Purchasing Office

The R&D Center Purchasing Office provides purchasing services to researchers for the acquisition of equipment, materials and services to support their research projects.


Staff

  • Edda Larracuente
  • Supervisor & Purchasing Agent
  • edda.larracuente@upr.edu
  • (787) 832-4040 X 5242

  • Felix Caro
  • Purchasing Agent
  • feliz.caro@upr.edu
  • (787) 832-4040 X 5212

  • Daisy Cruzo
  • Purchasing Agent
  • daisy.cruz@upr.edu
  • (787) 832-4040 X 5270

  • Barbara Harrington
  • Administrative Assistant II
  • barbarade.harrington@upr.edu
  • (787) 832-4040 X 5247
  • Fax: (787) 834-8025

    Office Hours: 7:30 am to 4:30 pm (Monday through Friday)
    Office Location: J-103 (R&D Administration Building)

    Services

    The Purchasing Office conducts all transactions related to orders placed through R&D Center administered accounts. Its staff assists researchers regarding the purchasing procedures and requirements. Mrs. Edda Larracuente supervises the office and also serves as a Purchasing Agent. The Office has two additional Purchasing Agents and one Administrative Assistant II, who serves as secretary. The mission of the Purchasing Office is to submit all purchase orders requested by investigators, follow up on those orders to assure they are received as established in each purchase order. Its staff wants to help researchers find the best offers. The goal is to purchase high quality equipment and material at the most reasonable prices with the companies that will offer the best services and warranties.

    Most Common Purchasing Categories in Research Activities are: Materials, Equipment, and Non Personal Services.


    About Requisitions

    Requisitions totaling up to $2,999.99 (including freight): These can be processed with just one (1) quotation. The quote may be obtained by fax, mail or email. Downloaded internet web pages are not accepted as valid quotations.

    For a quotation to be complete, it must include the following information:

    • date when the quotation was requested and name of contact person
    • product(s) availability and estimated delivery date
    • carrier service and freight charges (Shipping & handling fees)
    • supplier’s address and payment address (if different) including phone and fax number
    • company’s Federal I.D. number (if established in USA or PR)

    Requisitions totaling $3,000 or more (including freight): These require at least three (3) quotations before an order can be placed. Since most research associated purchases are very much dependent on the type of project, the researcher’s involvement in the purchasing process is critical. It is the researcher’s responsibility to obtain the required quotations and include them with the requisition. If the requisition is entered electronically, the researcher must make sure that the quotations reach the Office prior to processing.

    If there is a sole supplier, a justification is required. See: Purchase Order Justification. Evidence of exclusivity may be required to the supplier.

    If the acquisition is for equipment which was approved as such in the proposal (proposal approved indicates equipment to be acquired, as well as the name of company which will supply it), the three quotations are not needed. Only an up-to-date quotation from the approved supplier is required. A justification of the purchase order is required. Use Purchase Order Justification form.

    Requisitions totaling more than $50,000 (including freight):

    Orders that exceed $50,000 require at least three (3) quotations for its processing. All quotations must be signed. The order will be placed to the lowest bidder. However, if only one company provides a price quote, or there is a sole supplier, a justification is required. The researcher must issue a proper and reasonable justification. See: Purchase Order Justification. Evidence of exclusivity may be required to the supplier.

    Research-related purchase orders (e.g. equipment) that exceed $50,000, qualify for an exemption request from the bidding process. This request must be submitted prior to purchase. A Letter to the Bidding Committee, requesting exemption is required. In addition, if there are less than three quotations, a Purchase Order Justification Form signed by the PI, his/her Director, and Dean is also required.


    Purchasing Procedure

    Step 1: PI submits the Requisition with the corresponding quotations

    Step 2: R&DC Purchasing Office processes the requisition

    Step 3: Requisition becomes Purchase Order

    Step 1: PI submits the Requisition with the corresponding quotations.

    This process can be done, either, manually or electronically.

    • Manually: Bring or send your Requisition Form to the R&DC Purchase Office located in the Administration Building, Office J-103 for subsequent electronic entry by the assigned Purchase Office Staff.
    • Electronically via UFIS, the University Financial Institutional System: The order reaches the R&DC Purchase Office electronically upon submission, for further processing.

    Note: We encourage users to request access to UFIS, the University Financial Institutional System. Entering your requisitions electronically will allow you to keep track of your money and expenditures. Through UFIS, one can verify the status of requisitions, track when they become purchase orders, check their delivery dates, and verify payment terms. To obtain access to UFIS, researchers must email the UPRM Finance Office Director requesting access to their particular research accounts. The email must clearly indicate the UFIS Accounts, & corresponding FRS account, he or she wants access to. The Finance Office Director will forward the request appropriately. The researcher will be notified via email of the assigned access code/password. The UFIS web page address is: https://patsiprod.upr.edu.

    Step 2: R&DC Purchasing Office processes the requisition

    Your requisition is processed by the R&DC Office once it is entered. This process can be expedited if the required documents accompany the requisition. There are different considerations depending on the total of the requisition. Refer to About Requisitions and Quotations.

    Step 3: Requisition becomes Purchase Order

    The purchase order is a P.O. number, where the terms and conditions, estimated delivery date and considerations are defined, given funds are available in the corresponding account.


