Issued : June 1, Revised: June 22, I. Process Name: Procurement

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Griffin Lawrence
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1 Louisiana State University Department of Residential Life Procurement RLOP: 22 PROCUREMENT Scope: Residential Life Issued : June 1, 2012 Revised: June 22, 2015 I. Process Name: Procurement Process Owner: Housing and Financial and Human Resource Services Functional Areas Involved in Administering Process: Housing Residential Life and Education Financial and Human Resource Services Communications and Administration Purchasing Process Customers: Residents Residential Life Staff Process Goals: Place all orders with Department purchasing agent which will be processed within two (2) business days The Department purchasing agent will submit all orders with LSU Purchasing or a designated vendor within two (2) days of processing purchase request Information Used in Developing Process Goals: Historical Information

2 Customer feedback Strategic Goals Process Map: 1. Material or equipment request is submitted by requestor. a. If requester is from the Housing or maintenance staff, the following process will be followed and the request will be processed by facility or maintenance staff: i. Housing support staff will prepare an on-line requisition or MAXIMO purchase order as appropriate: 1. If the purchase is $1,000 or more and not eligible for purchase with the Louisiana LA Carte card, a PRO requisition must be completed, approved by the Director, finalized by the Business Manager, and forwarded to Purchasing for procurement actions. A companion requisition will be created in MAXIMO to allow for inventory control and tracking. 2. If the purchase is less than $1,000 and is made with the Louisiana LA Carte card, a MAXIMO purchase order will be created and the order placed directly with the vendor. 3. Staff receiving material will verify that the items have been properly ordered by checking items received against the Maximo purchase order. 4. The delivery ticket will be signed and dated by the staff member receiving the items. 5. The delivery and receipt will be forwarded to Administrative Coordinator, Room 208 Grace King Hall, where it will be processed. 6. The administrative coordinator mark the items or services as received in the Maximo Purchase Order and will forward all paperwork to Accounts Payable for payment. **See RLOP: 23 for further purchasing requirements and details** b. If requester is not from the Housing or maintenance staff, the total cost is $1000 or more, and not eligible for purchase with the Louisiana LA Carte card, the following process will be followed and the request will be processed by the Business Office: i. The requestor will electronically send to the Business Manager their requirements with specifications, graphics, completed forms, University contract information, etc. as required to identify the items or services required and comply with Purchasing guidelines.

3 1. The Business Manager will prepare a Pro Requisition and release to Purchasing. ii. Staff receiving items or services will verify that the items have been properly ordered by checking the PRO system or calling business office in Grace King Hall. To acknowledge the delivery: 1. The delivery ticket will be signed and dated by the staff member receiving the items. 2. The requester will go to the PRO purchase order and mark the items or services as received. 3. The delivery ticket will be forwarded to the Residential Life Business Office, Accounts Payable, Room 308, Grace King Hall, where it will be processed for payment.

4 P r o c u r e m e n t Procurement Process Diagram: Material Request No Requestor Notified Univ. Store Item Order Processed via Main Frame No Price Obtained $ $1000 Direct Charge PO Prepared (Facilities Only) Order Placed w/ Vendor $1K $ $5K Debt Obtains Fax Quotes Purchase Order Issued and Order Placed w/ Vendor $ $5,000 Purchasing Receives Bids or Quotes Purchase Order Issued and Order Placed w/ Vendor Business Office Receiving Slip Signed and Inventory Updated Item (s) Received

Los Angeles Unified School District Maximo 7.5 / Procurement Module Non-Stock Material Requisition over $25K (XPO) Guide

Post Date: 7/9/18 Los Angeles Unified School District Maximo 7.5 / Procurement Module Non-Stock Material Requisition over $25K (XPO) Guide Revision Log Date Change Description 7/9/18 Changed XPO Request