Business Process Guide Procuring Goods and Services Process

Business Process Guide

Procuring Goods and Services Process

[July 2023]

Questions about the Guide’s procedures?

Contact:

Procurement Services

Merica Hall, Room 115

Phone: (307)766-5233

Email: procurement@uwyo.edu

Questions about the Guide’s structure?

Contact:

Financial Affairs Support Team (FAST)

Merica Hall, Second Floor

Phone: (307) 766-4340

Email: Fast@uwyo.edu

Table of Contents

I. Overview

II. Definitions

III. Related Forms and Departments

IV. Prerequisites to Purchasing Goods/Services

V. Purchasing Methods Overview

VI. Purchasing Methods Explained

VII. Appendices

I. Overview

This guide classifies the methods and procedures applicable to purchasing goods and services at

University of Wyoming to be compliant with the university’s Procurement Services Manual,

promote

ethical business practices and ensure that federal government and/or sponsor requirements are

met. It is intended for all employees who plan to procure and acquire any good or service at the

university and will help determine the best method to procure goods and services.

Compliance with the procedures contained herein provides an efficient, effective, and consistent

purchasing process and allows the university to achieve procurement related goals while following

all University, State and Federal requirements.

Individuals procuring goods/services on behalf of their department should be familiar with the

university’s policies and procedures in addition to any requirements of sponsor funding agreements

and donor restrictions on University of Wyoming Foundation held gift accounts. If the department is

unsure about the policies or procedures regarding a particular purchase, the individual should seek

guidance from a procurement agent prior to entering into any type of agreement for the purchase.

II. Definitions

a) Cardholder

University employee or personnel authorized to make university purchases/commitments using

a u

niversity-issued P-card.

b) Change Order

A change needed to a purchase order that has already been dispatched to the supplier. This

change is initiated in the Financial Management System (WyoCloud). Appropriate changes to

urchase order can include: quantity, amount per unit or service, adding more lines, cancelling

lines, or changing the charge account information.

c) Contract

A contract is an agreement (oral or written) between two or more parties where there is a

mutual exchange of promises or other consideration upon defined terms and/or conditions.

Written contracts may take many forms including:

• Agreements for Services

• Letter of Agreement

• Purchase Orders

• Online Terms and Conditions

• Invoices

• Quote with a link to terms and conditions

d) Cost Center Approver

A designated university employee assigned responsibility to review and approve all transactions

affecting their organization’s budget. Typically, one of the first or second required approvals on

any expenditure.

e) Encumbrance

A commitment of university funds recorded when a purchase requisition is submitted and

approved in the Financial Management System (WyoCloud). An encumbrance is removed when

a corresponding invoice is entered into the system and the actual expense is recognized, or th

urchase order or line item is closed.

f) Goods

Supplies, materials, and equipment purchased by university departments. A good is a tangible

item, something that you can touch.

g) Honorarium/Honoraria

A gratuitous payment to a person (or business) for their participation in a “usual academic

activity*.” Typically, these are a “thank you” and appreciation made to a guest speaker o

ecturer that are not currently employed by the university and where there is no contractu

greement for payment. *There is a broad definition of usual academic activity that includes

lecturing, teaching, sharing knowledge, and meetings of boards or committees that benefit the

institution. It also includes performances, master classes and readings as long as there is not a

commercial nature to the events, and they are open to students and the general public free of

charge. The individual or business must be a Supplier

in the Financial Management System

(WyoCloud) and the Honorarium Form must be completed and attached to the Non-Catalog

Requisition.

h) Non-Catalog Requisition Shopping List

An option to add non-catalog items that are purchased regularly to a shopping list that can be

used each month (or however often) to create a new purchase requisition for the request. This

simplifies the process by decreasing the manual entry for the same items that are purchased

frequently.

i) Non-Catalog Requisition

The purchase requisition process of ordering goods and services not currently available in the

Procurement Catalogs. In addition to paying for goods and services, it is used to pay fo

ndependent contractors, honoraria, and stipends.

j) P-Card (Procurement Card)

A payment method where approved card holders are permitted to deal directly with suppliers

for purchases using a credit card issued by Procurement Services and to be used only for

university business. A pre-established credit limit is in place for each card issued. Purchases

made with the card must be in accordance with federal, state, and university statutes,

regulations, policies, and procedures. A p-card may be issued to a non-temporary university

employee, a university department, or issued as a ghost travel card to a department. The

rmal name of the p-card is Procurement Card.

