UCR

UCR Policies and Procedures

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Campus Policy Number: 750-03

eBuy Agreements and Department Authorized Purchase Orders (DAPOs)
Policy Owner: Campus Purchasing
Effective Date: 02/04/2010

 

A.       OVERVIEW

 
Campus Purchasing utilizes "Agreements" within the eBuy electronic procurement system to delegate limited procurement authority to campus departments. Access to each eBuy agreement is maintained through the Enterprise Access Control System (EACS) by departmental System Access Administrators (SAA).
 
Transactors, as established by departmental SAAs, utilize Department Authorized Purchase Orders (DAPOs) to procure needed goods and services pursuant to these eBuy agreements.
 
Transactors are required to attend specific training offered by Campus Purchasing and complete a testing process before an SAA grants them access to eBuy at a delegation level of >$500 per transaction. These training classes will soon be offered electronically through the Campus Learning Management (LMS) System. Check the LMS site for availability.
 
Each DAPO authorizes and encumbers funds for the materials and/or services procured. DAPOs are required for every transaction issued pursuant to any eBuy agreement.
 
1.       eBUY AGREEMENT TYPES
 
Note: Departments may request the establishment of an eBuy agreement by sending email to the appropriate Buyer in Campus Purchasing which contains relevant information describing the specific need and anticipated usage/volume.
 
It is important that Transactors review the details contained within each eBuy agreement to ensure adherence to the instructions contained therein and proper discharge of their delegated authority.
 
a.        Specific Vendor - Specific Supplies or Services
 
Agreements within this category are written to one specific vendor for the purchase of specified items. The prices, or method to obtain or calculate prices, and terms and conditions of sale are stipulated within a University Systemwide Strategic Sourcing Agreement, a UCR Strategic Sourcing Agreement, or within the eBuy agreement itself. 
 
b.       Specific Vendor - Miscellaneous Supplies or Services
 
Agreements within this category are written to one specific vendor for the purchase of specific categories of items. The prices, or method to obtain or calculate prices, and terms and conditions of sale are stipulated within a University Systemwide Strategic Sourcing Agreement, a UCR Strategic Sourcing Agreement, or within the eBuy agreement itself.
 
c.        Various Vendors - Specific Supplies or Services
 
Agreements within this category are written exclusively for the purchase of specific categories of items, however, the vendors to be used are designated by the Transactor. Examples include: Library Materials Agreement, Equipment Repair Agreement, Publication Agreement, Travel Agreement, and Government Agency Fees Agreement. Prices, terms and conditions are not specified, therefore it is the responsibility of the Transactor to ensure the prices to be paid are reasonable and the source is responsible. When the transaction involves work conducted on University premises, the Transactor is also responsible for obtaining a Certificate of Insurance from the vendor naming UC Regents as additional insured.
 
d.       Various Vendors - Miscellaneous Supplies or Services (Low Value Purchase Authorization – LVPA)
 
The Low Value Purchase Authorization or LVPA Agreement permits transactors to purchase miscellaneous supplies and services from any responsible vendor offering reasonable prices and terms.   Prices, terms and conditions are not specified, therefore it is the responsibility of the Transactor to ensure the prices to be paid are reasonable and the source is responsible. When the transaction involves work conducted on University premises, the Transactor is also responsible for obtaining a Certificate of Insurance from the vendor naming UC Regents as additional insured. See policy 750-39 for proper discharge of Transactor responsibilities and restrictions for the low value purchase authorization.
 
 
B.       OTHER RELATED POLICY REFERENCES
 
o    BUS-43 - "Materiel Management"
o    200-84 - Sub-Purchase Orders (now called DAPOs)
o    750-39- Low Value Purchase Authorization Program
o    750-63 - Purchasing Authority
o    750-69 - Purchasing - Policies & Requirements
 
C.       FEEDBACK
 
For questions regarding this policy or procedure, please contact the Director of Materiel Management
 
 
D.       DEFINITIONS – to be added in a future update
 
 
E.        FREQUENTLY ASKED QUESTIONS (FAQs) - to be added in a future update