Frequently Asked Questions
Why do you need to bid my purchase?
Answer: Buyers are responsible for obtaining goods,
equipment and contractual services in a competitive
environment as an agency of the State of Connecticut. All
requests for purchase are subject to bidding using the
Buyer's discretion, as directed by Purchasing Department
management, or as required by state law.
How long does bidding take?
Answer: Depending on the complexity of the bid and the
current workload of the Buyer, a bid document may take up to
five days to prepare. Once a bid has been published,
responses will be received three weeks later. Under unusual
or special circumstances, a bid process may be expedited.
My requisition isn’t budget approved?
Answer: Please direct all questions concerning budget to
the appropriate Budget Office. Purchasing is not responsible
for budget approval. No procurement action may be taken
prior to requisition approval.
Why aren’t Blanket Orders issued?
Answer: Blanket Orders were eliminated as a Purchase Order
type in 1990. They were eliminated because of serious vendor
payment problems.
Who can sign agreements?
Answer: Purchase Order agreements can only be signed by
specific purchasing department staff members and the chief
financial officer. Signing authority is based on the dollar
value of the agreement. Note: If an agreement is signed by a
Health Center employee who is not authorized to sign
agreements, that person can be held personally responsible
for payment of the commitment.
Does the UConn Health Center have credit cards?
If so, how can I use them?
Answer: UConn Health Center buyers have procurement cards.
Process a purchase requisition and a buyer will process the
transaction using a purchase order, procurement card, or
pre-payment.
Can I be reimbursed for a purchase made at a
retail store?
Answer: The Purchasing Department maintains a wide range of
competitively bid contracts that cover a wide range of
commodities. Materials brought through these contracts
include negotiated pricing, delivery, tax exemption and
payment terms. Any transactions outside of Health Center
contracts must be pre-approved by the director of purchasing
in order to be reimbursed.
Why can’t I use a specific vendor?
Answer: The responsibility for selecting vendors lies with
the Purchasing Department. A contract may already exist with
a different vendor; a Buyer may have several alternate
sources for a particular item; or a public bid process may
result in another vendor.
What is the State of Connecticut Small Business
Program?
Answer: The Small Business Set-Aside Program, mandated by
Public Act 4a-60g, requires all state agencies to set-aside
25 percent of its contracts for certified Connecticut small
businesses.
Which Buyer is responsible for my purchase?
Answer: Visit the
Purchasing Staff page for more information.
What hotel and conference facilities are under
contract? What is the procedure used to book one?
Answer: The Purchasing Department contracts for hotel and
conference facilities incorporate Health Center business
rules, establish standard rates, and summarize facility
amenities and services for planning purposes. For more
information,
visit the Hotels page.
What is e-Portal?
Answer: e-Portal is a business to business web-based
ordering system for contract suppliers. Only authorized
requisitioners are able to use this system.
How does a CO17 work? Where do I get one?
Answer: See the
CO-17 policy for more information. A CO-17 form may be
found by going to Microsoft Outlook, Public Folders, All
Public Folders, Fiscal Services. See email with subject line
– CO17L1.xls.
Can I order something from a vendor if it is
normally stocked in the warehouse?
Answer: No. Contact Jack Ferraro at 860-679-1927 to
discuss.
How do I find out when my order will come in?
Answer: The Buyer may post delivery information in the P.O.
text area of screen 221, i.e., backorders, estimated
delivery time, type of transportation (ground, express mail,
overnight, etc.). If no information is noted on the 221
screen, contact the Buyer.
How do I return items to a vendor and who pays
the shipping?
Answer: Call the vendor:
- Obtain an RMA# (Return Merchandise Authorization Number). Follow
the vendor’s shipping instructions exactly. You may be responsible
for any shipping costs including restocking fees unless the vendor
shipped in error.
- Complete a UConn Health Center Return/Shipping Authorization Form,
HCA-614 (Reorder No. 50573). Keep the pink copy for your records.
Bring all remaining forms and the package to the West Receiving Dock
for outbound processing.
How do I find out if a vendor is in UConn's
database?
Answer: Go to screen 203 and type the first few letters of
the vendor’s name. Press enter. The system will search for
the vendor. A list of choices will appear.
If I want to place an order with a vendor not in
the FRS system, what information do I need to provide?
Answer: If the vendor will accept a purchase order, provide
the following information on screen 251 Purchase Requisition
text field: business name, address, phone and fax numbers
and their Federal Employer Identification Number. Failure to
provide this information may delay order processing. If they
provide information such as website or email addresses,
provide that as well.
Whom should I contact with a billing/invoice
questions?
Answer: UConn Health Center Accounts Payable at
860-679-3932.
Why do we have to order Falcon products from
Macalaster Bicknell instead of Fisher Scientific?
Answer: The Health Center has a small business contract
with the vendor. The contract complies with the requirements
Public Act 4a-60g which requires the Health Center to
set-aside 25 percent of its contracts for small businesses.
Why can’t we have standing Oligonucleotide
Synthesis, Custom DNA and RNA Synthesis, Peptide Synthesis and Amino
Acid Sequencing orders with vendors on-line?
Answer: Blanket Orders were eliminated as a purchase order
type in 1990 because, they created a serious vendor payment
problem. Please direct questions related to this type of
order to the director or assistant of purchasing.
When do we have to use a paper requisition
(hard-copy)?
Answer: Situation where paper requisitions is required:
- If the purchase is funded from accounts other than your
departmental funding sources, original signatures are required for
those accounts.
Why do we have to bid out sole source orders?
Answer: See UConn Health Center
Purchasing B-4: Sole Source Purchase Policy #2006-32
(PDF).
Do we have to bid on equipment that is
specifically listed on the grant although the vendor is not on contract?
Answer: Yes. See UConn Health Center
Purchasing B-4: Sole Source Purchase Policy #2006-32
(PDF).
Why should Purchase Orders (P.O.'s) be
unencumbered?
Answer: Outstanding P.O. commitments accrue to the
following year’s budget. If the P.O. merchandise and
services have been received and paid, the remaining balance
must be unencumbered or the committed funds will negatively
impact the next fiscal year's budget. You will have less
funds to spend.
What is the candidate employee moving expense
policy and procedure?
Answer: See the
Candidate/Employee Moving Expense Policy and Procedure.
What is the Health Center policy on catering?
Answer: See the
Catering Policy.
What is the Health Center policy on serving
alcohol at agency events?
Answer: See the
Serving Alcoholic Beverages Policy (PDF). |
