High Value Purchase Orders- Orders Greater than $2,500 Value

High Value purchase orders are required for any purchase which exceeds $2,500(effective 12/1/97)including tax, freight and handling charges. The activities supporting high value purchase orders are conducted by the University's professional purchasing staff that have specific authority to approve the commitment of purchases which exceed the amount granted to departmental buyers assigned throughout the campus community. Professional buyers are presented with a purchase requisition from campus departments. The buyer will take action to procure the goods or services requested by campus departments after ensuring that all policies, procedures and authorizations have been observed. Vendors should not act on any transaction exceeding $2,500 if the transaction is not presented or authorized by a member of the professional purchasing staff.

The identifying characteristics of a High Value Purchase Order are an eight digit numeric number which begins 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 facsimile. For your convenience, a list of our professional buyers and phone numbers is provided on the "Quick Reference Guide: UCSD Purchasing Directory for Vendors."

Low Value Purchase Orders- Orders Less than $2,500

In addition to the centralized purchasing activities conducted by the University's professional buyers, UCSD has a decentralized program under which many departmental employees have been delegated authority to issue Low Value Purchase Orders (LVPO's). LVPO's can be used to order merchandise and routine services for values up to $2,500(effective 12/1/97)per day, including tax, from qualified suppliers. Vendors should not accept LVPO's which exceed the stated low value limit.

There are approximately 3500 employees at UCSD who are delegated authority to purchase goods and services with LVPO's without involving the Purchasing staff. The majority of LVPO's are placed by telephone or in person by an authorized departmental employee. The identifying characteristics of a LVPO is an eight digit numeric PO number which begins with the number '2' or '2A'. Vendors should ensure proper identification is provided by anyone who presents a LVPO transaction on behalf of UCSD to ensure they are a current University employee. If the LVPO 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. This requirement for identification is of the utmost importance if the person presenting the LVPO intends to pick up the goods.

'Express Card' - Master Card Procurement Card

Over the next six months, suppliers may be presented with a new method of doing business with UCSD employees called the Express Card. Express Card is a MasterCard issued by the First National Bank of Chicago which resembles a personal bank card. The Express Card is designed to be used by authorized UCSD employees to purchase routine goods and services costing less than $2,500, including shipping, handling and tax. While full liability rests with the University for immediate payment, the cardholder, whose name is imprinted on the card, is responsible for all purchases made using the Express Card. The Express Card is a purchase card based system which benefits UCSD and suppliers through:

• prompt payment to suppliers through the MasterCard bank card program
• elimination of purchase orders and invoices
• distribution of low value purchase authority

Just like any other MasterCard, the card can be swiped at the supplier site or used to place orders via telephone by giving the card account number to the supplier. No invoices or monthly statements are required from the suppliers although cardholders may request some form of confirmation from the vendor that identifies the detail of the items being purchased and shipped. The bank "bills" UCSD electronically for the net amount of all authorized transactions processed. Each Express Card has a pre-set spending limit which may not be exceeded under any circumstances. NO PERSONAL EXPENSES ARE TO BE CHARGED TO THE EXPRESS CARD AT ANY TIME OR FOR ANY REASON WHATSOEVER.

Shipping to UCSD

Always ensure that the delivery address given is a valid UCSD location regardless of the type of procurement tool presented. A list of all current UCSD delivery addresses is available. If a delivery address is other than one of those listed, please confirm by contacting UCSD Purchasing at (858) 534-3084.

Invoicing UCSD

When invoicing UCSD, the 8 digit purchase order number must be included on the invoice (unless the transaction was presented using UCSD's Express card, in which case there is no invoice.) This number facilitates the process of verifying the purchase, identifying the requesting department and ensuring prompt payment. Invoices should be mailed to:

     UCSD Disbursements
     9500 Gilman Drive
     Mail Code 0955
     La Jolla, CA.  92093-0955  
     Phone:  (858) 534-4080

WWW Site- Vendor Guide to Doing Business with UCSD

We invite all vendors to visit this site on a regular basis to keep abreast of any changes to the policies and procedures outlined in this writing and other useful information about UCSD's procurement process.

Additional Information:

• UCSD Purchasing Directory: This is a directory of Professional Buyers at UCSD, their addresses and phone numbers
• Valid UCSD Shipping Addresses: This list does not include all possible shipping addresses, but does provide the most common mailing and shipping addresses.

We hope you find this information useful and informative. Should you have any questions, or need assistance with UCSD Purchasing issues, please contact our offices.

Sincerely,

Linda Collins
UCSD Purchasing Manager