k) Procurement Agent

A person within the Procurement Services department duly authorized to review and approve

purchases on behalf of the University

l) Procurement Catalog Requisition

The purchase requisition process that utilizes pre-negotiated pricing through specifically

contracted and approved suppliers within WyoCloud

m) Purchase Order (PO)

Written document sent to a supplier formalizing terms and conditions of a proposed transaction

such as a description of the requested items, delivery of schedule, terms pf payment, and

transportation. Once a purchase requisition is approved, it automatically dispatches to the

supplier as a purchase order.

n) Purchase Order Life Cycle

The key milestones involved in ordering, obtaining, and paying for goods and services. The PO

life cycle allows the end user to track and monitor the purchase order and manage change

orders and cancellations. The PO life cycle ends when a purchase order has been fully received,

delivered, and invoiced. The status of the order will then change to closed or finally closed.

o) Purchase Requisition

Internal document used to request procurement of goods and services prior to entering into any

agreement with a supplier. When approved, the requisition becomes a purchase order. Two

options are available: Procurement Catalog Requisition and Non-Catalog Requisition.

p) Request for Information (RFI)

A non-binding method used for gathering information and feedback from potential suppliers

prior to issuing a solicitation. Generally, price is not requested from suppliers.

q) Request for Proposals (RFP)

The document used to solicit proposals from potential providers (proposers) for goods and/or

services. Price is usually not a primary evaluation factor. Provides for the negotiation of all

terms, including price, prior to contract award. May include a provision for the negotiation of

best and final offers. May be a single-step or multi-step process.

r) Request for Qualifications (RFQu)

A document, which is issued by a procurement entity to obtain statements of the qualifications

of potential responders (development teams or consultants) to gauge potential competition in

the marketplace, prior to issuing the solicitation.

s) Invitation for Bids (IFB)

A procurement method to solicit competitive sealed bid responses, sometimes called a formal

bid, when other factors being equal, price is the basis for award.

t) Request for Quote (RFQ)

Purchasing method generally used for small orders under $99,999.99. A request is sent to

suppliers along with a description of the goods or services needed, and the supplier is asked to

respond with price and other information by a predetermined date. Evaluation and

recommendation for award should be based on the quotation that best meets price, quality,

delivery, service, past performance, and reliability.

u) Requisition Categories

Specifies a requisition’s purpose and is provided on the requisition, e.g. Capital Expenditures,

Educational and Recreational Supplies, and Equipment. Requisition Categories tie to Natural

Account numbers. To view the requisition categories currently available and the natural account

they are mapped to, view the Requisition Categories document on the Financial Affairs website

under Policies and Reference Material

within the Procurement area.

v) Services

Labor, time, or effort furnished by a supplier to the university.

w) Sole Source

A non-competitive method of procurement used when only one supplier possesses the unique

ability or capability to meet the particular requirements of the entity or because only one

supplier is practicably available. Procurement Services may require written justification (Sole

Source Justification Form) from the end user explaining why only this supplier can fulfill the

requirement.

x) Supplier/Vendor

An external provider of goods or services.

y) WyoCloud Financial Management System

The Financial Management and Human Capital Management System, typically referred to as

WyoCloud, is the university’s cloud-based finance, human resource, administrative, research

support, and reporting system.

III. Related Forms, Resources, and Departments

Procurement-Related Documents

Documents are Located on Financial Affairs Website within Policies & Reference Material or the Forms

Section

Document Name

Description

Procurement Services Manual

This manual outlines the procedures that govern purchases at the

university, including Authorized and Unauthorized Purchases, Gifts

and Gratuities, and Conflict of Interest.

Procurement Card (P-Card)

Policies and Procedures

Details the p-cards benefits, use, policies/procedures, and the

importance of reconciliation.

Quote and Bid Threshold,

Standard Administrative Policy

and Procedure (SAPP)

This SAPP outlines the threshold for which goods and services must

have solicited quotes, formal bids, or request for proposals in

compliance with university policy, state and federal law. The policy

applies regardless of the source of funds.

Purchase Order and Invoice

Tolerance Rules Department,

Administrative Policy and

Procedure (DAPP)

This DAPP provides an overview of how invoice matching on

purchase orders (POs) are handled by Payment Services and what

the tolerance limits are in processing payments for matching

discrepancies for overages

Capital Assets Purchases,

Business Process Guide (BPG)

This guide provides specific information and processes pertinent to

the purchase of university capital assets through the requisition

process.

