Procedures Purchasing

SECTION : PURCHASING

SUBJECT : PROCEDURES IN RECEIVING OF REQUESTS

PURPOSE : To have a standard procedure in receiving of requests

SCOPE : This applies to all Purchasing Personnel

REFERENCE : Requisition Logbook Requisition Form (from four campuses)

RESPONSIBILITIES : Purchasing Personnel

INSTRUCTIONS :

1. Working Scholar receives 2 copies of Requisition Form or Job Request (from the Property Custodian’s Office) and details are recorded in RF Logbook. Signature of the Working Scholar and the date the Requisition Form or Job Request was received by the Purchasing Department is indicated on the upper right corner of the Requisition Form or Job Request.

2. The Requisition Form or Job Request is then turned-over to the Purchasing Staff. The Purchasing Staff checks if the Requisition Form or Job Request is duly signed by the requesting party, the Department Head, the Property Custodian, and approved by the Campus Director, Vice Chancellor, Chancellor or President.2.1.If the Requisition Form or Job Request is complete as to signatures, the items

in the Requisition Form will be for canvassing.2.2.If the signatures on the Requisition Slip or Job Request are not complete, the

Requisition Form is forwarded to the Working Scholar to be returned to the Property Custodian’s Office. Reason for return and date will be indicated at the upper right corner of the Requisition Form or Job Request. Return of Requisition Form or Job Request to the Property Custodian’s Office should be recorded in RF Logbook.

2.3.Schedule for receiving of Requisition forms from the Property Custodian’s Office are as follows:

2.3.1. UC-Main - Every Friday2.3.2. UC-METC - Every Thursday2.3.3. UC-LM- Every Tuesday2.3.4. UC-Banilad - Every Monday

1


SUBJECT : PROCEDURES IN CANVASSING

PURPOSE : To have a standard procedure in Canvassing

SCOPE : This applies to Campus Purchasing In-charge

REFERENCE : Canvass Form Requisition Form Bill of Materials

RESPONSIBILITIES : Purchasing In-charge

INSTRUCTIONS :

1. Purchasing staff will run through the items requested and group the requisition forms according items requested.1.1.For books, journals, magazines, the Requisition Form should have the

endorsement of the Vice-Chancellor (for Academics).1.2.For replacement of defective computers, printers, or equipments, a technical

report should be attached to the request.1.3.For printing jobs, a sample or soft copy should be provided.

2. Purchasing staff will then encode items in the Quotation Sheet grouped according to supplier classification. 2.1.For items wherein description is incomplete, the Purchasing staff confirms

with the Property Custodian’s Office or Requesting Party. Depending on the degree of confirmation required, the Purchasing Staff may use the Verification/Clarification Form for proper documentation.

2.2.For items wherein a sample is provided by requesting party, the sample will be presented to the supplier.

2.3.For computer unit requests of more than 1 unit, the quotation sheet should be through sealed bid and submitted to the Chancellor’s Office.

3. The Purchasing Staff or Working Scholar will fax the Quotation Sheet to suppliers or contractors.

4. The Purchasing Staff should see to it that the canvassing process will be complete within two (2) weeks from receipt of RF/JR.

5. Filled-up Quotation Sheet will be filed for reference. Filing of Quotation Sheets according to supplier classification.


2

SUBJECT : PROCEDURES IN ISSUANCE OF PURCHASE ORDER

PURPOSE : To have a standard procedure in Issuance of Purchase Order

SCOPE : This applies to campus Purchasing In-charge, Purchasing Officer and President/Chancellor.

REFERENCE : Requisition Form Job Request Canvass Form Purchase Order

RESPONSIBILITIES : Purchasing In-charge, Purchasing Officer and President/Chancellor

INSTRUCTIONS :

1. The Purchasing Staff fills-up the canvass sheet on the Requisition Form. The name of the supplier, quoted price, and the quotation sheet number will be indicated on the canvass sheet. 1.1.For office supplies, computer related products, hardware, and electrical

supplies, at least 5 quotations should be received. For urgent requests, 3 quotations will be allowed.

1.2.For other items, minimum of 3 suppliers is required. 1.3.For less than 3 suppliers, an explanation why the minimum 3 supplier

requirement was not followed should be indicated on the canvass sheet and necessary supporting documents to be attached.

