Guide to Services
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- Purchasing & Reimbursements
- How to Order Supplies & Equipment
- Tips for Purchasing
- Procurement - Information for Vendors
- Oracle iProcurement Expenditure Categories
- Spending Education and Endowment Funds
- Financial Reports
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How to Order Supplies & Equipment
All requests for goods or services are entered as requisitions using the HJF Finance system Oracle E-Business Suite.
Before a requisition can be entered, financial account access must be established for both the individual entering a requisition and a separate individual approving the requisition. Account access is established for each cost center. HJF establishes a Task Manager, Project Manager and Award Manager for each cost center–sometimes the same person (usually the Principal Investigator) is in each of these defined roles. The Task Manager, Project Manager and Award Manager on any given HJF cost center can enter a requisition, but they cannot approve their own requisition. The Task Manager, Project Manager and Award Manager can approve a requisition entered by another individual and can delegate the ability for another individual to enter and or approve requisitions (but again, an individual cannot approve his or her own requisition). To request access to an HJF Finance account for an individual to either enter or approve a requisition, submit the HJF Finance Account Access form (HJF Form 369) to the Information Technology Services department at email@example.com. You will then be assigned the on-line requisition entry training. Upon completion of training you will be given access to the system. Once the requisition is entered, it will be automatically checked in the system for sufficient funds, then routed for approval and forwarded to the Purchasing Department for action. A rebudget may be necessary to transfer funds between budget categories. If so, please submit HJF Form 326.
Obtaining Financial Account Access
HJF Form 369: Finance Account Access allows the Award, Project, or Task Manager to authorize individuals to fulfill a designated role on their HJF cost center(s). Role functions include the ability to enter requisitions, initiate rebudget requests and personnel transactions, and approve requisitions, travel expenses, disbursements, invoices, and Human Resource actions. One Form 369 must be submitted for each individual; however the same form can be used for multiple cost centers. An individual can only have one role per cost center, but the roles can vary by the different cost centers. The form must be signed by the Award, Project, or Task Manager of the applicable cost center(s).
The first page of Form 369 shows a chart identifying the functionalities in HJF that can be delegated under various roles of increasing responsibility (moving from right to left in the chart).
Since an individual cannot approve their own requisitions, every cost center should have at least one individual with requisition-entry functionality and one individual in a higher single-user role which includes requisition approval functionality. If the Award, Project, and/or Task Manager will provide this functionality, then an additional delegated single-user role may not be needed.
Once the requisition passes budget check, it will route up the role hierarchy to the individual with the next higher role as defined on Form 369: from Requisitioner Limited through Manager, from Manager to Task Manager, from Task Manager to Project Manager, and finally from Project Manager to Award Manager. If no other individual is available on the cost center to approve the requisition, the request will be rejected and the requester will receive an email notification indicating no approver was found. The Award, Project, or Task Manager will need to submit a Form 369 to identify an individual to serve in a delegated role containing the requisition approval functionality.
The HJF HQ Admin Primary (Grants specialist or Contract Manager) can help identify a person to serve in the requisition entry or requisition approval roles.
To receive training on Form 369, please contact HQTraining@hjf.org.
Establishing Workflow Notices
Log in to the Oracle home page then click Preferences in the top right corner. Scroll to the bottom to Notifications. In the Email Style dropdown menu, select “HTML mail with attachments." Users will then receive workflow notices via email.
Requisition Approval Workflow
The individual in the next higher role relative to the person who entered the requisition will receive an email message indicating that a purchase requisition requires approval. The individual can log into Oracle E-Business Suite to approve their requisition.
The individual in the first eligible approval role will have two days to approve the requisition. If no approval occurs within two days, the workflow will automatically route to the next higher role for approval, and will continue to escalate until the request is approved or there is no higher role to which the workflow can route. If this occurs, the request will be rejected, and a Form 369 must be entered to identify a suitable approver. The HJF HQ Admin Primary can help identify a person to serve in this role.
Allowability of the Requisition
The individuals both entering and approving requisitions should evaluate the allowability, allocability and reasonableness of the request. Will the item or service requested benefit the project charged? Is there sufficient time on the project for the requested item or service to benefit the project? Is the cost incurred solely to advance the work funded under a single award, or does the cost benefit more than one award? If the cost benefits more than one award, the requisition should be split such that the cost is distributed to multiple cost centers in reasonable proportion to the benefits received. Refer to the OMB Circulars for further information about the allowability of costs charged to Federally sponsored projects.
Once a requisition is approved, it is routed to the Purchasing Department for further review for compliance with all applicable regulations (e.g., prior approval requirements, allowability and bid requirements).
The request will either be processed as a purchase order or the requisition will be rejected with an explanation. Most orders will be processed in one to three days and shipped directly to the location of the work performance site. If a problem occurs when processing the order, a notification will be sent. Orders requiring a bid or requests for vendor contracts and subcontracts require additional processing time.
