Procurement

Procure to Pay

plant desert
Buying Goods & Services

 

Ways to Buy

Discover the various methods available for making purchases at the university.

On-Campus Sources

The university offers a wide range of essential goods and services through on-campus providers. In some cases, you are required to use these resources rather than off-campus options. For instance, Receiving Services continues to supply gas cylinders, ethyl alcohol, and lab coat laundering. Be sure to explore these university resources before placing external orders. 

Examples of On-Campus Sources:

  • Campus Dining Services
  • UCR Bookstore
  • Digital Print Services
  • Facilities Services
  • Fleet Services
  • Communications Services
  • Mail Services

Many requests must be submitted via the UCR Work Order System Portal. For more details, visit cbs.ucr.edu.

Off-Campus Purchases

ALERT: If you are responsible for purchasing goods or services for your department, it is imperative that you review the Procurement at UCR webpage to understand the purchase guidelines and processes at UC Riverside fully.

Preferred Purchasing Method: Procurement Card (PCard)

The PCard is UCR's preferred and efficient method for purchasing unrestricted items under $10K.

  • Overview: The PCard, issued through US Bank, is a Visa card designated for university employees. It allows quick and easy transactions for small-dollar purchases.
  • Learn More: Click here to explore the PCard program.

Alternative Buying Methods for Off-Campus Purchases

You have several approved methods and tools if a PCard cannot be used for off-campus purchases. Each method is listed below with its corresponding policy and procedure number for easy reference:

  • Purchase Requisitions (750-60)
  • Blanket Orders and Sub Purchase Orders (750-03)
  • Low-Value Purchase Authorization Program (750-39)
  • Petty Cash (200-72)
  • State Surplus Letters of Authorization (750-81)
  • Consultant Agreements (750-27)

Oracle Procurement (UCR's eProcurement Platform)

Oracle Financials
  • Purpose: Oracle Procurement simplifies catalog ordering and supports issuing purchase orders for goods and services. It provides a centralized system to search, browse, and buy from various suppliers.
  • How to Use: Access all supplier catalogs and request forms through the Oracle Procurement - Purchase Requisitions homepage.
  • Oracle Access & Procure to Pay Roles
    • Training Requirements: New hires or employees new to purchasing must complete required procurement training. Coordinate with your supervisor to determine your procure-to-pay roles.
      • Complete role-specific procurement courses (e.g., Oracle: Requestor or Oracle: Buying and Paying). Visit the Finance Administration & Practices Training Program for more details.
      • Your department’s System Access Administrator (SAA) will assign roles after completing training. BFS cannot assign roles. For more details on your Department's SAA and Procure to Pay roles, see Oracle Financials in Financial Applications.
  • Making Purchases in Oracle: For a quick overview, go to Procure to Pay in Oracle Procurement and utilize the supplier catalogs and/or the request forms listed below.


     
    • Punchout Catalogs: Use this option to expedite purchases and payments. The UC or UC Riverside has negotiated price discounts and preferential service terms for specific products offered by this agreement supplier.
    • Non Catalog Requisition < $10K for Goods and Services: Use for goods or services totaling $10,000 or less, excluding taxes and additional charges. Requisitions exceeding this limit will be automatically rejected. Utilize this form for punchout suppliers as needed.
    • Non Catalog Requisition > $10K for Goods and Services: Use for goods or services totaling $10,000 or more, and the requisition will route for professional buyer review and approval.
    • Non Catalog Requisition for Lump Sum Purchases: Use for lump sum purchases of goods or services, often referred to as a 'blanket PO,' with a duration not exceeding one year. This is ideal for orders that will involve multiple shipments, invoices, or recurring services over time.

Leave the Buyer Field Blank on Service Requisitions!!

Please remember that when creating service requisitions, the Suggested Buyer field must be left blank for any service purchases, regardless of the dollar amount. This applies even if the amount is under $10K. Services are treated as restricted categories requiring procurement services buyer review, and it is crucial to adhere to this guideline. Help text appears on requisitions indicating when to leave the buyer field blank to assist you.

Supplier Request Guidelines & Best Practices

Following specific guidelines is essential when requesting a new supplier at UCR.

