Acquiring Goods or Services

Materials Management is committed to assist University faculties and departments to acquire value-added, appropriate, institutional quality goods and services that meet immediate and long-term needs for the best overall value with minimum impact on the environment.

Goods and services can be acquired by the submission of an online requisition in the Bridge. Requisitions are required for every expenditure with the exceptions of:

  • Travel related items (expense claims, conference registration fees, workshop registration fees, airfare)
  • Personal reimbursements (professional supplement, petty cash reimbursements, anything else personally purchased)
  • Personnel services (wages, benefits)
  • Items costing less than $5,000 (exception - cell phones)
  • Legal fees
  • Bookstore retail activities
  • Library book acquisition
  • Utilities
  • Landline phone charges
  • Contract stationary purchases
  • memberships for professional associations

Click here for a PDF of Exceptions To Requisitions.

Below is a link to our overall purchasing procedures and more information about online requisitions:

Procurement of Goods and Services Policy

Procurement Frequently Asked Questions

Online Requisition Entry Instructions (PDF)  - instructions to assist you with creating a requisition in the Bridge

Online Requisition Instruction Video - watch a video on how to create a requisition in the Bridge

Online Requisition/Purchase Order FOAP Inquiry Instructions (PDF) - instructions to assist you in the search of existing requisitions and purchase orders by fund, organization, account, and program number

Online Requisition Inquiry Instructions (PDF) - instructions to assist you in the search of existing requisitions in the Bridge

Online Requisition Purchase Order Inquiry Instructions (PDF) - instructions to assist you in the search of existing purchase orders in the Bridge

Signing Authority/iWeb Access User Form - form is used to assign signing authority of miscellaneous cheque requisitions, invoices, payroll authorization forms, online journal vouchers, online requisitions to the various fund, organization, program combinations. The form is also used to authorize access to iWeb reports and/or Banner access.

 

 

Procurement Frequently Asked Questions

There are 3 options for booking a rental vehicle:

  1. Personally book a rental vehicle for your own business travel:
    • The preferred vendor is Enterprise Car and Truck Rental.
    • Reserve the vehicle in the name of the University of Lethbridge with yourself listed as a driver.
    • Review the Car Rental Insurance Policy found on the Risk & Safety Services website.
    • Ensure adequate insurance coverage.
      • The University of Lethbridge American Express Card (AMEX) includes the extra insurance in their cardholder agreement.
      • If not using the AMEX, ensure your credit card company carries the extra insurance, otherwise purchase the insurance though the car rental company.
    • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  2. Arrange vehicle rental through Maritime Travel:
    • Log onto the Bridge.
    • Click on Finance - Personal Reimbursements and Travel Booking - Travel Booking.
    • Sign in with your University of Lethbridge credentials
    • Note, there is a fee of $11.00 charged for each separate booking (consider booking airfare, hotel, and vehicle rentals at the same time).
    • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  3. If booking a vehicle rental for traveling with a group or for an external visitor:
    • Book rental through preferred vendor.
    • Submit an online requisition for Materials Management to issue a purchase order.
    • Include name, dates, and the car rental confirmation number.
    • Ensure adequate funds are encumbered to cover rental and extra insurance costs.

There are 3 options for booking a hotel:

  1. Personally book a hotel for your business travel
    • Once booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  2. Arrange hotel booking through Maritime Travel:
    • Log onto the Bridge.
    • Click on Finance - Personal Reimbursements and Travel Booking - Travel Booking.
    • Sign in with your University of Lethbridge credentials.
    • Note, there is a fee of $11.00 charged for each separate booking (consider booking airfare, hotel, and vehicle rentals at the same time).
    • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.
  3. If booking a hotel for traveling with a group or for an external visitor:
    • Book reservation directly with a preferred hotel vendor (see preferred vendor listing).
    • Submit an online requisition for Materials Management to issue a purchase order.
    • Include name of the guest, dates, and the hotel confirmation number.
    • Ensure adequate funds are encumbered to cover accomodations and meals as required.

 

Arrange airfare through Maritime Travel:

  • Log onto the Bridge.
  • Click on Finance - Personal Reimbursements and Travel Booking - Travel Booking.
  • Sign in with your University of Lethbridge credentials,
  • Note, there is a fee of $11.00 charged for each separate booking (consider booking airfare, hotel, and vehicle rentals at the same time).
  • Once the booking is complete and payment has been processed, submit an online expense claim for reimbursement.

There are 2 options for conference registration:

  1. Personally register and pay for your conference.
    • Submit an expense claim for reimbursement.
  2. If registration is being puchased through Department or Research fund (not Professional Supplement).
    • Request an invoice from the conference and submit the invoice to Financial Services for direct pay.

There are 3 options for purchasing a computer:

  1. For department use:
    • Contact the Information Technology Department (ITS).
    • ITS can assist you with obtaining a quote for the computer system with the "Preferred" computer supplier.
    • Submit an online requisition and attach your quote directly to the online requisition for Materials Management to issue a Purchase Order and complete the order.
  2. Purchase through Professional Supplement of $1,000 or more:
    • If you already know what configuration you require, submit an online requisition.
    • ITS can assist you with obtaining a quote for the computer system with the "Preferred" computer supplier.
    • Submit an online requisition and attach your quote directly to the online requisition for Materials Management to issue a Purchase Order and complete the order.
    • Make your purchase personally and submit an online expense claim for reimbursement.
  3. Purchase through Professional Supplement of less than $1,000
    • Make your purchase personally an submit an online expense claim for reimbursement.
    • Exceptions are Cell Phones or licensed software.
      • Online requisition is required.

The University uses Staples Business Advantage web ordering system. 

To set a designated staff member up to use this service refer to the Financial Services website found under here

If you do not have a Staples online account you can submit your order through the Deparmental online account (contact your Financial Officer for approval prior to ordering and for information on who in your department can place the order).

If the supplies should be charged to a FOAP other than the one attached to your Department Staples online account, process a journal voucher to move the charges to the correct FOAP.

 

Contact Facilities.

There are preferred vendors in place for all campus office furnishings. 

Submit an online requisition.

  • Materials Management will order through our "Preferred" supplier.

For approved University Department or Professional Supplement paid accounts only:

  • Submit an online requisition for a standing order.
  • Materials Management will order through our "Preferred" supplier (currently Telus).
  • Ensure adequate funds are encumbered to cover cell phone charges for the entire fiscal year.
  • To purchase from another supplier you must first obtain approval from your supervisor. Once you have approval, purchase your own plan and submit approved expenses through the expense claim system.

Order online through the University of Lethbridge Caterer, Fresh Fork (use Catertrax), or a University of Lethbridge approved caterer.

Refer to the information on the Financial Services website found here.

For help placing print, broadcast, online or for assistance designing an advertisement, please contact Communications at communications@uleth.ca.

If you find yourself making frequent purchases from the same vendor consider setting up a standing order and processing it throughthe online Materials Management requisition.

If you still have questions or need assistance on how to submit an online requisition please contact Lyn Jose in Materials Management at 2411 or e-mail joselm@uleth.ca