Low Value Purchasing Authorization (LVPA) Increase for eBuy-Department Authorized Purchase Orders (DAPO) and ProCard Transactions

By Bobbi McCracken (Associate Vice Chancellor for Business & Financial Services and Controller) |
Riverside, Ca –

In order to provide departments with increased flexibility to meet operational procurement needs, Business & Financial Services is pleased to announce the campus Low Value Purchasing Authorization (LVPA) threshold level increased from $2,500.00 to $5,000.00 for non-capital equipment items effective August 2018. These new thresholds are available for eBuy transactors and Procurement Cardholders. 

For eBuy, the authority to purchase goods and services valued at $5,000 or less (e.g. DAPO) is delegated to certain individuals in each department through the Enterprise Access Control System (EACS) by department System Access Administrators (SAA).  Department transactors are encouraged to use supplier and/or commodity specific agreements; many of these agreements have higher transaction limits available and/or are accessible via the eBuy eCatalog functionality.  Department financial managers are reminded to evaluate their procurement related controls to determine appropriate thresholds to assign by user based upon the individual user’s procurement training and/or experience; see the attached guide for SAAs on modifying eBuy thresholds.  As a reminder, purchasing transactions exceeding $5,000 and/or involving capital equipment should be submitted to Procurement Services utilizing the eBuy requisition process.

For Procurement Cards, the new thresholds have been communicated to US Bank.  With the increased dollar thresholds, the department PAN reviewers should immediately review ProCard daily activity (source code PRO) and report concerns to our ProCard Administrator, Dana Allen.  Adjustments to cardholder thresholds and roles can be requested via the attached form.  In addition, the ProCard uses have been expanded to now include conference registration fees without obtaining pre-approval from the ProCard Administrator, and the Conf & Event Registration Fees account 714110 is now available in the PCT application.  The ProCard Administrator will be reviewing transactions posted to this account and may request supporting documentation from departments.  Please note: the ProCard cannot be used to pay for personal services available for an additional fee as part of the conference (e.g. massages, golf, excursions, social activities, etc.).  If conference lodging must be paid as part of the conference registration fee (i.e. cannot be paid upon arrival at the event), please seek explicit approval from the ProCard Administrator before proceeding with the transaction.  Inappropriate use of the ProCard may result in the suspension or termination of the cardholder’s privileges. 

Information regarding these changes was discussed at the July 18, 2018 eBuy/AP User Group Meeting (link to the presentation: acp-20180718-ebuy-ap-ug.pdf)  

Applicable UCR policies & procedures have been updated to reflect the increase in the LVPA.   Please direct questions regarding these changes to ebuyhelp@ucr.edu.

Attachments: SAA Instructions - eBuy Agreement Access; ProCard Limit Change Request August 2018