TEXAS A&M UNIVERSITY-KINGSVILLE

Title: Flowcharts

Procedure No.: PP-030

Date: 6/6/96

Page No: 1 of 27

I. Purpose

The purpose of this section is to provide flowcharts for the various procedures used in the

procurement of goods and services.

II. Scope

The attached flowcharts are an attempt to graphically depict the procedures and processes associated

with procuring goods and services. This set of flowcharts is not complete. Specifically, the detailed

internal flow of work within the Purchasing office is not presented. Also, the Receiving function has

not yet been charted. These processes and procedures will be included soon.

Legislative Purchase Authority

Agencies and Universities General Services Commission

Interagency

Contracts

Govt Code

771.001

Delegated

PurchasesTerm Contracts Open Market Purchases

Catalogue

Purchase

from a

Q.I.S.V.

Public

UtilitiesOther

Statutory

Exemption

Consultants,

Government

Code

2254.001

Professional

Services

Government

Code

2254.021

Auxiliary

EnterprisesConstruction

Items for

Resale

Library Materials

and Services

Organized

Activities

Research in

Higher Educ.

Interlocal

Payments

HEAF

Purchases

Automated Non Automated

Delegated

Spot Purchases

Emergency

Services <$100,000

Direct Publications

Perishable Foods

Distributor Parts

Fuel

Scheduled Purchases

Local Fund

Purchases

Identify Need and

Determine best method

for satifaction

Will Procurement

use any funds

subject to GSC

Use State Bid Process

Is purchase

delegated

Will only Local

Funds be Used

Use Local Funds

Procedures

No

Yes

Yes

1000

2000

Yes

PURCHASE

PROCESS

Can purchase be

made through QISV

process

Use QISV (catalog)

Purchase ProcessYes

Can purchase be

made through

Interagency Contract

Use Interagency

Contract ProcessYes

Can Purchase be

made through

Other Statutory

Exemptions

Use Other Statutory

Exemption ProcessYes

No

No

No

No

See Dir P&GS

No

1200

1300

1400

GSC Oversight

Use Delegated

Purchase

ProcessYes

Consultant

No

Professional

Service

No

1160Yes

1170Yes

See Dir P&GS

No

1100

Spot

Purchase

<$2000.01

Emergency

Services <

$100,000.01

Commodities <

$15,000.01

Direct

Publication

Perishable

Foods

Distributor

Parts

Fuel-

Lubricants

1100

Yes

No

No

No

No

Use Spot

Purchase

Procedure

1110Yes

Use

Emergency

Procedure

Use Services

Procedure

1120

1130

No

No

No

Use

Publications

Procedure

1140

Telecommuni-

cations Equipment/

Service

No

Use Modified State Bid

Procedure (University

will solicit all bids)

Yes

Yes

Yes

Yes

Use Qualified

Information

Systems Vendor

(QISV) Procedure

Yes

Available on State

Term ContractNo

Use Term

Contract

Procedure

NoYes

1180

Use State Open

Market ProcedureNo

1200

1190

1150

Yes

Yes

Yes

Delegated

Process

Spot

Purchase

>$1000No

Use State

Bid

ProcessYes 1000

Does Dept have

FAMIS Limited

P.O. access

Enter P.O. on

Limited P.O.

screens

Call Vendor and Issue

P.O. Number

Yes

No

Forward Departmental

Requisition to Asst.

V.P. for Fiscal

Control

transfer

Obtain approval from

Account Manger to

make Purchase

Identify best value

purchase source

Record Vendor Name,

Contact Name, Phone

Number, Quoted Price,

Date of Quote

Prepare Departmental

Requisition

State Spot Purchase Procedure for

Purchases < $2000.01 and not

available on state contract

1110

Emergency Purchase Procedure

(to be used when the mission of the

University is in jeopardy and there

is insufficient time to process bids)

1120

Obtain 3 bids if

possible, else obtain 1

bid if possible, else

obtain 1 estimate

Prepare written

detailed specifications

to resolve emergency

Identify Emergency

and Document:

(a) Nature of

Emergency

(b) Potential Damage

to the Mission of the

University

(c) Why emergency

was not forecast

(d) If bids are not

possible, document

why

Prepare Departmental

Requisition, attach

specifications,

justification letter, and

bids or estimate, must

include reference

source

Asst. VP for Fiscal

reviews requistion,

assigns Reqn #, and

forwards to P&GS

Co

ntr

ol

tra

nsfe

r

P&GS reviews

Requistion, letter, and

bid or estimate

documents

P&GS enters P.O

into FAMIS

Connect