Procurement

The Procurement area is responsible for:

• Interpretation and compliance with established purchasing guidelines
• Purchasing Contract Execution
• eProcurement Module of ePro (testing and training)
• Training in Public Purchasing methodology
• Formal bidding https://finance.untsystem.edu/sites/default/files/request_for_formal_solicitation.pdf

Procurement Resources

The resources and job aides below are provided to assist you in understanding purchasing policy and guidelines.  The type of items you will find on this resource list includes links to outside sources and visual job aides.

• Find your Buyer (By Requester)
• Contract management handbook
• Conflict of interest in purchasing and contracts 
• Pcard Program
• Branding Affinity Licensed Vendors (UNT Only)
• CMBL
• Independent contractors: contractor versus employee
• NIGP Commodity book
• Restricted State fund purchases
• Standard PO Terms and conditions (updated Feb 2025)
• UNTS Administration office of General counsel guide to legal review of contracts

Procurement Forms

• Informal Quote Summary (IQS) form (4/15/2025) - An IQS must be attached to purchase orders of $15,000.01 – $50,000 (single year) or $15,000.01 – $100,000 (multi-year) if there is no RFP or other competitively bid contract.
  • Guide to completing the IQS form
• Request for Solicitation Form  
  • Proprietary/Exclusive Acquisition (Sole Source) Purchase Justification (REVISED 8/15/2024) - Do not attach this form to a requisition without all signatures including Procurement approval
  • Guide to find the status of your sole source justification form 
• Independent Contractor Form 
• Supplier Management - Vendor/Supplier Onboarding
• Encumbrance Inquiry Form 
• Travel, Reimbursements, and Expense Reporting through Concur
• Click Wrap Approval Form
• Custodial Gift Card Form
• See also the Procurement Guide Change memorandum #1 document.

Fast Contract templates for expedited processing

Use of the contract quick templates for expedited processing is intended for low-risk purchases that need a Statement of Work, do not include a vendor’s terms and conditions or require signature. If changes are needed, use a different contract template. The UNTS Office of Contract Administration (UNTScontractadmin@untsystem.edu) can help you determine which contract template to use.To use these templates, fill in the blanks on the form and have the Requestor upload the completed form to the requisition. 

For assistance, training on using the SOW & Guest Speaker Quick Templates is available below:

SOW & Guest Speaker Quick Template training (PPT)
SOW & Guest Speaker Quick Template training (PPT/PDF)
SOW & Guest Speaker Quick Template training handout (WORD)

Buyer Contacts

• Jill Roys - Director of Purchasing
• Rebecca Laduke – Purchasing Specialist
• Ashley Barraza – Purchasing Specialist
• Gabe Morales - Purchasing Specialist
• Buyers@untsystem.edu - This email inbox will go to all buyers if you don't know your buyer.

Strategic Sourcing 

If you are above the bid threshold of $50k and require a competitive bid for your purchase or need assistance finding a vendor to utilize, you can find information on each campus' strategic sourcing liason by visiting this page - Strategic Sourcing.