Division of Finance and Administration

Faculty and Staff Links

University of Idaho's Office of Purchasing and Contract Services is responsible for establishing and administering the university’s purchasing policies and procedures consistent with federal, state and university rules and regulations.

Contracting at University of Idaho

Departments are not authorized to sign contracts on behalf of the university. All Contracts for the purchase of goods or services must be reviewed and signed by Contracts and Purchasing Services.

All contracts should be submitted for approval in the Contracts+ module of JAGGAER.

Consulting and Independent Contractor Agreements must be reviewed and signed by Contracts and Purchasing Services.

Purchases of equipment, data processing software and equipment, and all contracts for consulting or professional services either in total or through time purchase or other financing agreements, between $1,000,000 and $1,999,999.99 require prior approval by the State Board of Education Executive Director. The Executive Director must be expressly advised when the recommended bid is other than the lowest qualified bid. Purchases exceeding $2,000,000 require prior approval by the full State Board of Education.

For Questions, Contact

purchasing@uidaho.edu
Phone: 208-885-6116

Purchase by Amount and Vendor Types

Purchase Amount and Vendor Type:

P-Card: Suitable for purchases less than $5,000 from non-PunchOut vendors.
JAGGAER: Required for purchases from PunchOut vendors and any purchase over $5,000.

Vendor Integration:

PunchOut Vendors: Always use JAGGAER for PunchOut vendors, regardless of the purchase amount. This includes vendors like Amazon Business, Fisher Scientific, Staples, etc. PunchOut orders benefit from negotiated contracts and streamlined processing.
Non-Catalog Vendors: Use JAGGAER for vendors that are not integrated into the system as PunchOut.

Policy Compliance:

Purchasing Policies: Purchases between $1 and $10,000 do not require bids, but orders above $10,000 must involve Contracts and Purchasing Services for compliance with bid requirements.
- Departments can obtain quotes for purchases between $10,000 and $50,000 with a minimum of three equivalent responses.
Bid Waivers and Contracts: Purchases over $10,000 require a bid or bid waiver, and contracts must be reviewed by Contracts and Purchasing Services.

Approval Process:

Streamlined Approvals: JAGGAER provides a streamlined approval process, ensuring that requisitions and purchase orders are approved according to university policies.

In summary, use JAGGAER for all purchases from PunchOut vendors and for any purchase over $5,000. Use JAGGAER or P-Card for smaller purchases under $5,000 from non-PunchOut vendors, ensuring you adhere to the university’s purchasing policies and guidelines.

Purchase Amount (Total):

≤ $10,000

Competition Required:

Obtained By:

Departments or Purchasing Services

Method of Completion:

Informal (Phone or Written)

Purchase Amount (Total):

Between $10,000 and $50,000

Competition Required:

Obtained By:

Departments or Purchasing Services

Method of Completion:

RFQ (3 Bids)

Purchase Amount (Total):

> $50,000

Competition Required:

Obtained By:

Purchasing Services Only

Method of Completion:

RFB, RFQ or RFP

Honoraria

An honorarium is a token of appreciation paid to an individual for services performed for which payment is not required.
Honoraria are for non-university employees. University employees cannot receive honoraria.
The amount of the honorarium cannot be set by recipient.
The honorarium (including travel) cannot exceed $5,000.
For more university Policy information, visit the Chapter 75.40 of the Administrative Procedure Manual.

Household Moves

For household moves information, please click on the link below:

New Employee Moving

Requisitions

What is a JAGGAER requisition?

A JAGGAER requisition is a formal request created within the JAGGAER eProcurement system to purchase goods or services. This request initiates the procurement process and, once approved, generates a Purchase Order (PO) sent to the vendor.

How do I create a requisition in JAGGAER?

To create a requisition:

Log into JAGGAER
Navigate to the "Shopping Dashboard" module
Add items to your cart from PunchOut or Non-Catalog vendors
Proceed to checkout and fill in the necessary shipping and accounting details
Submit the requisition for approval

When should I create a requisition instead of using a P-Card?

A requisition in JAGGAER is required for:

Purchases from PunchOut vendors
Any purchase over $5,000
Items requiring formal procurement processes and approvals

A requisition is more efficient preferred for all vendors; but you can use a P-Card for purchases under $5,000 from non-PunchOut vendors.

What is the approval workflow for a JAGGAER requisition?

