Aggie Enterprise: Requisition Attachments

Updated: 7/31/23

Description

Including attachments when creating a Requisition is required for specific types of purchases.

Additional documentation is required for multiple purchasing types, as identified below.

If additional documentation is required, and not completed, it will result in order delays and the return of your Requisition to complete the additional information.

NOTE: No sensitive data, including credit card numbers, social security numbers, or personal health information (PHI) is to be included in any attachments.

Intended Audience

The primary audience for this guide is departmental purchasing staff.

Applicable Oracle Roles

UCD Purchasing Requisition Entry JR

Navigation Path

Steps

Click on the + icon to attach documentation at the header level of the Requisition or on the individual line item.
In the Category field, identify the accessibility of the attachment:
- Internal to Requisition: Attachment remains on Requisition, but does not transfer over to the associated Purchase Order.
- Miscellaneous: Anyone with access to the Requisition can view the attachment, and it transfers over to the associated Purchase Order.
- To Approver, To Buyer, To Receiver, To Supplier: Selecting one of these options will include the attachment in the approval notification. To ensure an attachment is transmitted to the supplier, be sure to set the Category type To Supplier.

Specific Attachments and How to Use

The following situations require the completion of supporting attachments (documentation). Complete and attach the relevant form from the SCM website.

Approval Form for Software and Related Services	When purchasing software that is not on an established university purchasing agreement, this form must be completed and attached. This form is not required for Oracle catalog software purchases and when citing an agreement on a Requisition document.
Capital Asset Form	When purchasing an item that meets the definition of a capital asset, the Capital Asset Form must be completed and attached. The required Capital Asset Form includes the owning department and building and room number and is required per university capital asset tracking policy. A capital asset is a stand-alone item with a cost of $5000 or more with tax, but for purposes of Oracle, the threshold is $4670 and higher, with a life span of one year or longer. This form is also required when processing an add-on to an existing capital asset or when processing a trade-in where a discount will be offered for a new item with the trade-in of an existing item. The information on the form is used by Equipment Management to add the value to the appropriate existing capital asset or to remove the applicable item(s) from university inventory. For a trade-in, in addition to completing the form, in the Billing section, the Asset Trade In Value field is to be completed with the dollar value that is being offered by the supplier for the existing item. The value will not be reduced at the time of Requisition creation, but will be reduced accordingly when the applicable line item is invoiced. When purchasing capital assets for a research project in California that is eligible for the California State reduced use tax program, in addition to attaching the form, the R&D Exemption field in the Billing section must be identified as yes; this will drive the routing to Tax Accounting and Compliance for review and approval. If the Requisition is approved, the lower tax rate will be calculated.
Confirming Order Justification form	This form must be included when a Requisition is being created to document an unauthorized purchase.
Conflict of Interest form	If there is a potential conflict of interest with the supplier being selected (e.g., relative or near-relative, former employee, etc.), this form must be completed and attached.
Covered Services Carve Out Justification Form	The Covered Services Policy requires that services that can be completed by a university employee or unit are not contracted to an outside supplier. An exemption request from the Covered Services Policy requires the completion and attaching of the Carve Out Justification form.
Independent Contractor Pre-Hire Worksheet	When purchasing from an independent contractor, the Pre-Hire Worksheet must be completed and attached. The form helps to ensure that the person is performing work as an independent contractor and not as an employee.
Source Selection and Price Reasonableness Form	When a request is a sole source request, where only one supplier can fulfill the request, the Source Selection and Price Reasonableness Form must be completed and attached. In addition, the Individual Disclosure Statement for Proposed Sole Source Purchase form must also be completed when a request identifies that only one supplier can fulfill the request. The Source Selection and Price Reasonableness Form is also required for transactions: citing federal funds that are at/over $10K at/over $100K citing a supplier that is not a certified small or Disabled Veteran Business Enterprise (DVBE) for requests at/above $10K

Notes

If a document is attached in error, it can be deleted and removed from the Requisition prior to the Requisition being submitted. Once the Requisition is submitted, the attachment cannot be removed by an approver, but an approver can reject and return the Requisition to the initiator, and the initiator can then delete/remove the inadvertent attachment.