Employee/Independent

Contractor Determination

Worksheet (EIC)

Used in the requisition process when processing a personal services

contract for an amount > $2,500. The worksheet determines the

status of the business relationship – university employee or

independent contractor.

Sole Source Justification Form

Provides justification request for the sole sourcing of goods or

services from a supplier. The form requires various approvals based

on dollar amount and is reviewed by the Procurement Services

Office.

Statement of Work (SOW)

Form

Utilized for service arrangements valued at $2,500 to $9,999 for

which the supplier does not require its own contract. The

Amendment to Statement of Work extends the timeframe or adjusts

compensation of the original document

Additional Documents

Dispute Form, Hosting or Business Event Form, Procurement Card

Reimbursement Form, Supplier Application, Substitute Receipt

Form, Tax Exemption Certificate, Travel Card Agreement Forms, etc.

All located within the Forms section of the Financial Affairs website.

Departments Involved with Procuring Goods/Services

Department

Role

Procurement Services

Organizes and administers a centralized purchasing function in

accordance with federal, state, and university regulations, policies,

and procedures. This includes purchasing, renting, leasing, or

otherwise acquiring any supplies, services, or goods: including all

functions that pertain to the acquisition including description of

requirements, selection and solicitation of sources, preparation and

award of contract.

Payment Services

Reviews and administers payments for invoices.

Office of General Counsel

(OGC)

Coordinates and supervises all legal services for the university by

providing timely legal guidance. Also, reviews and approves all

contractual agreements binding the university.

Risk Management Office

Responsible for overseeing insurance coverage, proof of insurance

requirements, and the processing of insurance claims for the

university. Will review contracts as needed for insurance purposes.

IV. Prerequisites for Purchases

1. Quote and Bid Threshold Policy

Prior to purchasing goods or services on behalf of the university, employees must review the

Quote and Bid Threshold policy to assess if additional documentation is needed prior to

purchasing or agreeing to terms. This policy is based on the commitment amount of the purchase.

These documents must be obtained and approved prior to making the purchase or submitting the

request for the purchase.

Once obtained, these documents must be attached during the required purchasing process, such

as a Purchase Order.

Purchase Amount

Services and/or Goods

0-$4,999.99

At least one documented quote

$4,999.99-$9,999.99

At least one documented quote

$10,000-$99,999.99

1) At least two supplier quotes

2) Bid/Request for Proposal documentation

3) Sole source justification

$100,000+

1) Bid/Request for Proposal

2) Sole source justification

Not required if allowable and processed on a Procurement Card or Non-PO Invoice

Obtained by department

Obtained by Procurement and Payment Services

All sole source requests must be approved by Procurement and Payment Services

2. Contract and Agreements

After a university employee ensures all documentation is obtained and approved per the Quote

and Bid Threshold Policy, the next step is to identify if a contract must be completed to bind the

university and the supplier. Other documents may be required to be completed based on the

commitment amount of the purchase and type of purchase.

If the purchase is for services, a combination of goods and services, or if the supplier requires

an external contract, the employee must submit a contract for approval through the Contracts

Module within the Financial Management System PRIOR to agreeing to any terms and

proceeding with the purchase.

The following diagram outlines the documents and when a contract is required based on the

type of purchase and the dollar amounts.

Access to the Contracts Module requires separate training to be completed. See the

Financial

Management Training website for training requirements. Additionally, the following Quick

Reference Guides are available for completing and searching for contract in the Contracts

Module: Contracts Quick Reference Guides

Summary of Required Documents based on Quote & Bid Threshold Policy & Contracts

1) Two Separate Supplier

Quotes, or

2) Bid/Request for Proposal, or

3) Sole Source Justification

1) Bid/Request for Proposal,

2) Sole Source Justification

(1) Supplier

Documentation &

(2) Employee

Independent

Contractor (E/IC)

Determination

Worksheet

(1) Supplier

Documentation, (2)

Employee Independent

Contractor (E/IC)

Determination

Worksheet, & (3)

Statement of Work Form

or Agreement of Services

Form

$0- $4,999 $5,000-$9,999 $10,000 - $99,999 $100,000 +

Supplier Requires External Contract (Service and Software License Agreements, Excludes Goods).

