layout University Affiliated Research Center - UC Santa Cruz - NASA Ames Research Center

Purchasing Goods and Services

There are two primary methods of requesting and purchasing goods and services. The first is utilizing a ProCard, and the second is a formal purchase order. Please note that all purchases require approval from the Task Manager (TM) or Technical Area Manager (TAM), prior to purchase. In addition to these options, there is a specific process for business cards.

ProCard
A ProCard is a University issued credit card used for a wide variety of purchases; i.e. supplies, non-inventorial equipment, non-sensitive materials, etc. The ProCard allows designated and certified users to purchase items directly and funding is charged to a designated task. Technical Area Manager (TAM) must assign and approve each user.

Purchase Order
If purchasing without a ProCard OR for purchases of non-qualified materials for the ProCard method, non-sensitive materials over $2,500, stand alone equipment over $2,500 and sensitive materials over $1,000 must be requisitioned the the University CruzBuy Purchasing System.

Additional Resources
Process Flow Charts and Forms
Definiton of Terms

Contacts

UARC Subcontracting Officer  
Andrei Trifonov  
(650) 604-1284  

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ProCard

A ProCard is a University issued credit card used for a wide variety of purchases; i.e. supplies, non-inventorial equipment, non-sensitive materials, etc. The ProCard allows designated and certified users to purchase items directly and funding is charged to a designated task. Technical Area Manager (TAM) must assign and approve each user.

UCSC has selected VISA to provide purchasing cards to the University. Using these purchasing cards, the authorized cardholder can make authorized purchases within their limits without needing to complete a requisition or purchase order. To qualify for a card, employees, at the request of their Task Manager, must take the UCSC ProCard Cardholder On-line Training and pass an online exam. ProCards can be used to make purchases for:

  • Non-Sensitive Materials under $2,500
  • Sensitive Materials under $1,000
  • Stand Alone Equipment under $2,500

  • Items that cannot be purchased on the ProCard must go through the purchase order process (for a complete list go here).

    Instructions:

    If you currently do not hold a ProCard, please discuss this option with your TAM and then contact the UARC ProCard Supervisor in the UARC Finance Office.

    1. Confirm materials are not a restricted purchase. All service providers must also be pre-approved.
    2. Develop specification for the materials.
    3. Contact qualified suppliers for pricing quotes.
    4. Place the order using a VISA ProCard, having materials shipped directly to the card holder.
    5. Reconcile monthly statement, attaching original receipts.
    6. Mark receipts with one of the following:
    7.  

      a.



      If materials are to be incorporated into an existing property tagged item, provide that tag number.
       

      b.



      If materials are to be incorporated into a fabrication effort, provide the name of the fabrication effort/item.
       

      c.


      If neither are applicable, identify purchase as ‘consumables’.

    8. Sign and submit statement to Task Manager for approval.
    9. Submit approved statement to UARC Finance Office.

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    Purchase Order

    If purchasing without a ProCard OR for purchases of non-qualified materials for the ProCard method, (non-sensitive materials over $2,500, stand alone equipment over $2,500 and sensitive materials over $1,000), purchases must be requisitioned through the University CruzBuy Purchasing System.

    Instructions:

    The following forms are required to be completed and submitted to the Subcontracting Officer and Task Manager along with copies of the material or service specifications and quotes:

    1. Requestor compiles the specifications of the purchase and identifies potential suppliers.
    2. Requestor obtains quotes from the supplier. If the purchase is a Sole Source purchase, only one quote is required. (See detailed information on requirements for Sole Source purchases). If the purchase is not a Sole Source, a minimum of two but preferably three quotes are required. If a quote is not available from the supplier, the supplier needs to be identified on the PUR201-R form in the section titled "Sourcing Considerations."
    3. Requestor completes the Material Pre-Requisition form.
    4. Requestor completes the PUR201-R form.
    5. Requestor sends an email to the Task Manager with a copy to the Subcontracting Officer requesting approval of the order with the following items attached:
    6. The email should contain the following:
      • Subject line: Requestor's Last Name - Preferred Vendor
      • Body of Email:

        • "Attached please find documentation to purchase XXXX from vendor XXXXX against Task Number XXXXX for a total amount of $XXXXX."
        • The Task Manager reviews the request and "Replies All" to the email with an approval or denial/request for more information.
        • When the Subcontracting Officer receives the approval from the Task Manager, the documentation will be reviewed and the order placed. Email notification will be sent to the Requestor after the order has been placed with the vendor.
      • All items will be shipped to the Requestor's office unless other shipping instructions are requested in the PUR201-R form or if equipment tagging is required. The Requestor will be notified by the Subcontracting Officer if any of the items require Equipment Tagging. Those items requiring tagging will be shipped to the Subcontracting Officer and the Requestor will be notified once the item is ready for pick-up.

