As we begin the new fiscal year, please keep these important procurement reminders in mind:

• Being listed in Oracle does not mean a supplier is approved for PO issuance. Required documentation—such as the Independent Contractor form, HR approval, or insurance/risk review—may still be required

• If a deposit is required, add it as a separate PO line item on the Requisition. Otherwise, Procurement Services may reject the requisition, or Accounts Payable may require a Change Order for amounts under $10K.

• If a PCard exception is approved, create a PCard repository in Oracle and upload all required documents for audit purposes.

• When submitting requisitions, add contact info (name, email, phone) in the Attachments section using Text, not File.

• Mark all attached documents as "Miscellaneous" — not “internal to requisition.”

• For non-catalog orders, email the PO to the supplier so they receive it with a link to UC Terms & Conditions. If it is a punchout supplier, be sure to follow the B2B process. This protects both you and the University.

• For Change Orders over $10K, after entering notes and attachments, click Save (do not Submit). Email the Central Procurement Buyer to notify them it is ready for review and finalization.

• Planning an out-of-town, one-time event? Contact Ana Cotton before adding a new supplier. She will advise if it should go on a PCard, T&E Card, or PO. If using a PO, visit this webpage for supplier registration support.

• Involve Procurement early:

  • New need or idea? Contact Procurement.
  • Deal taking over 3 months? Confirm strategy with Procurement.
  • Large or multi-department project? Verify if Procurement is needed.

Thank you for your attention and partnership.

Sincerely,