Quick Links
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Bid Opportunities & Purchasing Transparency
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UTRGV Bid Terms and Conditions
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UTRGV Terms and Conditions Change Log
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Procurement Office Procedures
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Contract Management Handbook
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UTRGV Expense Resource Guide
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UTRGV Hotel Tax Exempt Certificate (Login Required)
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UTRGV Texas Sales and Use Tax Exemption Certificate (Login Required)
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Procurement Office SharePoint Site (Login Required)
Purchasing Frequently Asked Questions
Purchasing
Purchasing
A Purchase Order is automatically generated by iShopUTRGV, when a requestion has been submitted and fully approved. All employees can create a cart/REQ and assign to their Departmental Buyer. The Departmental Buyer is responsible for adding the financial data and submitted the REQ for approval. For this reason, Departmental Buyers are required to complete training prior to obtaining access.
Computers may be purchased through the iTech Computer Store Punchout Catalog in iShopUTRGV .
Delivery times can vary greatly. If a purchase order was issued, contact the vendor to verify receipt of the purchase order. If the purchase order was received, the vendor can provide information on lead times or back orders. If the vendor states shipment has been made, ask for a tracking number and verify the delivery location.
Payments are issued by Accounts Payable Department. For question regarding payment status, email accountspayable@utrgv.edu or call 956-665-2700.
Draft shopping carts can be deleted by logging into IShopUTRGV and hover your mouse over the “Shop” icon on the left navigation menu. When the menu expands, hover your mouse over “My Carts and Orders,” then click “View My Carts.” Locate the cart you want to delete, then use the action button on the right side of the page to delete the cart.
Commodity codes are used to categorize items and services. The commodity code is an essential element in creating a requisition and will result in a delay if all line items do not have a commodity code selected. Codes can be searched by description or by entering the code directly. For a comprehensive listing of codes, leave both the code and description fields blank in the commodity code search feature in IShopUTRGV. For more information on commodity codes, code structure, as well as a code search feature, visit UNSPSC.
UTRGV strives to reduce the use of paper; however, if a paper copy of a purchase order is needed, follow these steps. First, use IShopUTRGV to search and locate the purchase order you wish to print. After the document is located, open the purchase order document by clicking the purchase order number, then use the “Document Actions” drop down menu and select “Print Fax Version.” This will open a printable version of the purchase order. Use your web browser print option to print the page.
Purchase orders must be cancelled by the Purchasing Department. If a purchase order needs cancellation, verify no deliveries or invoicing will be made against the purchase order. Upon verification, email esmeralda.rios@utrgv.edu
A new purchase order must be created. The first step is to email esmeralda.rios@utrgv.edu requesting cancellation of the current purchase order. This will free up any encumbrance. After the purchase order is cancelled, use IShopUTRGV to submit a new requisition so a purchase order can be created using the correct vendor. If the order is over $15,000, be sure to notify purch@utrgv.edu during the entire process.
Any change to a purchase order must processed through iShopUTRGV by submitting a “Change Request” on the existing PO. See Quick Reference Guides for detailed instructions on how to submit the Change Request.
Use IShopUTRGV “Document Search” to search for and locate the requisition to be recalled. Verify the requisition was not assigned a Purchase Order number. This can be done by checking the “Document Status” located just under the requisition number on the left side of the page when viewing the requisition document. If the status is “Pending,” the document can be recalled. Use the “Document Actions” drop-down button to “Assign to Myself.” After taking possession of the document, use the “Document Actions” button again to select “Return to Requisitioner.” The returned requisition will return to the requisitioner’s draft cart and viewable in the shopping page in IShopUTRGV. If the document status is not “Pending,” the document cannot be recalled.
Returned requisitions can be checked by looking at the history of the shopping cart. To view a draft cart history, use IShopUTRGV to navigate.
To check the status of a requisition, use IShopUTRGV to search for and locate the requisition in question. Once the requisition has been located, click the requisition number to open the document. Once open, look under the requisition number on the left side of the screen or look under the “General” section to view the document status. Additionally, workflow progression can be checked by clicking the “PR Approvals” section to view the approval chain and current approval step the document is in.
Bids
Our office transitioned from bid portals in 2019. Below are links to past bids based on award date.
View Bids before August 12, 2019 »
View Bids after August 12, 2019 »