The approval workflow varies based on the requisition's details but generally includes:

Departmental Finance approval
Budget and fund checks
Compliance review (for grants or special items)
Final review by Contracts and Purchasing Services for high-value orders

How do I check the status of my requisition?

You can check the status by:

Navigating to "Orders" > "My Orders" > "My Requisitions"
Using the requisition number in the search bar
Viewing the status bar and workflow steps on the requisition’s detail page

Can I make changes to a submitted requisition?

Once submitted, requisitions can only be modified by withdrawing the requisition unless it is returned by one of the approvers. Often, it is more efficient to withdraw the requisition. If changes are needed on a Purchase Order (PO) you can create a change request or contact purchasing services to have the PO cancelled if significant changes are needed.

What are PunchOut vendors, and how do I place an order with them?

PunchOut vendors are integrated vendors within JAGGAER, offering a seamless shopping experience on their websites. To place an order:

Select the PunchOut vendor from the shopping dashboard
Shop on the vendor’s website and transfer your cart back to JAGGAER
Complete the requisition in JAGGAER and submit for approval

How do I handle non-catalog items in JAGGAER?

For non-catalog items:

Select "Non-Catalog Item" from the shopping dashboard or the global menu
Enter the item details, including the vendor, description, quantity, and price
Proceed to checkout and submit the requisition for approval

What should I do if a vendor is not in the JAGGAER system?

If a vendor is not listed:

Work with your area’s finance staff to ensure they are active in Banner
If they are not a registered vendor; a PaymentWorks vendor registration will need to be completed before a purchase can be made

How are shipping and accounting details managed in JAGGAER?

Set up default and favorite addresses and accounting codes in your profile:

Go to "Profile" > "Default User Settings"
Select "Default Addresses" to manage shipping details
Select "Custom Field and Accounting Code Defaults" to manage accounting information

How do I add internal or external notes and attachments to a requisition?

During checkout, you can add notes and attachments:

Scroll to the "Internal/External Notes and Attachments" section
Add the necessary documents or comments to provide additional context for the approvers or the vendor

What happens after my requisition is approved?

Once approved, JAGGAER automatically generates a Purchase Order (PO) and sends it to the vendor. You can track the PO status in the "My Purchase Orders" section under "Orders".

Who can I contact for help with JAGGAER requisitions?

For assistance:

General questions and errors: jaggaer@uidaho.edu
Requisition or PO-specific issues: Your area’s buyer or purchasing@uidaho.edu
Vendor-related inquiries: paymentworks@uidaho.edu

By following these guidelines, you can efficiently manage your procurement needs within the JAGGAER system. If you have further questions, please reach out to the appropriate support contact.

Request for Bid

The process is conducted by Purchasing Services only.
Request for Bids must include clearly defined specifications and are obtained in writing in a sealed bid process to be opened in a public bid opening.
Please refer to Chapter 60.11 of the Administrative Procedures Manual for further information about RFB's.

Request for Quote

Quotations must be obtained in writing and must be signed by the vendor (electronic copies are acceptable).
It is recommended that quotations be submitted from vendors on the university's Request for Quotation Form.
Departmental employees not currently issuing their own RFQs should contact Purchasing Services if interested in doing so.
Please refer to Chapter 60.10 of the Administrative Procedures Manual for further information about RFQs.
When departments issue a RFQ, please use the requisition number, as the reference number.

Bid Waiver Request

Description:

Bid waivers are permissible only when the required goods or services are available from a single supplier.

Requests to restrict a purchase to one supplier shall be accompanied by a bid waiver request form indicating the reason why no other supplier will be suitable or acceptable to meet the need. Completed forms should be sent to Contracts and Purchasing Services.

Pursuant to Idaho Code 67-5720(2), when there is only one (1) vendor for the property to be acquired, unless the property is required for a life-threatening situation or a situation that is immediately detrimental to the public welfare or property, notice of a bid waiver procurement shall be published on the CPS website for a period of seven (7) business days.

Please refer to Chapter 60.13 of the Administrative Procedures Manual for further information.

Training

For training on how to create Purchase Orders and Requisitions, contact Purchasing Services.

University Contracted Vendors for Goods

The following list of open contracts is negotiated by Purchasing Services. Campus departments can contact a vendor directly to purchase goods or services at terms, conditions, and rates specified in the contract. Purchasing Services has negotiated these strategic contracts in an effort to offer our campus departments affordable pricing structures while streamlining the procurement process.