Departmental Purchasing Delegation

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Policy Number:

UW-3070

Old Policy Number:

PPP 34

Responsible Office:

Purchasing Services, Division of Business Services

University Policy

Rationale/​Purpose:

Delegation is a formal agreement between the University of Wisconsin-Madison, Purchasing Services and a University Department that authorizes the delegated agent in that department to process and approve departmental purchases up to a designated amount. There are two types of delegation, full delegation $25,000 and above and limited delegation up to $25,000. 

Definitions:

Full Delegation

Full delegation is a formal agreement between the University of Wisconsin–Madison, Purchasing Services and a University Department that authorizes the delegated agent in that department to process and approve departmental purchases, regardless of dollar amount, in accordance with all State Statutes, UW Systems and UW-Madison policies and procedures. Some exceptions to this authority exist, and they may vary by department. Exceptions are determined for each requesting department and may include Academic Support Service Agreements (ASSA), service contracts, and governor waivers. The Director of Purchasing Services will determine any exceptions. These exceptions will be discussed with the delegated agent (department) and so noted in the delegated agreement.

Delegation is provided to a specific single individual within a department. It is expected that some Delegated Agents will have support staff that may actually be placing orders and obtaining necessary documentation to support required competitive processes. The support staff is encouraged to likewise obtain training and attend Delegated Agent meetings; however, delegation is typically provided to only a single responsible individual in a department who must assure that the supporting staff is complying with all State and University procurement rules. In exceptional cases where the volume of competitive processes requires a department to have more than one FTE responsible for assuring compliance with State and University procurement rules, additional Delegated Agents may be designated at the Director’s discretion.

Policy:

1. Mandatory Requirements or Certification Process

   The delegated agent must meet or exceed all of the following requirements prior to being given consideration for full delegation:

   • The delegated agent must have completed all of the currently available Department of Administration (DOA) procurement courses within the last three years or within the last seven years if there has been a subsequent, continuous responsibility as at least a Purchasing Agent Objective or higher since the training.
   • The delegated agent must have completed the Purchasing Services Delegated Agent training and pass a certification test when such a test is fully developed.
   • Purchasing Services must complete a delegated agent review(s) and the review(s) must be determined as satisfactory or better. The delegated agent must work cooperatively with Purchasing Services agent(s) to produce quality documents on a minimum of three Official Sealed Bids and two Requests for Proposals (RFP). The Purchasing Services agents will serve as mentors to the delegated agent in completing these documents and processes.
   • The delegated agent must agree to be an active attendant at delegated agent meetings and to periodically attend the weekly Purchasing Agent meetings held at 21 N Park St, Ste 6101.
   • The delegated agent must agree to attend any supplemental training, seminars, or meetings as requested by Purchasing Services.
   • The Delegated Agent must agree to enter all purchase order information directly into the University’s purchasing system as soon as the system is made available.

2. Purchasing Services Responsibilities

   • Provide training on the procedures for processing Official Sealed Bids and Request for Proposals (RFPs).
   • Provide bid processor support for completing Official Sealed Bids and RFPs as they develop. All bid and RFP documents will be retained at Purchasing Services. All bid responses will be mailed to and opened at Purchasing Services.
   • Provide continuous training, guidance, and assistance to the delegated agent.
   • Conduct periodic reviews for compliance with the Delegated Agreement, University and State of Wisconsin purchasing policies and procedures.

3. Delegated Agent Responsibilities

   • Responsible for ensuring that all transactions conducted in their department are within the scope of their delegation agreement.
   • Responsible for ensuring that all State and University procurement policies and procedures are being followed.
   • Responsible for maintaining necessary records and files as required by State and University guidelines.
   • Must assure that all procurement activities of all departmental support staff are in accordance with all State and University procurement policies and procedures

   The Director of Purchasing Services reserves the right to modify these requirements at any time.

4. Mandatory Requirements or Certification Process

   The Delegated Agent must meet or exceed all of the following requirements prior to being given consideration for delegation:

   • The Delegated Agent must have taken the Department of Administration (DOA) procurement course, Understanding the Wisconsin Purchasing Process, within the last three years, or otherwise agree to take the next offered course. Taking all of the DOA procurement courses are recommended.
   • The Delegated Agent must have completed the Purchasing Services Delegated Agent training and pass a certification test.
   • The Delegated Agent must agree to be an active attendant at Delegated Agent meetings.
   • The Delegated Agent must agree to attend any supplemental training, seminars, or meetings as requested by Purchasing Services.
   • The Delegated Agent must agree to enter all purchase order information directly into the University’s purchasing system as soon as the system is made available. The Delegated Agent may be required to serve a probationary period of up to six months. After completing the probationary period, the Delegated Agent’s work may be reviewed by Purchasing Services for completeness and accuracy. The review must be determined as satisfactory or better.

