Procurement Requisition to Purchase Order Roles and Responsibilities
This chart provides a division of the anticipated responsibilities between Procurement
and Contracts (P&C) and department customers, establishing a basis for an effective
and efficient partnering relationship within the procurement process. Regular communication
between P&C and our customers is crucial to the success of procurement activities.
P&C is accountable for the integrity of the procurement process, and we rely on our
customers to help ensure it is open, fair, and transparent. It is the P&C’s ultimate
role to make sure the process is complete, properly satisfies all requirements (statutes
and regulations, agreements, policies, procedures and guidelines, etc.).
| Role |
Responsibility |
| Department Customer (user of goods or services being requested) |
- Identify goods and/or services needed and define operational needs
- Create a scope of services or specifications
- Determine availability of funds and budget
- Communicate needs to their support staff, including a scope of services and/or specs,
contact information, and other backup documentation requested by their support staff
- Work with Sustainability and Procurement to help align purchases with CSU Sustainability
policy and ÌÇÐÄÉÙÅ® Sustainability goals
|
| Requestor (support staff, analyst or coordinator) |
- Act as the intermediary between the Department Customer and P&C
- Confirm details of the purchase with the department customer
- Learn and apply appropriate business processes and applicable policies
- Communicate P&C requirements or policies and timelines (bidding thresholds, supporting
documents for a requisition, etc.) to the department customer, as needed
- Know the funding source and business unit for their purchase
- Handle supplier setup request or extension for a requisition and work with Supplier
Setup on any issues that may arise during the process
- Enter the requisition on the correct form
- Monitor requisition through the process and provide feedback to Department Customer
as requested
- Communicate updates or questions to the department customer and update the requisition
as required
- Ensure that the department customer knows when the contract and/or PO is finalized
- Submit invoices for payment after reviewing for accuracy
- Confirm receipt of goods if necessary in P2P
- Initiating Change Request if necessary to make changes to the PO
- Work with Sustainability and Procurement to help align purchases with CSU Sustainability
policy and ÌÇÐÄÉÙÅ® Sustainability goals
|
| Fiscal Delegation of Authority (DOA) |
- Reviews a purchase for business purpose and ensures that funding is available
|
| Procurement and Contracts Office |
- Communicate with the requestor regarding any additional information, forms or documentation needed
to process a requisition (usually done through the comments section of the requisition)
- Communicate with the requestor regarding updates (usually done through the comments
section of the requisition)
- Sourcing – manage formal and informal solicitations (requests for proposals (RFP) or
requests for quotes (RFQ) to satisfy competition requirements)
- Contract review, drafting, negotiation, and execution on behalf of the University.
Authority to sign contracts is reserved for Procurement staff
- Amendment review, drafting, negotiation and execution
- DVBE, Small Business, and Buy-Recycled reporting
- Collect insurance or bond documents, if applicable
- Ensure compliance with all applicable State laws and CSU policies and procedures
- PO issuance
- Process and approve Change Requests
- Approve PO Close requests
|
| Compliance Reviewer (IITS; Safety, Health and Sustainability; Integrated Risk Management; Human Resources; Accounting, etc.) |
- Review a requisition based on their respective area of expertise and ask the requestor
for additional information, if needed
- Approve or Deny as appropriate
|
| Accounts Payable |
- Assist with Supplier Setup in CSUBUY
- Hospitality Review
- Receive invoices and enter vouchers for payment pursuant to a Purchase Order
- Administer Universal Card program for campus
|
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