Only need the suppliers contract and our addedum. Complete fields in WyoCloud per QRG and

attach pdf of supplier contract.

Y Y Y Y

Many different forms including: An invoice or quote

with binding conditions (usually in very small print or

provided as a link); separate page that includes terms

and conditions (even if no signature required); letter

of agreement; purchase order; or formal agreement

for service.

Supplier Does Not Require its own External Contract (Services Only, Excludes Goods) Y Y

Agreement for Services template can be used for any

amount, and for certain services valued at less than

$10,000. If used, the template must be completed and

submitted for review through the WyoCloud Contracts

Module.

3 Goods and Services are Combined (Treated as a Service, Follow Items 1 or 2 above) Y Y Y Y

Contract process required depending if the supplier

requires or does not require an external contract and

also based on amount.

4 Hotel Agreements Y ($20,000+) Y

Hotel agreements under $20,000 must be approved by

Procurement and Payment Services.

5 Facilities Use/Rental agreements Y Y Y Y

All rental agreements or use of non-uw facilities,

requires the contract process.

6 Memorandum of Understandings (MOUs) Y Y Y Y

Either UW template or supplier template, even for no

money, must go through the contract process.

7 Technology Purchases Y Y Y Y

Utilizing the Procurement Catalog through CDW-G or

ordering Apple Products through UW Bookstore does

not require the contract process.

8 Agreements between UW Departments

UW departments do not need develop contracts between each other

Required Documents per Quote & Bid Threshold Policy Goods & Services

: PreRequisities Prior to

Starting the Contract Process (*based on the dollar limits outlined below)

Required

Documents per Contract Process for Services Only (*all documents listed are required for

their dollar limit section)

1) Any Itemized Documentation Showing

Cost and Description

Contract Process Required ( Y= Yes, Blank = No)

Description

Notes

(1) Supplier Documentation, (2) Employee Independent

Contractor (E/IC) Determination Worksheet, & (3) All

Agreement of Services Form

The purchase of Goods only do not need to go through the contract process; however, based on the cost of the good (over $10k), additional information is needed to be gathered prior to the commitment of purchasing.

Certain situations require an Agreement of Services form instead of a Statement of Work form on the UW template to be completed.

3. Catering Agreements

If a department is entering into a catering agreement, there are a few things to note:

• Some caterers have been authorized to perform catering for all departments on

campus, including the Wyoming Union and have furnished all their necessary

paperwork, which includes proof of insurance and a food permit or restaurant license.

See Catering Information

for a list of these caterers.

• Caterers not currently authorized must complete the University of Wyoming Catering

Agreement for Procurement Service’s approval.

• The UW Catering Guidelines for Off-Campus Activities provides additional guidelines

for R&E Centers and other off-campus entities/events. See Appendix I.

• University Catering should be given first rights of refusal.

4. Suppliers

Prior to submitting a contract through the Contracts Module or submitting a request for

purchase or payment, the supplier must be setup in the Financial Management System. To

determine if a supplier is currently setup or to set up a new supplier, users should follow the

Looking up Current Suppliers or Setting up New Suppliers Quick Reference Guide

V. Purchasing Methods Overview, Effective July 1, 2021

Once those prerequisites are determined, the request for purchase of the goods/services can be

completed. Below is an overview of the purchasing methods at the University of Wyoming:

Purchasing Methods Overview

Procurement

Method

$ Amount

Notes

Procurement

Card (P-Card)

Max Transaction Limit =

$4,999

Total Monthly Limit =

$7,500

• Ease of use for simple procurements

• Individual, Department, and Travel Cards available

• Tax exemption accounts set up for Office Depot and Amazon Business

Prime purchases

• Mandatory 30-day reconciliation process or hold will be placed on the

card.

Non-PO Invoice

Invoices under $5,000

*Exceptions apply

• Ease of use to pay for goods/services that do not require procurement

approval through the purchase requisition/purchase order process

• Exceptions apply to the $5,000 threshold and the

Non-PO Invoice

Processing QRG outlines these exceptions.

• Invoice must be attached when processing through the approval workflow

in WyoCloud

Procurement

Catalog

Requisition

Any dollar amount

• Ease of use/one-stop for purchases of office supplies, lab supplies,

furniture, and computers with negotiated prices that provide cost savings.

• Check out process is simple and automatically generates a requisition to

review prior to submission for approval.

• Purchasing a capital asset (per unit cost of $5,000+) via this method, users

must complete the asset fields in the purchase requisition fields and

contact Asset Management immediately after placing the order.

