Commodity Agreement
Commodity Agreement
What it is:
Commodity agreements are negotiated agreements containing special terms and pricing between the University and approved vendors. The UCLA Vendor Agreements List provides an index of items for which agreements have been negotiated and established (refer to www.purchasing.ucla.edu).
Examples of vendors that have agreements with UCLA:
-OfficeMax: Office supplies
-KST Data: Computer products
-Tangram Interiors: Furniture
-Ricoh: Copiers
Note: Certain products and services require special handling and must be ordered by requisition regardless of value and commodity type. Please submit all requests to your Fund Manager in a timely and complete manner.
The UCLA Purchasing Department website at http://www.purchasing.ucla.edu/ provides access to the latest policies and procedures regarding vendor agreements, purchasing protocols, and all other information related to purchasing at the University.
How to purchase using commodity agreements:
1) Contact the vendor to obtain a quote or verify the price of the item(s) you wish to purchase. Note that purchases should not be completed until authorized by the Business Office.
2) Submit all of the following to your Business Office Fund Manager:
- Completed Universal Form (click here for instructions)
- Full detail of the goods to be purchased
- Funding source (FAU)
- Business justification
- Approval signature
- Any additional supporting materials you may have
3) Your Fund Manager will review the request. If no additional information is required, he/she will approve your request by assigning an order number to the request. You will be notified of the order number via PAN notice. Click here for information on accessing PANs.
4) Once an order number has been assigned, you may place the order. Please provide the order number to the vendor as the subsequent invoice should include this information. Click here for information on how to fax orders to vendors via BruinBuy.
5) When you receive the vendor's original invoice, review the invoice details for accuracy. If necessary, please write the order number on the invoice.
6) Forward the invoice immediately to your Business Office Fund Manager to initiate the payment process.
Depending on the workload of UCLA Central Accounts Payable, payments are generally processed within 2-3 weeks after the invoice receipt. Payment status can be checked via BruinBuy. Click here for instructions on checking payment status.
Updated 4/19/2011