    For your reference, a copy of this process flow diagram may be seen by clicking on the below link:

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    Business Cards

    Please contact Debbie Murchison for inquiries.

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    Forms and Process Flow Charts

    The following links are provided for reference. If you have any questions, please contact the UARC Subcontracting Officer or the UARC Business Office.

    Forms

    Process Flow Charts

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    Definition of Terms

    Equipment
    Equipment means commercially available items capable of standalone use, including those to be acquired for incorporation into special test equipment or special tooling.

    Equipment Tagging
    Per NASA property management requirements, all equipment valued over $2,500 and sensitive items will require property tagging. This process is completed by the Subcontracting Officer in Building 19 of the NASA Ames Research Park.

    All requisitions falling into the parameters of equipment valued over $2,500 or sensitive items valued over $1,000 will be required to be tagged. All requisitions will direct the shipment to be delivered directly to the Subcontracting Officer, and once the tagging process is complete, the requisitioner will be contacted to pick-up the materials for final disposition of materials.

    Fabrication
    A fabrication, also called a "fab," is an item manufactured from component parts and from parts machined or constructed from scratch in any one of UCSC's onsite shops. When the completed item has a value of $2,500 or more, can stand alone, and has a useful life of one year or more, it is considered a piece of inventorial equipment.

    Final Disposition of Materials
    Within the PUR210-R, Section B “Disposition of Materials or Service” is utilized to determine the applicability of equipment tagging. This section of the PUR210-R will identify the final disposition of the materials, whether they are to be incorporated into a fabricated unit, are standalone, or upgrades to existing tagged equipment. It is also important to identify whom will be responsible for the NASA property while in the UARC’s custody. This is generally the person requesting the materials or will be the primary user of the requested materials.

    Non-Sensitive Materials
    Any material or services not listed in the sensitive materials list.

    Sensitive Materials
    Sensitive materials are those items valued at $1,000.00 or more, which are generally categorized as electronics and therefore require a greater degree of control and accountability. This generally means the items require NASA equipment tagging.

    The following list of items are considered Sensitive:

    • Items regardless of acquisition value:

      • Weapons, all forms including (but not limited to) - Air, Spring Powder, or other Propulsion Systems
      • Environmentally Hazardous Devices
    • Items with an acquisition value of $1,000 or above:

      • Monitors
      • Printers
      • Scanners
      • Terminals
      • All Types of Drives (fixed or removable) CD, DVD, Tape, Disk etc.
      • Computers, all Microcomputers and personal computers, including desktop systems, work stations, laptops, notebooks, handheld computers, and other portables.
      • Cameras (All Types)
      • Recorders and Players, including (but not limited to) digital, laser, cassette, and reel to reel.
      • Radios, Receivers, and Transceivers
      • Televisions

    Services
    Service is useful labor performed for another that may or may not produce a tangible commodity. Service includes, but is not limited to: computer programming; service and repairs to office equipment; and training or consultation. These types of transactions require special processing due to federal employment restrictions.

    Stand-Alone Equipment
    Stand-Alone equipment are materials that can be operated as a single unit, and are not required to be incorporated into another item to function.

    Sole Source
    A sole source is defined as a need for materials so specific that there is only one supplier that is capable of fulfilling the order. To qualify for a sole source, a series of qualifying questions must be answered in the section "Sourcing Considerations" on the PUR201-R form.

    If the requisitioner is requesting a single supplier source, the section "Sourcing Considerations" will need to be completed.  It is requested that this portion of the form not be copied from previous requests (such as a template), as it is important to review each justification carefully in order for the request to be approved by the Purchasing Department.  Any inconsistencies with this information may result in a delay processing the requisition or a denial of a soul source request.

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