Non-Catalog

Purchase

Requisition

Any dollar amount

• Used for purchasing goods/services not available in Procurement Catalogs

or those that are not allowable via any other payment methods.

• Purchasing a capital asset, users must follow the Capital Asset Business

Process Guidelines apply for purchases > $5,000 and the Quote and Bid

Threshold policy.

VI. Purchasing Methods Explained

Procurement Card (P-Card)

The university p-card program is a credit card program administered by the Procurement Services

Office, [email protected]. P-Cards offer a simple, streamlined method of purchasing for the

University of Wyoming.

a) Governing document detailing allowable and prohibited uses, and procedures:

• Procurement Card Policies and Procedures

b) Type of P-Cards

• Individual

o Issued in the individual’s name

o Individual responsible for all card activity and ensuring transactions are

reconciled within 30 days

o Individual can delegate another employee to reconcile transactions within

WyoCloud

o Used for any expense that falls under the allowable items within the

Procurement Card Policies and Procedures unless restricted by the

college/department

o Monthly limit of $7,500 and single transaction limit of $4,999

• Department

o Cards are issued in Department or Lab’s Name

o Works well for labs or departments with employees who don’t purchase items

often and don’t need a permanent individual card

o Tied to an individual in WyoCloud for reconciling within 30 days

o Labs and Departments may request multiple cards for their area

o Check out process managed by the individual tied to the card in WyoCloud

o *Cannot* be used for travel expenses

o Used for purchasing goods/services on behalf of the department

o Monthly limit of $7,500 and transaction limit of $4,999

• Travel (Ghost) Card

o There is no physical card, only a card number on a paper sheet

o Each department may have one central travel card in the department’s name

o Tied to an individual in WyoCloud for reconciling. This individual is responsible

for the validity of the purchases and the travel card should be limited to who

has access to the card

o Used *only for* travel expenses: hotel, commercial transportation, baggag

ees, etc.

o For employees that travel occasionally and don’t need an individual card

o The Travel Card can be used by a Travel Agent or on the internet (Please ensure,

in advance, that a supplier will accept the “ghost” travel card. The Procurement

department can provide an authorization letter to the supplier if necessary, o

n a

cas

e-by-case basis)

o Travel cards have a single transaction limit of $9,999 and have a higher

starting cycle limit of $15,000 compared to individual or department cards.

c) Obtaining a P-Card

• Individuals: Complete the Procurement Card Agreement Form, Individual and email it to

[email protected]. Upon approval of the request, cardholders must successfully

complete the online p-card training before receiving the card.

• Department: Complete the Procurement Card Agreement Form, Department and email

it to p[email protected]. Upon approval of the request, individuals responsible for the

card must successfully complete the online p-card training before receiving the card.

• Travel (Ghost) Card: Complete the Travel Card Agreement Form and email it to

[email protected]. Upon approval of the request, the Department Travel Card Manager

must successfully complete the online p-card training before receiving the card.

ci) Transaction Processing, Roles/Responsibilities, Card Cancellation, Card Misuse

• Detailed information about these and other topics may be found in the Procurement

Card Policies and Procedures.

cii) P-Card Reconciliation Process

• Posted p-card transactions are uploaded daily to the Expenses Module in the Financial

Management System.

• The P-Card Expense Reconciling/Reporting QRG includes step-by-step instructions for

the reconciliation

process.

• All p-card transactions must be reconciled within 30 days of the posted date. P-Cards

with transactions that have not been reconciled within 30 days of the posted date will be

temporarily suspended from use until those transactions in question are reconciled, and

the Expense Report submitted, approved by all required approvers, and paid.

ciii) Amazon Business Prime

• Amazon Business Prime offers free shipping on many items used for university business

purposes, advanced analytics and dashboards, centralized tax exemption, and business

pricing and quantity discounts.

• If your department does not have an amazon business prime account and you would

like to request one, please email [email protected]. All accounts must be setup by the

Procurement Services department. Departments should not setup their own business

accounts.

• Although it is preferred that departments order goods through the university’s

Procurement Catalog suppliers (Office Depot, CDW-G, Fastenal, Fisher Scientific, and

Fisher Chemical) the university understands that there are circumstances where

departments will save dollars by using Amazon Business Prime.

Non-PO Invoice

Used for purchases under $5,000 that do not require multi-level approval through the purchase

requisition/purchase order process in WyoCloud.

