of Missouri purchasing card program is designed to provide a more efficient means of making routine purchases and payments by reducing paperwork, allowing for more control and responsibility at the school or department level, and streamlining the purchasing cycle.

Cardholders use the purchasing card to purchase allowable goods and services but billing and settlement are centralized. All transactions are automatically loaded into the accounting system, thus reducing the need for purchase requisitions, petty cash, invoices, and vouchers. To ensure proper account information, the cardholder and unit administrator need to routinely review transactions and make needed adjustments to accounting codes and descriptions using a web-based application.

Applications for the purchasing card can be found in the forms section of the Procurement web site. Contact the Procurement Office for assistance.

http://www.umkc.edu/adminfinance/procurement/procard_travel.asp

Requisition

During the normal course of business, products and services are needed by all departments to complete their tasks and keep the University running smoothly. Requisitions are the record of a request for an item, providing an additional level of operational and budgetary control in the procurement life cycle. A requisition can be used as input for a request for quote, bid, proposal or it can be sourced directly to a purchase order. At the University, requisitions also serve to pre-encumber budgets.

The requisition life cycle begins with a request for productions or services from someone in your department. A requisition is entered on behalf of a requester and is forwarded to the person responsible for approving it. Once the requisition is created, approved, and the budget checking process is complete, it is sourced. Sourcing is the process of using requisitions to create purchase orders.

In summary, requisition are entered online, approved, and budget checked. Once these steps are completed, requisitions are sourced and a pre-encumbrance is posted to the budget ledger. The pre-encumbrance is released and an encumbrance is created when the resulting purchase order is budget checked by Procurement.

Requisition Approval

Once the requisition data entry is completed the requisition must be approved by the Requester’s Approver via his or her Work list.

Receiving

When shipments arrive from vendors the items included in the shipment go through a receiving process. The receiving process involves recording the items delivered and comparing the shipment to what was originally ordered and the invoice received from the vendor. The goal of the receiving system is to verify that the products or services ordered and billed match those received.

Capital Inventory

The inventory and surplus property section of the Procurement Dept. adds equipment to the capital inventory database by reviewing purchase orders and equipment gift documents. Following this review, the senior inventory clerk contacts campus departmental personnel to obtain location information to add to the database and in order to physically attach a UMKC inventory tag to the equipment.

Once per year, a listing of the equipment in each department is produced from the equipment database and mailed to campus departments for verification and changes. This process typically takes place in the first quarter of the calendar year. Changes to the database can be made by campus department personnel on the annual listings or at any time by submitting a UMUW Form #27 or e-mail/written note describing the change to the inventory/surplus property section of the Procurement Dept. E-mail address: umkcprocurement@umkc.edu.

UMKC as well as the other UM campuses are required to maintain inventory records for all non-expendable, movable property and equipment which has a single item cost of $5,000 or more, or is a gift with equal value, and:

  1. Has an expected useful life of 2 years or more; and
  2. Is self-contained for its primary function (not a component part of any other piece of equipment); and
  3. Has sufficient individuality and size to make control feasible by means of identification tags, numbers and/or manufacturer’s serial numbers marked thereon.