Purchasing of infrastructure is often done in SupplyNet and these purchases must be approved by the appropriate person. The approval chain on a purchase is determined by the Purchase Requisition amount. More information about purchasing scenarios is available here.
If you pre-purchase infrastructure, use a P-card (credit card) or use an Expenses Reimbursement Form, your assigned Research Support Administrator (RSA) will work with you to assess eligibility and the transfer of these expenses to CFI projects.
There are multiple steps a purchase goes through and therefore some documentation requirements. The documentation required for each purchase includes:
Quote – Uploaded by PI
You will have obtained a quote during the application stage of your project, however; you will be required to request an updated quote from the vendor as the prior quote may have expired.
It is important to ensure that the quote clearly identifies the following:
- List Price (price before any normal and/or educational discounts are applied
IMPORTANT: Any discounts applied should be clearly identified as a normal discount, educational discount, and CFI discount/contribution
- Net Selling Price (the final cost before taxes)
Once the quote has been received and verified that all prices and discounts are clearly stated, create a purchase requisition in SupplyNet and attach your quote.
Purchase Requisition (PR) – Initiated by PI
As described in the purchasing scenarios above, the PR amount will automatically generate the approval chain.
For successful purchase requisition approval:
- Attach CFI quote
- Add internal reference comments using the following format: "PL's name, CFI #, and line item #" (e.g. CFI 12345 Smith LI# 2) IMPORTANT: Your purchase requisition may be rejected if these details are not included in the internal reference field. This information is required for RSO reporting purposes.
- Select the appropriate “Commodity”
- If shipping is included on the quote, add it as a separate line in SupplyNet. If the shipping cost is not included, do not add shipping estimates
- The final price on the PR should not include taxes.
- Extended warranties can be purchased concurrently with the associated infrastructure or purchased through your IOF after your application is approved. If you do not wish to purchase an extended warranty, note this in the “comments” section in SupplyNet.
- RSO will review the PR and confirm the following details: correct speed codes and account codes, percentage breakdown of speedcodes, item descriptions and quantities, as well as price and currency.
IMPORTANT: If your project requires matching funds as per your budget, please ensure to include these matching funds on your first CFI infrastructure purchase. Your purchase requisition may be rejected if matching funds are not included.
Competitive Bid (if applicable) – Led by Supply Management Services (SMS)
The University of Alberta must competitively bid and advertise purchases greater than:
- goods and services $75,000 CDN and above, and
- construction services $200,000 CDN and above.
This process may vary depending on the requirements, dollar value or complexity of the proposed purchase.
The two most common competitive bid processes are:
- Request for Bid
- Request for Proposal
Contact SMS to discuss procurement strategy and timelines at 780-492-4668 or email@example.com
Further information on competitive bid requests and exceptions can be found here.
In-Kind Evaluation – Completed by RSO
The CFI allows in-kind from vendors if they wish to provide this as a contribution towards the CFI project. This contribution comes to the project not only as a discount, but also contributes towards the matching funds. Vendors are not required to offer normal or educational discounts.
IMPORTANT: You may ask for an in-kind contribution from suppliers but should not ask for a specific amount or percentage. For information on how to communicate with vendors about In-Kind contributions to ensure the validity of them, please reference this CFI document.
All In-kind received from vendors, regardless of the amount, will be validated by RSO. An eligible in-kind contribution is a non-monetary resource, provided by the vendor that may include the full or partial value of an item (i.e. a discount or free item/service) that is needed to bring the infrastructure into service.
In-kind can be calculated by the fair market value of an item minus the net selling price (final cost before taxes). The fair market value is the price after normal and/or educational discounts. Further details on how RSO determines the Fair Market Value of an item can be accessed here.
Purchase Order (PO) – Issued by SMS
Once the purchase requisition has been approved by all members in the approval chain, a purchase order is generated. At this time, the vendor is notified of the purchase.
Packing Slip (retain for auditing) – Responsibility of PI
A packing slip will be provided with your purchase when it arrives at the U of A. RSO does not require a copy of the packing slip but we recommend you retain it with your records for auditing purposes.
Receiving and Invoicing – Completed by PI and SMS
Online Receiving (3 Way Match) has been implemented in SupplyNet. Requesters are now required to receive goods and services online before an invoice can be approved for payment (3-way match = PO to Receipt to Invoice). Most invoices keyed or entered into the system will have to be received in SupplyNet prior to payment.
Important: Equipment must be received, installed and in good working order before the item is marked received in SupplyNet and before the invoice is approved for payment. For items under $25,000, the invoice will automatically be paid once the item is marked as received.
For detailed instructions on how to receive in SupplyNet, refer to the Online Receiving User Guide.