How to Complete and Approve a Non-Catalog Requisition

Department Buyers are an important role for ensuring purchase policy compliance and are required to review the submitted purchasing request form. This policy compliance is also integrated in the department buyer required sections of a UCIBuy+ Non-Catalog Requisition, including the Non-Catalog Purchasing Request form and the requisition's Purchase Order Information, Contracting Details, Supplier Validation, and Accounting Codes sections.

Procurement Services
57 steps

**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the [**FAQ section on the UC Irvine Procurement website**](https://procurement.uci.edu/ucibuy/faqs.php) for additional guidance.

**READ BEFORE MOVING FORWARD:** For departmental buyers only, approving a requisition is a three-step process: 1. Confirming the non-catalog purchasing request form is complete. 2. Completing the purchase order information, contracting details, supplier validation, and accounting codes sections of the requisition. If the requisitioner has already completed any of these section, departmental buyer needs to validate that the correct information was inputted. 3. Approving the requisition. To make edits and to approve the requisition, departmental buyers must first assign it to themselves. View the following resource to complete this action:[How to Assign, Approve, Return, and Reject a Purchase Requisition](https://scribehow.com/viewer/How_to_Approve_Return_and_Reject_a_Purchase_Requisition__KrG4zuHMT1abMFAtFonn7g)

Select **Orders**.

Select **Requisitions to Approve**.

View the list of purchase requisition waiting for review.

Select the desired hyperlinked Requisition Number (e.g., 4375192).

Select **Assign & Further Actions**.

**NOTE:** UCIBuy+ sends notifications about approvals to all users who have been identified as an approver for the specific workflow step. While multiple users can have this approval role, the system does not differentiate between a primary and secondary/back-up approver. After users select the **Assign & Further Actions** button, the purchase requisition has been assigned to themselves. At this point, the other users who received the approval notification will no longer see the requisition in their Action Items.

Users can now edit the requisition and are shown what fields are required to be completed before approving the requisition.

Confirming Non-Catalog Form Completion

In the requisition's line item section, select **Purchasing** **Request** **Form** link.

**NOTE**: For additional assistance with navigating the Non-Catalog Purchase Request Form, use the following resource:[**How to Initiate a Non-Catalog Purchase Requisition.**](https://scribehow.com/viewer/How_to_Initiate_a_Non-Catalog_Purchase_Requisition__I4E48cHsTnaPdXOTiZmbFg)

Review the Purchasing Request Form, ensuring that the Suppliers tab, Attachments tab, and all Form Fields questions were completed correctly.

For any questions that include the option "**Need Department Buyer Assistance**", update the answer to the correct response. For example: - Have you attached a Purchasing Agreement or Statement of Work as applicable in the guidance above? - If "Yes", confirm Purchasing Agreement (PA) or Statement of Work (SOW) is indeed attached in the "Attachments" tab. - If "No - it is needed", attach the PA or SOW in the "Attachments" tab. Update choice to "Yes" - If "Not applicable", confirm that PA or SOW is not needed. - If "Need Department Buyer Assistance", make the determination whether PA or SOW is needed. Update choice to "Yes" or "Not applicable".

In the **Purchase Order Compliance Worksheet** tab, evaluate the **Outstanding** **Attachments** section. If there are any outstanding attachments, upload them in the **Attachments** tab.

Select the **arrow** icon to return to the requisition.

Requisition: Purchase Order Information

In the **Purchase Order Information** section, select the **pencil** icon.

In the **Purchase Class** row, select the applicable option from the drop-down menu (e.g., **Standard PO**). The Purchase Class options will vary depending on the type of PO being processed. Other options include Blanket (Recurring) PO, Equipment Lease, Relocation PO, Sub-Award, and more. Majority of POs fall under the "Standard PO" Purchase Class.

**NOTE**: Equipment Lease will trigger Capital Asset requirements and should be used ONLY for Financed purchase equipment that UCI will own the equipment. For equipment or copier rentals, use **Standard PO**.

In the **Dept. Buyer Name/Email** row, search for a departmental buyer using the **magnifying class** icon.

In the **Quick search** field, enter the name of the departmental buyer. After locating the desired departmental buyer (e.g., Melanie Castillo), select the **plus (+)** icon next to their name. This section needs to be completed even if the departmental buyer had submitted the requisition.

In the **Dept. Buyer Phone Number** row, insert selected departmental buyer's phone number (e.g., 9498241234).

Select **Save**.

Requisition: Contracting Details Section

In the **Contracting Details** section, select the **pencil** icon.