     

    Change Order

    The Purchasing Office is the one that submits changes in orders. A written memo, justification,for the change must be submitted to: edda.larracuent@upr.edu for further processing. No changes in orders received or paid are allowed.

    Return of equipment and materials:

    If for any reason, there is need to return equipment or materials received, you must contact the R&D Center’s Receiving & Dispatch Office or email its Supervisor, Marcos I. Rosado at marcosi.rosado@upr.edu.

    Bidding Process Exemption

    For research-related purchase orders (e.g. equipment) that exceed $50,000, an exemption request from the bidding process must be submitted prior to purchase. A Letter to the Bidding Committee, requesting exemption is required. In addition, if there are less than three quotations, a Purchase Order Justification Form signed by the PI, his/her Director, and Dean is also required.


     

    End-of-grant Period Purchases

    It is typically expected that the final months of a grant will involve relatively few expenses since most of the larger commitments typically take place early in the award period. Requisitions for the acquisition of materials, equipment and supplies late in the project period (generally within 120 days of the project “end date”) will routinely be scrutinized to assure that the expense is allowable and allocable. While such expenses may be completely appropriate, they must be reviewed to assure that unspent project funds are not being “used up” with acquisitions which do not benefit that project. A key to the allowability of these expenses is proper documentation. A written statement from the Grant or Contract Administrative Officer authorizing the expenditure is usually enough. E-mail is usually acceptable for grants. A signed document may be necessary for contracts. A copy of the authorization should be kept with the project records. Consult the R&DC Purchasing Office Staff ahead of time. If you are envisioning a no-cost extension, please contact the R&DC Office of the Director.


    Forms

    Requisition Form:

    This form is used to authorize the Purchasing Office to register the order on your behalf.Otherwise, the Order can be placed directly through the UFIS (University Financial Institutional System) Requisition System.

    Purchase Order Justification:

    This form is used when there is a sole supplier, or only two quotations for the item requested.

    Certificate for Puerto Rico Sales Tax Exemption (IVU= Impuesto sobre Ventas y Uso) on Purchases:

    UPR, as an educational institution, is exempt from paying sales tax (IVU) on purchases. Thus, it is a requirement that purchases made within Puerto Rico, where IVU applies, are accompanied by this form, which must be presented to the business/company to which order is made in order to avoid being charged with sales tax. If you fail to comply with this process, and you are charged the sales tax, you will be responsible to cover this non allowable cost. The forms in Spanish and English are provided:

    Spanish Version: Certificado de Compras Exentas

    English Version: Certificate for Exempt Purchases

    Frequently Asked Questions

    How many quotations do I need for a requisition?

    Requisitions totaling up to $2,999.99, including freight, require just one (1) quotation. The quote may be obtained by fax, mail or email. Downloaded internet web pages are not accepted as valid quotations.

    Requisitions totaling $3,000 or more, including freight, require at least three (3) quotations before an order can be placed. However, if only one company provides a price quote, or there is a sole supplier, a justification is required. The researcher must issue a proper and reasonable justification. See: Purchase Order Justification . Evidence of exclusivity may be required to the supplier.

    Orders that exceed $50,000 require at least three (3) quotations for its processing and are sent to the Bidding Board (Junta de Subastas). The order will be placed to the lowest bidder, unless a request of exemption from the bidding process is processed.

    What if there is a sole supplier?

    If there is a sole supplier, a justification is required. See: Purchase Order Justification. Evidence of exclusivity may be required to the supplier.

    What if my approved proposal indicated the type of equipment, brand and model I want to buy? Do I need additional quotes?

    If the acquisition is for equipment which was approved as such in the proposal (proposal approved indicates equipment to be acquired, as well as the name of company which will supply it), the three quotations are not needed. Only an up-to-date quotation from the approved supplier is required. A justification of the purchase order is required. Use Purchase Order Justification form.

    What does a complete quotation must include?

    For a quotation to be complete, it must include the following information:

    • date when the quotation was requested and name of contact person
    • product(s) availability and estimated delivery date
    • carrier service and freight charges (Shipping & handling fees)
    • supplier’s address and payment address (if different) including phone and fax number
    • company’s Federal I.D. number (if established in USA or PR)

    Can my order be exempt from the Bidding process (Subasta)?

    Research-related purchase orders (e.g. equipment) that exceed $50,000, qualify for an exemption request from the bidding process. This request must be submitted prior to purchase. A Letter to the Bidding Committee, requesting exemption is required. In addition, if there are less than three quotations, a Purchase Order Justification Form signed by the PI, his/her Director, and Dean is also required.


    If I purchase materials locally, using AMEX, are those purchases exempt from IVU?

    UPR, as an educational institution, is exempt from paying sales tax (IVU) on purchases. Thus, it is a requirement that purchases made within Puerto Rico, where IVU applies, are accompanied by this form, which must be presented to the business/company to which order is made in order to avoid being charged with sales tax. If you fail to comply with this process, and you are charged the sales tax, you will be responsible to cover this non allowable cost. The forms in Spanish and English are provided:

    Spanish Version: Certificado de Compras Exentas

    English Version: Certificate for Exempt Purchases