• Exceptions apply – See Non-PO Invoice Processing QRG

for further information.

• Invoice must be attached when processing through the approval workflow in WyoCloud.

• If the remit address is not currently listed in the supplier’s profile, email

new-supplier-

request@uwyo.edu to have the supplier profile updated.

• Office supplies, lab supplies & computers should be purchased through the

rocurement Catalog when available and at a competitive cost.

• Step-by-Step processing instructions are detailed in the Non-PO Invoice Processing QRG

Purchase Requisitions: Procurement Catalog and Non-Catalog Requisitions

The Purchase Requisition Process is the standard mechanism for the ordering of goods and services in

WyoCloud.

• There are two types of requisitions that are processed through WyoCloud:

1. Procurement Catalog Requisition Process

2. Non-Catalog Requisition Process

Both types of requisitions result in the issuance of a Purchase Order and the lifecycle is the same for

both processes:

Stage of Lifecycle

Stage Description

Completed By

Purchase Requisition

Requesting approval to purchase

goods/services on behalf of the university

Submitted by

department personnel

Purchase Order

Automatically converted to a PO after all

approvals are completed on the purchase

requisition. The PO is automatically

dispatched to the supplier

System Generated

Receipt (Receiving of

Goods/Services)

When goods are received or services are

completed, the purchase requisition must

be received for ONLY the portion

delivered/completed.

Receipted in WyoCloud

by the requester or

person who completed

the requisition

Invoice

Procurement catalog invoices are typically

automatically sent to Payment Services

upon delivery.

Non-catalog requisition invoices must be

sent to Payment Services (

accounts-

payable@uwyo.edu) denoted the PO # on it.

Payment Services will match the invoices to

the POs in the system.

System generated for

catalog requisitions or

sent by department

personnel if they receive

the invoice

Payment

Purchase requisition must be both receipted

and invoiced matched for the system to

generate payment.

System generated

Depending on the amount and type of purchase, prerequisites are required prior to submitting

a purchase requisition. These prerequisites are outlined in section VI Contracts and Agreements.

1. Procurement Catalog Requisition

The Procurement Catalog Requisition process is a streamlined requisition process with the ease

f use attributed to the integration of suppliers’ catalogs in WyoCloud and the university’s

contractual price agreements with the suppliers. This is the preferred method of purchasin

pecific goods such as:

• Computers and peripherals (CDW-G)

• Office Supplies (Office Depot)

• Lab Supplies (Fisher Scientific)

• Lab Chemical Supplies (Fisher Chemicals)

• Construction, Industrial and Safety Products (Fastenal)

Quick Reference Guides

Create Procurement Catalogs Requisition

Capital Asset Business Process Guidelines

2. Non-Catalog Requisition

The non-catalog requisition process is for the request to purchase goods or services that are not

ailable through the procurement catalog. Non-catalog requisitions must be used for purchases

that are not allowed on non-po invoices or p-cards. Additional forms and approvals may be

needed depending on the type of purchase. See Section VI below

his process is always used when issuing contracts, honorariums, and certain requisition

categories regardless of dollar amount.

Quick Reference Guides

Create a Non-Catalog Requisition

Capital Asset Business Process Guidelines

3. P

urchase of Multiple Pieces that Comprise One Unit

a. Purchase Orders that involve separate “pieces” that comprise one unit, e.g., desk uni

ith desk, shelves and drawers, may be entered on one WyoCloud Requisition Line

versus multiple lines.

b. If multiple lines on a supplier quote comprise one complete capital asset, they should b

ntered as one line item on the requisition. Otherwise, the supplier quote should match

the line items on the requisition

4. C

hanges to Requisitions or Purchase Orders

a. Change of Requestor on Requisition in an Open Status

i. Occasionally, an employee may need to transfer open requisitions/POs to

another employee due to leaving the university or transferring departments.

ii. To transfers all requisitions, the employee can follow the

Changing the

Requestor on Requisitions QRG. This process moves all requisitions from one

requestor to another.

iii. If the mass requestor change function is not an option (i.e., requestor has done

requisitions for various departments) and only a handful of open requisitions

needs to be changed, the Procurement Services

department can manually

change each requisition requestor. Please contact them with this request,

including the requisition number and who the new requestor should be, by

emailing procurement@uwyo.edu.

b. Changing/Cancelling an Approved Purchase Requisition/Purchase Order

i. There are many circumstances where changes are needed to an approved

Requisition that has been dispatched as a Purchase Order that is still open.