In the **Agreement Type** row, select applicable option (e.g., **PO Only**). There are 7 agreement types: 1. **PO Only** is used when only the PO is needed to place the order. 2. **PO + Quote/Order Form/SOW** is used when processing a PO based on a Quote/Order Form/SOW. 3. **Signed UCI Purchase Agreement** is used when a UCI Purchase Agreement is needed (do not sign any agreements. Attach the draft Word version to the requisition). 4. **Signed UCI Purchase Agreement with Special Appendices** is used when a UCI Purchase Agreement is needed in addition to identified required appendices (do not sign any agreements. Attach the draft Word version to the requisition). A common example is the Appendix DS required in high-risk software orders. 5. **Signed Master Agreement (Competitively Bid)** is used when placing an order for a supplier in which the formal competitive bid was used to find and select the supplier. 6. **Signed Custom Agreement (Vendor Paper)** is used when the supplier is requiring signature on their papers in order to process the order. For high-risk orders, UCI will likely require the use of UC papers/Terms and Conditions. 7. **Other**

Click on the **magnifying glass** to select what **Wage Rules** apply.

Click on the **plus (+)** icon button to select the option that applies (e.g., **Not Applicable**). Fair Wage/Fair Work applies when **all** of the following apply: - Services (not goods) will be provided at one or more UC locations. - The services are Public Work and the supplier does not pay more than the Fair Wage/Fair Work rate. Prevailing Wages apply when **all** of the following apply: - There will be changes to real property (e.g. a plant, building, structure, ground facility, utility system). - The cost is greater than $1,000. - The order is for either services only or combined goods and services (i.e. goods only orders do not apply).

(Optional) In the **PO Workflow Overrides** section, users override the PO workflow defaults. Namely, users can do the following: Set Manual Distribution: when checked, PO will not automatically transmit to supplier upon completion. - Manual Distribution may be needed if the PO has to manually be sent to the supplier. By default, the PO is automatically sent to the supplier's profile email address or fax number. Override PO Defaults is only available to Central Buyers. Select **Save** when completed.

Supplier Validation Section

**NOTE:** Users must cross-reference information from the [purchasing request form](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=39f8f13a)

In the **Supplier Validation** section, select the **pencil** icon.

In the **SSPR Selection** row, select the option that is relevant to your purchase (e.g., Not Applicable). The SSPR Selection option that is used should match the Source Selection chosen in Section I of the SSPR form. Options (Note: FedFund = Federal Fund and NonFed = Non-Federal Fund): 1. FedFund1-Formal Competitive Bid 2. FedFund2-Certified Small Business $10K to $250K 3. FedFund3-Competitve Proposals <$100K 4. FedFund4-Sole Source 5. NonFed1-Formal Competitive Bid 6. NonFed2-Certified Small Business or DVBE $100K to $250K 7. NonFed3-Sole Source 8. NonFed4-Professional Services; Personal Services 9. NonFed5-Unusual & Compelling Urgency/Emergency 10. Not Applicable - The SSPR form is required for Federal Fund purchases $10,000 or more and Non-Federal Fund purchases $100,000 or more. Choose this option when purchase is outside these thresholds.

In the **Small Business 1st Program** row, select the option that is relevant to the purchase (e.g., Not Applicable). The Small Business 1st Program option that is used should match the option chosen in Non-Catalog Purchasing Request Form. The Small Business 1st Program options are: 1. Not Applicable - Small Business 1st Program must be addressed for purchases between $10,000 and $250,000. Select this option is the purchase is outside these thresholds. 2. Supplier is a Certified Small Business. 3. Exemption Applies. 4. Waiver Requested.

In the **Subject to Export Control Review** row, select the option that is relevant to the purchase (e.g., Not Applicable). The Subject to Export Control Review is selected for purchases that need to be reviewed by Export Control. Options: 1. Not Applicable - Select this option if purchasing an item that does not need to be reviewed by Export Control. 2. Review Required - Select this option if purchasing an item that needs to be reviewed by Export Control. 3. Review - OK to Proceed - While this is available to select, Export Control should be the one to use this option. 4. Review -Not Recommended - While this is available to select, Export Control should be the one to use this option.

In the **Subject to InfoSec Review** row, select the option that is relevant to the purchase (e.g., Not Applicable). The Subject to InfoSec Review is used for purchases that need review by OIT Security, including software, IT services, and services where supplier has access to UC data. Options: 1. Not Applicable - Select when what is being purchased is NOT software/IT services/services where supplier has access to UC data. 2. Low Risk - Select when the Protection Level of the data or systems is P1 or P2. 3. High Risk - Select when the Protection Level of the data or systems is P3 or P4.

In the **Subject to Privacy Review** row, select the option that is relevant to the purchase (e.g., Not Applicable). The Subject to Privacy Review option is used for purchases that need review by Privacy, including software, IT services, and services where Personal Identifiable Information (PII) is impacted/being provided to the supplier. Options: 1. Not Applicable - Select when what is being purchased is NOT software/IT services. 2. No PII Data - Select when what is being purchased does not impact PII data. 3. PII Data Impacted - Select when supplier may impact PII data.

