UIC Procedures and Deadlines for Renewing or Establishing Annual Orders for FY2023 / FY2022 Encumbrances

Requirements

• iBuy should be used for all requisitions and purchase orders. This includes both regular and standing orders.
• The iBuy Purchase Requisition Form introduced last year replaced the Route to Purchasing Form, Non-Catalog Order Form, Controlled Substances Form, Radioactive Substances Form and the Route to Materials Management Form. It also incorporates information regarding Small Purchases including whether multiple quotes were obtained.
• Standing orders should be initiated with the iBuy Standing Order Form. The new Standing Order Form does not require the price-quantity flip, nor that a line item be limited to $999,999 or less.
• Payment Terms other than Net 30 are now permitted in iBuy. Please consult the Job Aid at: https://www.obfs.uillinois.edu/training/materials/ibuy/, Requesting Non-Standard Payment Terms in iBuy.
• Shipping/Freight costs, if they are additional to the supplies or services, should be identified in a separate line item in the iBuy requisition, or they will not be paid by University Payables if included and/or separately stated on the vendor’s invoice. We are working on an alternative way to identify these costs on the Purchase Requisition Form to facilitate payment processing.
• Please contact UIC Purchasing if you believe that a Banner requisition or purchase order is needed. Banner requisitions will only be accepted and processed on an exception basis. Banner must still be used for nonconforming orders.
• Standing Orders should be established to serve as master contracts with a vendor for which there are continuing, multiple requirements on an “as needed” basis throughout the fiscal year for certain supplies or services. The amount of the standing order should be your total estimated spend for all items expected to be ordered. Vendors for standing orders estimated to exceed $50,000 annually will be subject to requirements for registration with the State Board of Elections and submission of Financial Disclosures and Conflicts of Interest Forms.
• Small Purchases of $10,000 to $100,000 require multiple quotes.
• Small purchases using federal or federal pass-through funds (Fund Codes 4xxxxx and 5xxxxx), shall comply with the Uniform Guidance Micro-Purchase requirements and include multiple quotes at $10,000.
• All other small purchases shall comply with the Chief Procurement Officer for Higher Education Administrative Rules at Sec.4.2020(a) which include documentation demonstrating competition (quotes) from multiple vendors for purchases $20,000 to $100,000.

Such quotes can be informal (e.g., via telephone or email). The multiple quotes must be documented in iBuy Internal Notes or Comments, or attached in iBuy Internal Attachments, and must identify the vendors which provided the quotes and the method by which the quotes were obtained; or the reasons why multiple quotes, including from small and diverse businesses, were not obtained.  UIC Units are encouraged to solicit at least one quote from a Business Enterprise Program (BEP) certified diverse vendor when available. These requirements are now addressed in the iBuy Purchase Requisition Form and Standing Order Form.

Sole Source and Exempt procurements (e.g., professional memberships, subscriptions, athletic/artistic/musical performances or events, sponsored research, or medical supplies and services necessary for delivery of care and treatment at UI Health facilities) still require creation of iBuy requisitions, regardless of amount. Purchasing will advise the requisitioner of other requirements, as applicable, to process Sole Source and Exempt procurements.

If your purchase order, including for a competitively-solicited award, is expiring and there is a continuing need for services or supplies, but no Renewals are available, then you will need to submit a requisition for a new purchase order or new competitive solicitation to be initiated.  This should be done as soon as possible to permit adequate time to draft, issue, receive responses, evaluate and recommend an award for a competitive IFB (Invitation for Bid) or RFP (Request for Proposal).  A requisition for a competitive solicitation should continue to use “iBuy Bid Vendor” as the vendor.

Deadlines

For FY2023 purchase requirements needing a start date of 7/1/2022, it is essential that departments submit requisitions in a timely manner to allow sufficient time to process renewals (if any are available), or competitive bids, RFPs, Exemptions, or Sole Sources, prepare recommendations for the Board of Trustees, if necessary, and obtain all necessary approvals, to issue an annual order by July 1st.

How to Renew an Annual Order

• Due to the new iBuy forms that were released in December 2020, please do NOT copy from previous (FY2021) carts that were created using the old forms.
• ACCOUNTING DATE/TRANSACTION DATE – FY2023 orders must have a July 1, 2022 or later Accounting Date
• REQUESTED DELIVERY DATE/DELIVERY DATE: If the FY2023 order will be used for the entire year, make the Requested Delivery Date June 30, 2023.
• Enter the previous fiscal year Purchase Order number in the Previous Purchase Order Number field under Internal Notes and Attachments, e.g., P0907737 (FY22). All other information should be entered in the “Internal Notes” or “Internal Attachments” sections.
• Enter the following in the “External Notes” field e.g.
  STANDING PURCHASE ORDER TERM 07/01/22 TO 06/30/23 REPLACES PO #Pxxxxxxx. FURNISH THE FOLLOWING “AS REQUESTED OR SCHEDULED ONLY”. THIS PO IS SUBJECT TO CANCELLATION. PO is not to be used for any purchase of supplies or services, nor should any work be performed or invoices issued, before July 1, 2022 or the date PO was issued, whichever is latest.
• Please provide information regarding source of State authority, such as RFP, IFB, Sole Source, or Exemption numbers and the iCS or Contracts+ Contract Number in the “Bulletin Award Number” and “Contract Number” fields under Internal Notes and Attachments. Additional information including Vendor quote numbers; Statewide contract numbers associated with Joint/Group Purchasing Organizations/Consortia contracts such as IPHEC, Novation/Vizient, E&I or IL Central Management Services; and any other source of pricing should be entered in the “Internal Notes” section.
• Users will receive an iBuy email notification when a purchase order is created that includes the purchase order number (unless the user has turned off such notifications in their notification settings).

Encumbrances

Fiscal Year 2022 will end on June 30, 2022. Completed and approved requisitions for purchases of supplies and services that are to be charged to your Fiscal Year 2022 budget and encumbered with FY2022 funds must be received in UIC Purchasing by the dates listed in the deadlines section to ensure encumbrance of funds in FY2022. NOTE: Purchases funded with State appropriations must be encumbered in the current fiscal year. Purchase orders issued after July 1 will be charged to your FY2023 budget.

Who to Contact:

UIC Chicago Purchasing Questions:

UIC Purchasing: 312-996-2850 or UICPurchasing@uillinois.edu

UIC Chicago iBuy Assistance:
Please see the UIC information found on the iBuy Who to Ask page or email questions to UICPurchasing@uillinois.edu.