5. Purchasing Services Responsibilities

   • Provide training on the procedures and policies.
   • Provide continuous training, guidance, and assistance to the Delegated Agent.
   • Conduct periodic reviews for compliance with the Delegated Agreement, University and State of Wisconsin purchasing policies and procedures.

6. Delegated Agent Responsibilities

   • Responsible for ensuring that all transactions conducted in their department are within the scope of their delegation agreement.
   • Responsible for ensuring that all State and University procurement policies and procedures are being followed.
   • Responsible for maintaining necessary records and files as required by State and University guidelines.
   • Must assure that all procurement activities of all departmental support staff are in accordance with all State and University procurement policies and procedures

   The Director of Purchasing Services reserves the right to rescind delegation or modify these requirements at any time.

7. Responsibility of Delegated Agent for Card Level in Excess of $5,000

   • The Delegated Agent will be responsible to ensure that proper procedures are followed with regard to process and documentation. All purchases in excess of $5,000 must include a contract number, waiver number, sole source justification form or letter, reference a PRO, simplified bidding documents, or any other documents required for the purchase
   • The Delegated Agent must provide Purchasing Services a list containing the names of all the cardholders in their department who are given the authority to make purchases at a level greater than $5,000. The Director must be updated on all changes.

Procedure:

1. Process for Requesting Full Delegation

   • Consideration for full delegation will only be given to those departments that have sufficient purchasing work load to justify a permanent full-time FTE that would be classified as Purchasing Agent Objective or higher.
   • Department must make a formal request for full delegation in writing and secure signatures from the Department Chair and Dean or Director. The request must include specific reasons for requesting full delegation, and it is to be submitted to the Director of Purchasing Services.
   • The Purchasing Services Director will forward the request to the delegated agent liaison for further evaluation or action if there is a legitimate need for full delegation. If the Director believes there is not a legitimate need for full delegation, the Director will notify the department.
   • The delegated agent liaison will gather departmental data regarding the number of annual transactions over $25,000 for evaluation. The delegated agent liaison will interact with the department to ensure they meet all of the mandatory requirements as listed below.
   • Delegated agent liaison will provide the Director of Purchasing Services with a report summarizing the findings.
   • The Director will make the final determination if full delegation is granted or not and notify the department.

2. Process for Requesting Limited Delegation up to $25,000

   • Consideration for delegation will only be given to those departments that have sufficient purchasing workload to justify a permanent, full-time FTE who would be responsible for procurement activity.
   • Department must make a formal request for delegation in writing and secure signatures from the Department Chair and Dean or Director. If the department is requesting delegation for the first time, the request must include specific reasons for requesting delegation. All requests must be submitted to the Director of Purchasing Services.
   • The Purchasing Services Director will forward the request to the Delegated Agent liaison for further evaluation or action if there is a legitimate need for delegation. If the Director believes there is not a legitimate need for delegation, the Director will notify the department.
   • The Delegated Agent liaison will gather departmental data regarding the number of annual transactions for evaluation. The Delegated Agent liaison will interact with the department to ensure they meet all of the mandatory requirements as listed below.
   • Delegated Agent liaison will provide the Director of Purchasing Services with a report summarizing the findings.
   • The Director will make the final determination if delegation is granted or not and notify the department.

3. Process for Requesting Procurement Card Level in Excess of $5,000

   • Delegated Agent must make such request to the Director of Purchasing Services. The Director will determine the level of authority granted and determine the dollar level and any restrictions to be placed on the card.
   • The Director will notify the Procurement Card Program Manager of the approved dollar level and an updated procurement card user agreement form will be sent to the department to be signed by the appropriate authorities and returned to the Program Manager.
   • The Director will send the Department a revised delegation agreement for their signature and to be signed by the appropriate authorities and returned to the Director.

Policy Administration

Approval Authority:

Assistant Vice Chancellor & Controller

Policy Manager:

Director of Purchasing Services

Contact:

Purchasing Services -- Purchasing Services, purch@bussvc.wisc.edu, (608) 262-1526

Effective Date:

09-01-2004

Retrieved:

04-19-2024 09:11:27