2. The name of supplier to whom the item will be awarded and the price will then be highlighted.

3. A Purchase Order is then prepared. The bases for choosing a supplier are price competitiveness and quality of goods.3.1.Awarding of items to a supplier not offering the lowest price may be allowed

if:3.1.1. to minimize the number of Purchase Orders to be issued per

Requisition Form provided the price difference does not exceed P203.1.2. the total value of the item to be purchased from the supplier would be

impractical for the supplier to deliver (no other purchase to be made and the total amount is minimal) provided the price difference does not exceed P100

3

3.2.For purchases, wherein Purchase Order is issued in the name of the Purchasing Officer, the Purchase Order should be printed in blue paper for special monitoring of Cashier’s Office Liquidation Staff.

3.3.For items below P300 and below, item may be purchased using petty cash.

4. The Purchasing Officer checks the Purchase Order prepared versus approved Requisition Forms, Quotation Sheets, and other pertinent documents. If all documents are in place, the Purchasing Officer signs the Purchase Order.

5. The checked Purchase Order will then be logged in the Purchase Order Logbook and forwarded to the President or Chancellor’s Office for approval.

6. Approved Purchase Orders will then be ordered. For disapproved requests, the requesting party will be informed.

4


SUBJECT : PROCEDURES IN ORDERING/PURCHASING OF ITEMS

PURPOSE : To have a standard procedure in Ordering/Purchasing of Items.

SCOPE : This applies to Campus Purchasing In-charge and or Purchasing Personnel

REFERENCE : PURCHASE ORDER

RESPONSIBILITIES : Purchasing In-charge and or Purchasing Personnel

INSTRUCTIONS :

1. Construction projects and services exceeding P100K1.1.The approved Purchase Order and other pertinent documents are forwarded

to Legal Department for preparation of contract. 1.2.Signing and notarization of contract will be facilitated by Purchasing Staff.1.3.The Building Supervisor or personnel in-charge of the project will be

informed of the approval and given a copy of the Contract.1.4.The Purchase Order and Contract will then be forwarded to the Property

Custodian’s Office for processing of down payment if applicable or progress billings.

2. Approved Purchase Order on credit term 2.1.The Purchase Order is faxed to supplier. Supplier is then asked when they

could possibly deliver the items. 2.2.The evaluation portion of the Purchase Order is then filled-up as to date

faxed and possible delivery date.2.3.The Original copy of Purchase Order will be forwarded to the Property

Custodian’s Office for monitoring of delivery.

3. For approved Purchase Order with COD term3.1.Approved Purchase Order will be forwarded to the Property Custodian’s

Office for recording.3.2.The Property Custodian’s Office will then forward the Purchase Order to the

Cashier’s Office for preparation of payment.3.3.When check payment is already available, the Property Custodian’s Office

will coordinate with the supplier for delivery or pick-up of items except for Purchase Order Payable to Purchasing Officer. Purchase of items for Purchase Order payable to Purchasing Officer will be arranged by the Purchasing Department. Turn-over of items purchased and a copy of the

5

receipt should be covered by a transmittal sheet duly acknowledged by Property Custodian’s staff.


SUBJECT : PROCEDURES IN FILING OF DUPLICATE PURCHASE ORDERS

6

PURPOSE : To have a standard procedure in Filing of Duplicate Purchase Orders

SCOPE : This applies to Campus Purchasing In-charge and or Purchasing Personnel

REFERENCE : Purchasing Order Requisition Form Canvass Form

RESPONSIBILITIES : Purchasing In-charge and or Purchasing Personnel

INSTRUCTIONS :

1. The Purchasing Staff should retain a copy of the approved Purchase Order and the necessary supporting documents.

2. Purchase Orders are filed according to requesting department and per campus.

7


SUBJECT : PROCEDURES IN HANDLING PETTY CASH

PURPOSE : To have a standard procedure in Handling Petty Cash

SCOPE : This applies to Campus Purchasing In-charge and Purchasing Officer

REFERENCE : Petty Cash Voucher Requisition Form Official Receipt Liquidation Form

RESPONSIBILITIES : Purchasing In-charge and Purchasing Officer

INSTRUCTIONS :

1. Petty cash allotted is P5,000 per campus and the custodian is the Purchasing Officer. This fund may be used to purchase items not exceeding P300 and for transportation expenses.

2. The Purchasing Staff fills-up a Petty Cash Advance Slip and attaches the Requisition Form and submits it to the Purchasing Officer.

3. Purchasing Officer releases the requested amount and monitors liquidation.4. The Purchasing Staff should liquidate within 5 working days. Liquidation is done

by filing-up a Petty Cash Voucher and attaching the official receipt or invoice together with the copy of requisition form.

