Purchasing Process

Overview

A faculty/staff member identifies a buying need. Lion Marketplace is the first source to procure goods and services. The faculty/staff member may ask Purchasing to identify sources and develop procurement descriptions or specifications.
The requirement is entered into Shop OnLion. Any single/sole source justifications should also be submitted at this time.
The purchasing requisition travels electronically through the requesting department’s specified approval path: the Financial Officer, the Budget Administrator, Accounting, and any other approvals the department chooses to establish.
Purchasing processes the requisition in accordance with University guidelines and competitive purchasing guidelines.
The Purchasing Agent must justify the source. Source justification includes determining the validity of any sole source justification.
The Purchasing Agent must also justify the price. This generally means soliciting competitive bids based on the established competitive purchasing guidelines. Three supplier quotes, a Request for Quote (RFQ) or Request for Proposal (RFP) may also be issued.
The Purchase Order is approved and released.
The good or service is delivered to the requester.
An invoice is sent to Purchasing. Purchasing performs a match and enters the invoice for payment.
Accounting issues the payment.

Learn spend thresholds and the proper process to procure goods and services.

Learn methods to procure goods and services.

Guidelines must be set to ensure the accounts of the University are properly and timely closed for the fiscal year.

View instructions to submit invoices.