Purchasing Made Easy

 

Purchasing is complex. Approximately $100 million a year is spent by UVic departments, for all types of things.

Purchasing is complex. Approximately $100 million a year is spent by UVic departments, for all types of things. That means thousands of purchases all of which have to be approved and checked and corrected where necessary. To help you improve your purchasing efficiency and in turn to reduce errors, delays and frustration, please keep the following simplified guide handy.

Click here to download and print this guide in convenient Adobe Acrobat PDF format.

Click here for example sourcing templates.

Click here for online Quotation Request forms.

 

 

Restricted Items

Computers:

Personal consulting services (including teaching, non-academic consulting and other personal services contracts): These require prior approval, completion of a Business Firm Retainer Form and in some cases, a Directed Award Form. The BFRF must be completed before the services are rendered. Please contact Purchasing Services before you engage the consultant.

Non-employee travel/ accommodation/ auto rental: Complete appropriate forms available on the Purchasing website and submit with a WebReq to Purchasing.

Furniture: Submit a service request to Facilities Management using FAMIS

Graphic design (internal and external): Submit a service request to UVic Communications

Printing and Duplicating: Submit a service request to Printing Services.

Use of AV equipment on campus: Submit a service request to AV Services

External bookings for meeting rooms and/or AV rentals: Complete appropriate forms available on the Purchasing website and submit with a WebReq to Purchasing

 

Answer the following questions to help you choose the appropriate purchasing method:

1. If the item/service to be purchased is less than $2500 and not otherwise restricted (see Restricted Items above):
   1. Does the chosen supplier have a Corporate Supply Agreement (AGR) with UVic?
      1. If yes: Purchase directly (online, via fax, phone or in person) and submit the invoice, with appropriate FAST code and approval to Purchasing, Supplier Payments.
      2. If no , use your PCard.
   2. If there is no AGR and the vendor will not accept a PCard, use a WebReq and tell Purchasing Services why you are doing so. Otherwise, a WebReq is NOT required
2. If the item/service to be purchased is less than $2500, but IS restricted:
   1. Submit a WebReq to Purchasing Services OR submit a Service Request to the appropriate department ( see Restricted Items, above)
3. If the item costs more than $2500, there is ALWAYS a need for Purchasing Services to be involved. Use a WebReq and supply all necessary supporting documentation, such as quotes and Direct Award form where indicated.

 

Remember: Purchasing Services is here to help. Contact us for assistance before you make the purchase.