5. Replenishment of petty cash fund is prepared before it is depleted.6. A summary of petty cash disbursements is prepared for replenishment of the

fund. The summary is submitted for approval to the President/Chancellor.7. Approved summary for replenishment will be submitted to the Cashier’s Office

for preparation of replenishment check.

8


SUBJECT : PROCEDURES FOR CANCELLATION OF PURCHASE ORDER

PURPOSE : To have a standard procedure for Cancellation of Purchase Order

SCOPE : This applies to Campus Purchasing In-charge and Purchasing Officer

REFERENCE : Purchase Order Waiver from Supplier

RESPONSIBILITIES : Purchasing In-charge and Purchasing Officer

INSTRUCTIONS :

1. Purchase Order may be cancelled due to the following reasons:1.1.As per directive of the President/Chancellor1.2.Waiver by supplier

2. The Purchase Order will be stamped cancelled and forwarded to the Property Custodian’s Office. A copy will be retained and attached to the filed approved Purchased Order.

3. For cancellation per directive of the President/Chancellor and the approved Purchase Order was already faxed to the supplier, the supplier will be informed of the cancellation by sending them a copy of the cancelled Purchase Order and requiring them to acknowledge receipt of the cancelled Purchase Order.

9


SUBJECT : PROCEDURES IN ISSUANCE OF ORDER SLIP FOR FUEL, LUBRICANT AND TIRE VULCANIZING

PURPOSE : To have a standard procedure in Issuance of Order Slip for Fuel, Lubricant and Tire Vulcanizing

SCOPE : This applies to University Driver and Purchasing Officer

REFERENCE : Purchase Order Fuel

RESPONSIBILITIES : University Driver and Purchasing Officer

INSTRUCTIONS :

1. Only the following can request for gas order slip:1.1.Driver of UC private cars1.2.Driver of school bus endorsed by transportation head1.3.Bodyguards and personal drivers of the President, Chancellor, and1.4.UC personnel with endorsement from President or Chancellor’s Office

2. The requesting party informs the working scholar of the details (quantity and item for request, preferred gas station) of request. The working scholar writes the details on an order slip. The requesting party signs the order slip.

3. The order slip is forwarded to the Purchasing Officer for approval. Bodyguards and personal drivers of the President, Chancellor, andXXXXXX is only allowed to request 10 liters per month as per VC-Admin memo dated August 15, 2011.

4. A summary of purchases per vehicle is prepared for each billing received to be forwarded to the Cashier’s Office for payment.

5. Every 15th and 30th, a consolidated summary of all billings is prepared. Copy of consolidated report for UC private cars and UC buses is given to the transportation head.

10


SUBJECT : PROCEDURES IN ACCREDITING SUPPLIER

PURPOSE : To have a standard procedure in Accrediting Supplier

SCOPE : This applies to Purchasing Officer and President/Chancellor

REFERENCE : Supplier Registration Form

RESPONSIBILITIES : Purchasing Officer

INSTRUCTIONS :

1. A company or person should be accredited before any transaction as a supplier is made.

2. Prospective suppliers must fill-up a supplier registration form and submit the required documents to the Purchasing Head.

3. The Purchasing Head reviews supplier registration form and the required documents. The Purchasing Head makes necessary verifications when necessary.

4. All documents submitted are filed per supplier and grouped as accredited and not accredited. Accredited suppliers are further grouped as active and inactive.

5. The Purchasing Head updates the accredited supplier list regularly which serves as reference for the department.

6. The Purchasing Head requests for updated Business Permit yearly (by March).1.

11

Supplier Registration Form

Corporate Name/Business Name

Trade Style

Business Address

Tel. No.

Fax No.

Contact Person

If a corporation, answer the following:

Date of Incorporation

President’s Name

Vice-President’s Name

Secretary’s Name

Treasurer’s Name

If a partnership, answer the following:

Date of Organization

Name of Partners and address

If Single Proprietorship, answer the following:

Name of Principal

Address

List at least three (3) major clients, contact person & contact number: (to whom your firm is presently supplying services or products)

12

Name of Client Contact Person Contact No.

Please submit a copy of the following together with this form:a. Business Permitb. Corporation – SEC Registration, Articles of Incorporation & By-Lawsc. Single Proprietorship – DTI Registration & owner’s identification (government

issued)d. BIR Certificate of Registration (BIR Form 2303 pr 1556)

Submitted by:

______________________Signature over Printed Name

Date: _________________

13

Procedures Purchasing

Documents

Transcript of Procedures Purchasing