Some examples include:

• Quantity changes

• Amount changes

• Adding additional lines or canceling lines

• Charge account string or project number needs changed

• Removing an encumbrance

ii. Depending on the type of change needed, some will route through the approval

workflow (ex. change to the amount) and others will not need to go through

approval (removing an encumbrance).

iii. Purchase orders must reach a Closed or Finally Closed status; otherwise, the

encumbrance will continue to be carried forward on that organization

’s

account. (Note: Finally Close status means that Procurement had to manually

close the Purchase Order to remove an outlying encumbrance).

Quick Reference Guides

Edit a Purchase Order

VII. Appendices

Appendix I

1. UW Catering: Guidelines for Off-Campus Activities

Reimbursement for groceries:

UW employees can purchase groceries and prepare food at a UW facility for a UW-sponsored event for

the general public and/or invited guests.

Often when food is served at a UW function it is catered and it is necessary to use an authorized

caterer. Food that is ordered from a restaurant or caterer for a UW-sponsored event will be reimbursed

only for caterers on the authorized list. This is regardless of whether the food is delivered or if a UW

employee picks it up.

• Example:

o Muffins from the grocery store that are sold for the general public do not require an

authorized caterer. A Hosting form is required.

o Muffins custom ordered from a bakery requires an authorized caterer. A Hosting form is

required.

• Example:

o Ordering from the menu where you eat in the restaurant does not require an authorized

caterer. A Hosting Document is required for all forms of payment; personal

reimbursement, p-card, or requisition.

o Ordering food from a restaurant and bringing it back to a UW event does require an

authorized caterer. If the employee is using a personal vehicle, this falls under the UW

Private Vehicle Use Policy. A Hosting form is required.

The steps to become an authorized caterer may take time to complete so begin several weeks prior to

the event. To become an authorized caterer, a food vender must complete the following steps:

• Complete the Catering Agreement http://www.uwyo.edu/procurement/catering-information/.

This agreement is designed for both on-campus and off-campus catering.

• Complete the Supplier Self-Registration if not an existing supplier in WyoCloud.

https://www.uwyo.edu/procurement/supplier-guide/index.html

• Provide a copy of Restaurant License or Food Permit issued by the Wyoming Department of

Agriculture. In some circumstances, a temporary permit issued is

by the overseeing city or the

appropriate authorized agency outside of the State of Wyoming.

• Provide a copy of Certificates of Insurance and original endorsements showing the amount of

business coverage.

• If food is being delivered by the caterer, a copy of automobile liability insurance will also be

required.

• If alcohol is being served, a copy of liquor liability insurance is required.

Benefits of being on the list of authorized caterers:

• Caterer agreements are for a set two-year period which means an authorized caterer will be on

the list for two years or less depending when they are approved during the designated period.

UW Procurement will contact authorized caterers when their food license and insurance expire

to obtain new copies. If they don’t supply these pieces of information they will be removed from

the authorized caterer list. At the end of the contract term, UW Procurement will contact the

current authorize caterers for renewal of the contract. It is responsibility of the caterer to

submit all required documents to be put on or remain on the authorized list.

• Once a caterer is on the authorized list, all UW entities can utilize that caterer.

Other important items:

• Insurance coverages are listed in the Catering Agreement. Limits are consistent with most

business insurance policies. Caterers with different insurance limits are requested to provide

insurance documentation to be reviewed by UW Risk Management for possible exceptions.

• Employees transporting and/or preparing food for UW-sponsored events are encouraged to

participate in safe food handling training.

• Outside entities using UW facilities should complete a Facilities Use Agreement that includes

terms and conditions transferring liability to the user. Office of General Counsel can assist. No

templates currently available.

• If expenses have followed these guidelines and are rejected, follow up with Procurement, Risk

Management, and/or General Counsel is encouraged. Risk Management can assist with this

process.

• UW employees are allowed to purchase and prepare food for both employee-only and

employee and public events subject to procurement rules and your budget. Food should be

prepared using UW facilities and not brought from home.

Prepared 11/26/18 by Mary Kay Wardlaw, Associate Director for UW Extension in consultation with UW

Procurement, General Counsel and Risk Management.

Appendix II

2. Purchase Requisition Approval Workflow

The End of This Business Process Guide