Welcome to the NCSA Purchasing Wiki!
How to Make a Purchase
- Access the Request to Purchase (RTP) tool at https://internal.ncsa.illinois.edu/mis/rtp/index.php.
- Enter your request, and allow the purchasing process to flow. There's a job aid below to help if you need it.
- Access the RTP demo from the May 2020 training here: https://mediaspace.illinois.edu/media/t/1_iny112b7.
- Reach out to Carey Ann Cash, NCSA's Purchasing Specialist if you have questions.
Process Flow
End user enters request into RTP
PI Reviews RTP
Finance Reviews RTP
Purchasing Specialist Reviews RTP
Purchasing Specialist assigns RTP to herself or administrative staff support to complete
Requisition is issued or P-card is used to make payment
UIUC Purchasing Office reviews requisition or P-card exception if necessary
PO is issued or P-card is used to make purchase
Quick NCSA Purchasing Training
View the attached Power Point presentation for a quick purchasing overview.
Important Reminders
- If your purchase is $10,000 or greater, you must have 3 quotes or a Small Purchase Waiver (https://www.obfs.uillinois.edu/bfpp/section-7-purchasing/section-7-2/small-purchases) if only 1 vendor is available.
- Fill in the RTP correctly (i.e., make sure dollar amounts are entered, correct CFOPA is used, etc.)
- Use contracted vendors such as CDW, Dell, SHI, Grainger, and VWR when possible.
- Internal campus vendors such as Illini Union TechZone, Bookstore, U of I Catering, Conference Center at I Hotel, Document Services, and F&S Stores are all available for our use.
- All purchases are governed by the Illinois Procurement Code (https://ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7), which means that we must plan accordingly to allow for time to purchases to make it through the procurement process.
- If you are unsure where to procure an item or service, reach out to Janet Smith.
Who to Contact
| Name | Title | Phone | |
|---|---|---|---|
| Carey Ann Cash | Purchasing Specialist | NCSA-Purchasing@mx.uillinois.edu | 217-265-6396 |
| Janet Smith | Sr. Finance Coordinator | jlsmith6@illinois.edu | 217-265-6129 |
FAQs
Q1. What is considered a purchase?
A1. Any physical good or service
Q2. What does "end user" mean?
A2. The end user is the person that is using the product or service to complete their task or goal.
Q3. Can a vendor's web page offering a product at a specific price constitute a quote for the RTP?
A3. In some instances a web page with pricing can be sufficient information and will constitute a quote. Please note that sometimes more information will be required.
Q4. What is the process for reporting communications with vendors in regards to pricing?
A4. Please refer to the University Ethics and Compliance website for instructions on how to report vendor communications. https://www.ethics.uillinois.edu/cms/one.aspx?portalId=1216&pageId=9247
Q5. What happens if we want to try out a piece of equipment or software for free? Will that vendor be excluded from submitting a bid if we have to do a solicitation?
A5. If you want to try out a piece of equipment for free, please discuss this with the Purchasing Specialist before obtaining the product or service. If not handled correctly, the vendor could be disqualified from bidding if a formal solicitation is required for making a purchase. We do have ways to avoid that from happening, but it just takes some planning and communication.
Q6. What does Account mean under the Order Overview section of the RTP tool?
Q6. The Account in this instance means the CFOPA. This is the Chart, Fund, Organization, Program, and Activity Code to be utilized to make the purchase. Please talk to the your PM or Accountant if you are unsure what to use.