INFORMATION FOR SUPPLIERS

Procurement Methods

Summary: Find out the different types of procurement methods used by UCSD.

As a supplier, UCSD buyers may present you with three different types of authorized purchase transactions:

• Express Card, which is a VISA card used by authorized staff and faculty
• Departmental orders/low value purchase orders processed by authorized individuals throughout the campus
• High value purchase orders processed by the Procurement & Contracts staff

Express Card - VISA card

Express Card is a Visa© purchasing card issued by U.S. Bank to UCSD employees who have authority to buy goods and services on behalf of their departments. The card simplifies buying and paying for most routine, low-cost goods and services.

• Although each Express Card bears the cardholder's name, it is issued to UCSD, making UCSD responsible for prompt payment to U.S. Bank. However, cardholders are responsible for ensuring proper use of the card.
• Authorized UCSD employees may use the Express Card procurement card to purchase routine goods and services costing less than $4999, including shipping, handling, and tax.

Department Order (Low Value Purchase Order)

UCSD has a decentralized program under which many departmental employees have been delegated authority to issue Department Orders.

• Authorized individuals may use Department Orders to order merchandise and routine services for values up to $2,500 per day, including tax, from qualified suppliers.
• Suppliers should not accept Department Orders that exceed the stated low value limit.
• Employees place the majority of Department Orders by telephone or in person.
• If the Department Order is delivered in person, request identification in the form of a UCSD picture identification card, valid driver's license or other valid identification.
• If in doubt about the identification of an individual, please feel free to contact UCSD Purchasing at (858) 534-3084. We will attempt to validate the identification by contacting the appropriate campus personnel.
• You may link to our online directory, or you can obtain a campus directory for marketing to individual departments by calling the UCSD Bookstore (858) 534-7323

High Value Purchase Order

Professional buyers in Procurement & Contracts issue High Value Purchase Orders (HVPOs), required for inventorial equipment, items restricted from Department Order or Express Card, and purchase prices that are above the limits for other methods.

• High Value purchase orders are required for any purchase that exceeds $2500 including tax, freight and handling charges not purchased on the Express Card.
• Campus departments present the professional buyers with a purchase requisition. The buyer takes action to procure the goods or services requested after observing all policies, procedures, and authorizations.
• Suppliers can identify a High Value Purchase Order by its eight digit numeric number beginning with '1', and the authorization from a professional buyer either as presented on the printed purchase order, or confirmed by a professional buyer by phone or fax. Please see the Listing of Procurement Specialists by Location, for names, phone numbers, and locations of members of the procurement staff.
• Suppliers should not act on any transaction exceeding $2,500 not presented or authorized by a member of the professional procurement staff, or placed by an authorized Express Card user.