Policy & Procedure updates - Nov. 30, 2022
November 30, 2022
The following documents have been updated and are now published and effective. Please share the documents with the appropriate people in your department.
Policy 3201 General Purchasing
- Policy 3201 General Purchasing – Revised
- Procedure 3201 PR.01 Purchase Requisition Process – Revised
- Procedure 3201 PR.02 Pricing Documentation Process – Revised
- Form 3201 FR.05 Pricing Documentation (Comparative Pricing & Competitive Bidding) – Revised
- Form 3201 FR.06 Sole Source Documentation – Revised
As previously announced in the Business Update: November 2, 2022, Policy 3210 Purchase Contracts and its related suite of procedures and forms recently received substantial revisions to reimagine and enhance the expectations and processes pertaining to contracting for goods and services. As a result of that work, several conforming and clarifying revisions were also necessary for Policy 3201 General Purchasing and its related suite of procedures and forms. While the updates to that set of documents are considered minor and not creating new requirements, it is beneficial to highlight those revisions for general awareness.
Policy 3201 General Purchasing was updated to formalize and memorialize an additional approval that has existed in other University documentation for some time. Specifically, Section 3201.7 now includes the Department of Marketing and Trademark Licensing as an additional approver in situations involving the use of Yale’s name in the procurement context. In addition, the policy now incorporates a reference to the Purchasing Intake Portal as a method for contacting and communicating with Procurement. Finally, the policy received several minor clarifying updates to language and references.
Procedure 3201 PR.01 Purchase Requisition Process was updated to clarify the purchase requisition process and reflect current state (e.g., removed references to requisition types no longer in use). It was also updated to incorporate the Purchasing Intake Portal in the purchase requisition process where it is now the preferred tool for certain steps of the process. Finally, as with the policy, the procedure received several minor clarifying updates to language and references.
The remaining three documents, listed again below for convenience, were not modified other than to update the names of and references to other documents that were recently revised (e.g., changing to Policy 3210 Purchase Contracts from Policy 3210 Professional Services and Consulting):
- Procedure 3201 PR.02 Pricing Documentation Process
- Form 3201 FR.05 Pricing Documentation (Comparative Pricing & Competitive Bidding)
- Form 3201 FR.06 Sole Source Documentation
As a reminder, Procurement is offering upcoming information sessions to further discuss, highlight, and train on the recent revisions to Policy 3210 and its suite of documents. Those sessions will also touch upon the conforming and clarifying revisions discussed above. To learn more and register, visit Policy 3210 Purchase Contracts Policy and Procedures Information Sessions.
Always check the Policies & Procedures Website for the latest revisions of all documents. This will ensure you that are utilizing the most up-to-date version.
If you have any questions, please contact Policy & Compliance Services at email@example.com.