In the **Subject to Accessibility Review** row, select the option that is relevant to the purchase (e.g., Not Applicable). The Subject to Accessibility Review option is used to ensure all software being purchased meet Accessibility standards. Options: 1. Not Applicable - Select this choice if Accessibility standards do not apply to the software being purchased (i.e. access is limited to a person/department). 2. Not Needed - Software Already Exists in UCI. 3. Not Needed -Workaround/Accommodation Available. 4. Accessibility Review Required.

Scroll down and select **Save**. The "Supplier Review Status" will be completed by OIT once they receive the requisition in the workflow.

Requisition: Accounting Codes Section

**READ BEFORE MOVING FORWARD**: Entering accounting information in the **Accounting Codes** section is considered "header level", meaning that all the line items will utilize the accounting information specified in this section. If any line items need accounting information different from the ones specified at the header level, Accounting Codes must be overridden at the line level. See [Steps 45-48](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=5ae81aca) for more information.

In the **Accounting Codes** section, select the **pencil** icon.

Select the search icon in the **Search** **Chart** field.

Select the desired location (e.g., UC Irvine).

Select the **search** icon in the **Search** **Account** field.

Search for the desired accounting code (e.g., IR-GF12813). The value is the campus location code that was selected from previous step and the KFS account number (e.g., IR-GF12813).

**NOTE:** Sub-Account numbers and Project number are inputted the same way as the Account number. \ \ Org Ref Id can be typed in and do not require a selection. These areas are optional.

Select the applicable Object Category from the drop-down menu (e.g., **IR-SUPP - SUPPLIES**). Object Category is an attribute of Object Code that is used to group similar object codes into categories for reporting (i.e., the general area the object belongs to).

Select the **search** icon in the **Search** **Object Code** field.

Select the **Description** field.

Insert the name of the desired order category (e.g., Office) and select the object code connected to it (e.g., SUPPLIES GEN OFFICE).

If only one Accounting Line is needed, select **Save**.

If more than one Accounting Line is needed, hover over the first Accounting Line and select the **plus (+)** icon in the bottom right corner to add split.

In the new row (e.g., row two), enter the accounting information as shown is steps 27-34.

In the **% of Price** column, enter the distribution values for each row to split the accounting lines (e.g., 70% and 30%) and select the check mark symbol when done.

If an Accounting Line needs to be deleted, select the **trash can icon** to remove the split. When all edits are complete, select **Save**.

Requisition: Editing Accounting Lines for Individual Line Items

**READ BEFORE MOVING FORWARD**: Editing the accounting lines for individual line items may be needed if the accounting lines for one item differs from another. There **MUST** be accounting information inputted at the header level/in Accounting Codes section, as shown in [Steps 31-44](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=ba439730).

Select the **ellipses** next to the line item in the cart.

Select **Accounting Codes**.

Add Accounting Lines per instructions in [Steps 32-44](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=01e7da51).

Now, users can see the overridden Accounting Lines that apply to specific Line Items.

Line Item Details

Select the **pencil** icon to edit the requisition's line item details.

Verify that the **Item Type** is correct. If not, select the **Item Type** drop-down menu and select either the Amount-based or Quantity-based option. - Users should select **Amount-based** for **No Quantity orders**. - Users should select **Quantity-based** to **Quantity orders**.

To add or edit the commodity code, select the **search** icon.

**NOTE:** If there is already a Commodity Code inputted, verify it is the correct one. If not, input the correct code.

If the commodity code is known, input the code in the **Code starts with...** field.

If the commodity code is not known, input the full or partial description in the **Description Contains...** field (e.g., pens). Select the **plus (+)** icon next to the desired commodity code.

Verify if Line Item is Taxable (area has a green check mark) or Non-taxable (area has an empty box). Change taxable status by clicking on the green check mark. Select **Save**.

Approving, Returning, or Rejecting the Requisition

Select the dropdown menu to either **approve, return, or reject** the purchase requisition.

**NOTE:** \ • Selecting the **Approve** and **Approve & Next** options will **approve** the purchase requisition.\ • Selecting the **Return to Shared Folder** option will **unassign** the requisition from the assigned user. The requisition will appear in the action items of all users who are designated as potential approvers for the specific workflow step.\ • Selecting the **Return to Requisition** option will **return** the purchase requisition to the requisitioner. \ • Selecting the **Reject Requisition** option will **reject** the purchase requisition.\ \ If users decide to **return** or **reject** the purchase requisition, a pop up window will appear and ask for the justification.

If a user chose to **return** the requisition, they must leave a comment to explain why and select the **Save Changes** button.

If a user chose to **reject** the requisition, they must leave a comment to explain why and select the **Reject Requisition** button.