How do I...

When buying products or services there are many steps and forms to consider. In an attempt to simplify the process, below are step by step guides that walk users through the buying process for specific goods or services.

Department identifies need for a particular item or service

• If less than 2,500, use P-Card or EZPO with a valid vendor if P-Card is not accepted by the vendor.
• If over $2,500 with a UwPA vendor, purchases can be accomplished with an EZPO depending on the dollar threshold.
• If over $2,500 or over $10,000 with a non UwPA vendor, use general Requisition.

• All Service related purchases require the issuance of a Central Purchase Order with a valid supplier.

For Requisitions:

• Create and release a Requisition using the Purchase Requisition Module in FFE. (For tutorials on how to create a requisition in FFE, visit the FFE Tutorials.)
• Obtain all Prior and DAF approvals. (For more information on Prior Approvals, visit our Frequently Asked Questions.)
• Once all approvals are given, the Requisition will be uploaded to the Purchasing system electronically. Forward all backup documentation (bids, contracts, quotes, sole source justifications) to the Purchasing Department. View the Purchasing Department contact and mailing address info
• Once all documentation is received by the Purchasing Office, your Requisition will be assigned to the appropriate buyer. View Buyer contact information by commodity type.
• Buyer analyzes Requisition and all backup documentation, and upon approval, sends the order to typing.
• A Purchase Order is generated. The Purchasing Department sends the original P.O. to the Vendor, and a copy to the Department.
• Department receives goods or services.

If you do not have access to FFE, apply for access.

For EZPO:

Use an EZPO if a P-Card is not accepted by the vendor for items less than $2,500. Use an EZPO for items or services greater than $2,500 when buying from most UwPA vendors. For purchases of frequently ordered items from a University-wide Purchasing Agreement vendor, departments may generate EZPOs up to as much as $50,000 for certain UwPA suppliers .

• Create and release a Requisition using the Purchase Requisition Module in FFE. You must check the EZPO button. For tutorials on how to create a requisition in FFE, visit the FFE Training.
• Obtain all Prior and DAF approvals. For more information on Prior Approvals, read our Frequently Asked Questions.
• Once all approvals are given, a EZPO number will be generated in FFE. Print the EZPO, and fax directly to the Vendor, along with any backup documentation.
• Department receives goods or services and approves invoice in AP/CAR.

Schools or Departments who wish to lease should:

1. Complete a Requisition in FFE
   • Identify and define the business need.
   • Identify sources for the equipment with assistance from purchasing.
   • Competitively seek the best price
   • Indicate on the requisition that a leasing arrangement is desired
2. Submit the requisition
3. Contact Office of Risk Management to insure equipment (all equipment Leases must be insured).
4. Consider authorizing automatic payments (ACH)