Breadcrumb
Procurement and Materials Management
Our Commitment
The mission of the Procurement and Materials Management Department is to provide the procurement of quality goods and services in direct support of the educational and associated missions of the University. Our procurement practices are in accordance with the requirements of the state of Missouri laws and University regulations. The policies, procedures, and processes allow for the best possible position to obtain the goods and services needed in a timely and cost-effective manner, while also making sure appropriate business processes are followed.
The University of Central Missouri's online bidding system (eBidding) is the only method accepted for bid submissions. The system eliminates traditional paper bids and replaces them with a streamlined, electronic-submission process. Please direct any questions to procurement@ucmo.edu or call (660) 543-4001.
The role of the Procurement office is to help departments make informed, best-value purchasing decisions. The primary responsibilities of the Procurement office are to:
- Understand business requirements
- Procure goods and services
- At the right specification that meets the department’s needs
- In the right quantity
- At the right price
- From the right source
- For delivery at the right time.
Vendor Information Form
New vendors or those wishing to change their existing registration should complete a Vendor Information Form. If you have questions related to completing the form, please contact the Procurement and Materials Management Office at (660) 543-4001 or procurement@ucmo.edu.
IRS Forms for Vendors
W-8BEN
W-8BEN-E
W-8BEN or W-8BEN-E Instructions
W-9
As part of the services provided to the campus, the Distribution Services Center will deliver, pick-up and process U.S. Mail and packages in accordance with all policies and regulations and will serve as the subject matter experts.
When is a requisition required?
A requisition in UCMarket is required for the purchase of any supply, equipment, good or service, regardless of the funding source. A requisition is entered to encumber departmental funds and to create a purchase order (PO). A PO is sent to the vendor requesting the goods and/or services at the specified quantity, price, and delivery terms.
Confirmation Orders (verbal orders) are not allowed. This protects the department and the University from additional items being invoiced or incorrectly priced.
What is a contract, when is it required, and what is the process?
A contract is an agreement between parties with binding legal and moral force, consisting of the purchase order, terms and conditions, and any other documents specified for the exchange of goods or services for money.
The Office of Procurement is responsible for assisting university departments in the procurement process and in determining if a contract is required, and if so, what type of contract will be utilized. Contact the Office of Procurement if you have questions.
Process
The flowchart below shows each of the stages in the contract finalization and execution process.
Click on the image to enlarge it.
What if the software vendor will not accept a Purchase Order?
Please follow the procedures in "Note 2" on p. 4 of the Step-by-step guide to creating your software requisition in UCMarket. If you have more questions, refer to the Procurement of Hardware and Software Procedures in the University Policy Library or contact us at extension 4001.
When is a payment request used?
Payment Requests should be used for the following:
- Accreditation Certifications
- Honorariums
- Medical Payments - Department of Intercollegiate Athletics only
- Reimbursement – students only
- Utilities
If you do not have a Business Procurement Card (University Credit Card), submit a payment request for:
- One time purchases of $1,000.00 or less, where the item is not available in UCMarket.
- Conferences/ Memberships/ Registration
- Subscriptions, where a contract is not required (i.e. Magazines, Periodicals, Newspapers)
*For questions, contact the Procurement Office.
Who has the authority to sign a contract?
As directed by the Board of Governors, only the President’s direct reports have authority to sign agreements on behalf of the university.
Contact Info:
South East Complex
415 E Clark St. Bldg. B Suite 118
Tel: (660) 543-4001
Fax: (660) 543-8345