Inviting Suppliers to Register

Departments must invite suppliers to register in the UCR Supplier/Payee Portal before conducting business or issuing payments. Here’s what to consider:

  • Role Requirement: Ensure you have the UCR Supplier Requester JR role in EACS.
  • Verification: Check that the supplier is not already available in Oracle Financials.
  • When to Initiate a Supplier Request:
    • The supplier either does not accept PCard payments, or the purchase falls under PCard restrictions.
    • The purchase exceeds $10K.
    • There is no existing agreement supplier for a comparable product or service.
  • Guidance & Resources
    • UCR Supplier/Payee Portal: Visit for supplier registration details, including information on how to make requests in Oracle and view status reports.
    • Training Resources: Refer to the "Requesting a Supplier" guide for step-by-step instructions.

Conditions to Avoid Adding a Supplier

A supplier should not be requested to be added to Oracle Financials if any of the following conditions apply:

  • A catalog supplier provides a comparable product.
  • A UC or UCR agreement exists with another supplier for the same product.
  • The purchase can be made with a PCard.
  • The supplier will be used only on a limited basis.

Preferred Payment Method: PCard

For purchases under $10K, the PCard is UCR's preferred method. If a vendor accepts Visa, do not request a new supplier. Using a PCard simplifies the purchasing process, eliminates the need to onboard new suppliers and streamlines payment.

Domestic vs. Foreign Supplier Requests

UCR prioritizes working with domestic suppliers for several reasons:

  • Economic Support: Keeps funds within the domestic economy.
  • Simplified Payments: Domestic payments are easier to manage and avoid costly wire transfers.
  • Recourse for Issues: Dispute resolution is smoother with domestic suppliers.
  • Acceptance of Terms: Domestic suppliers are more likely to accept UC’s terms and conditions.

Agreement Suppliers

Always check for existing UC or UCR agreements before making a purchase:

  • Benefits: Pre-negotiated agreements offer the best pricing, quality, and service value.
  • Verification: Check for catalog alternatives if a supplier is not listed in Oracle Procurement.
  • More Information: Visit UCOP Procurement – Systemwide Contracts for details on agreements organized by commodity categories, updated monthly. If you need to work with an agreement supplier, not in Oracle, submit a Supplier Request and include the UC Agreement details.

Purchasing Categories 

Review a detailed table of purchasing categories available in Oracle Procurement, including taxability and usage examples. Make sure to consult the corresponding commodity-specific guidance to understand any necessary approvals and specific instructions for your purchase.

Purchasing Category Essential Guide
 
Column
Guidance
Tax Status
(Relationship to Purchasing Category)
  • The requisitioner selects the purchasing category on the request forms.
  • The selected purchasing category drives tax.
  • In the distribution section of the requisition/checkout page, checkboxes indicate qualified tax reductions and exemptions.
  • Categories for catalog and punchout items are mapped based on the UNSPSC provided by suppliers and cannot be changed.
  • Use tax will be applied if an item is taxable based on the purchasing category, but the supplier’s invoice doesn’t include sales tax.

Restrictions
(Restricted Categories)
  • Restricted: These are considered higher-risk items that cannot be purchased using a PCard, regardless of their value (unless Procurement Services grants an exception). They must be purchased using Oracle Procurement and often have specific ordering processes, preferred suppliers, and/or mandatory approvals to ensure compliance with university policies.
  • Unrestricted: These are considered lower-risk items that can typically be purchased with a PCard or in Oracle without prior review or approval. They usually do not have specific ordering requirements and are generally straightforward to procure within established guidelines.
Approvals/Purchasing Instructions This column links to a Commodity-Specific Guidance webpage, which provides information on the specific ordering process, preferred suppliers, and/or mandatory approvals for that purchasing category to ensure compliance with university policies.
Ship to Locations
(Tab)		 Ensures all purchase orders include accurate and approved ship-to addresses to facilitate smooth delivery and compliance with university protocols.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Commodity-Specific Guidance

If you purchase goods or services for your department, read this page to learn about items with specific ordering processes, preferred suppliers and required approvals. Refer to the guidelines before processing your order. Do NOT sign a supplier contract. 

Commodity Type Purchasing Guidance
Facilities, Maintenance & Capital Furniture
Hospitality & Food Service Bus Charter Services
Hospitality & Food Service Caterers & Food Sources
Hospitality & Food Service Travel Hotels (Local)
Information Technology Cell Phones
Life Sciences  Controlled Substances
Life Sciences  Laboratory Supplies
Life Sciences  Veterinarian Medical Supplies
Professional Services Promotional Products
Professional Services Recruitment Services
Professional Services Temporary Workers