Beginning October 1, 2018, HJF will use the 5 procurement methods provided under the Uniform Guidance:
- “Micro-purchase” - up to $10,000
- Small purchases ($10,001-$250,000)
- Sealed Bids ($250,000+) when price is primary factor
- Competitive Procurements ($250,000+)
- Non-competitive – sole source options are limited
Programs are encouraged to plan ahead and submit requisitions early to allow for the time needed to complete the required competitive acquisition process. Links to third-party websites to assist with cost comparisons can be found on the Tips for Purchasing page.
Requisitions up to $10,000 will be processed without competition so long as the HJF Purchasing Department considers the price to be reasonable.
Small Purchases ($10,001 - $250,000)
If an order has a total cost of $10,000 to $250,000, HJF will use competitive pricing (2 or more quotes) before an order is processed.
For acquisitions over $250,000, HJF will collect Sealed Bids when price is primary factor.
Competitive Procurement (RFPS)
Competitive Procurements ($250,000+) require all of the following:
- Requests for Proposal (RFPs) must be publicized
- RFPs must identify all evaluation factors and their relative importance
- Any response must be considered to the maximum extent practical
- Proposals must be solicited from an adequate number of qualified sources
- There must be a written method for conducting technical evaluations of responses and for selecting recipients
- Contracts must be awarded to the responsible source whose proposal is most advantageous to the program, with price and other factors considered
Non-Competitive (Sole Source)
The Uniform Guidance has limited the use of sole sources to four distinct justifications:
- Product/service is only available from a single source;
- Public Emergency Procurement;
- Federal Awarding Agency Authorization: the awarding agency specifically authorizes a non-competitive procurement after a written request from the Non-federal entity; and
Inadequate competition after solicitation of multiple sources.
To justify a single source purchase, criteria must be substantiated in the justification:
Compatibility with existing equipment. The goods or services are being purchased to directly interface with or attach to equipment of the same manufacturer, and no other manufacturer's goods will correctly interface with existing equipment.
Compatibility for Research. The main purpose for acquiring equipment or supplies is to replicate specific experiments, using the exact goods that produced the original results. You may also use this justification if you are collaborating with another researcher and can show that identical goods are required to fulfill your part of the research grant or contract.
These changes will result in increased scrutiny for ALL sole source justifications. Principal Investigators and Program Managers should contact their Proposal or OSP/Contracting team for guidance and assistance in making requests to sponsors.
Please attach the Sole Source Justification Form to your requistion if you believe there is a valid non-competitive source requirement for your project.
The Purchasing Department will work to facilitate a rush order. The best practice for emergency purchases is to clearly mark the rush status.
Actual delivery is based on the vendor's delivery service and if the item is in stock.
When submitting a rush order, keep in mind the following considerations:
If you have a rush order, please email us at firstname.lastname@example.org.
Please be advised that approved requisitions received after 2 p.m. may not be processed until the following business day.
- Many vendors will charge extra for rush orders.
- Clearly indicate the exact day delivery is needed.
- If applicable, mark whether or not you are willing to pay the extra shipping fee.
Please note that HJF cannot purchase gases or live animals for scientists at USU.
Please contact one of the following for assistance:
USU Animal Services
USU Gas Service
You can use Oracle to check the status of your order online or contact the Purchasing Department.
Changes to Orders or Returns
To make changes to an existing order or to return an item, contact the Purchasing Department with the details about the order and return request. The Buyer will contact the vendor to arrange for the return or exchange.
Receiving your Order
For deliveries to USU, the USU receiving department will notify HJF and receipt of the order will be entered in the HJF Finance system. HJF's Receiving Manager works closely with USU Receiving to ensure that merchandise is delivered to purchasers in a timely manner. Please feel free to call 240-694-2053 or email email@example.com with questions.
For non-USU deliveries, individuals with HJF Finance system receiver access should record receipt of the order in the HJF Oracle system.
Equipment is defined as a tangible asset with a unit or aggregate cost (if used as an operational unit) of $5,000 or more and a useful life of longer than one year.
- Equipment purchases may require prior approval from the granting federal agency
- All equipment orders must be approved by the Office of Sponsored Programs (OSP) or the Contracting Department.
If a piece of equipment costs less than $5,000, but functions as part of a system costing more than $5,000, it is considered equipment. Shipping, transportation and installation costs associated with the equipment or furniture are considered part of an equipment purchase and should be included in the unit/aggregate cost for equipment determination.
Examples of equipment include, but are not limited to:
- computer hardware software
- office furnishings
- scientific, medical or office equipment
- alarm/monitoring systems
Per federal requirements under the Uniform Guidance, the Fixed Asset Department will coordinate the placement of HJF property tags on all equipment purchased under federal grants, contracts and cooperative agreements. A complete listing of tagged equipment by project is available on HJFOnline. Please see the Reporting section for details.
Any movement, disposal or loss of equipment purchased for a HJF project should be immediately reported to the HJF property manager.
For any questions regarding the tagging, transfer or disposal of equipment purchased under a HJF project, please contact the HJF property manager.