Roles & Responsibilities
This page provides an overview of the roles and responsibilities involved in various processes overseen by the Purchasing and Contract Management Office. It is designed to help you quickly identify which party is responsible for each step, highlighting key actions and assigning them to specific roles or departments.
While this page clarifies task ownership within purchasing processes overseen by the Purchasing and Contract Management Office, unit-specific steps may vary and are not included.
Please see the Quick Start Guide to assist in navigating this page.
Click on the boxes below to filter by procedure.
To look up key terms and acronym definitions, scroll down to the Glossary section at the bottom of the page.
Procedures
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Notify vendor to stop invoicing against original PO | Unit |
| Work with UPAY to remove any on-hold or incomplete/header invoices from the old PO | Unit |
| Obtain Final Detailed Invoice (When Applicable) | Unit |
| Submit a Service Request for the Previous PO to be Closed (If Not Already Closed) | Unit |
| PCMO Review and Approval/Denial | PCMO |
| Notify vendor (if needed); work with vendor and UPAY to resolve outstanding invoices | Unit |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Request Certificate of Insurance Complying with Policy 6.1.1 | Unit |
| Review Certificate of Insurance for Compliance with Policy 6.1.1 | PCMO |
| Final Determination for Certificate of Insurance not meeting Compliance with Policy 6.1.1 | System |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Obtain a Revised Quote/Invoice | Unit |
| Submit a Service Request for the Change | Unit |
| PCMO Review and Create Change Order in iBuy if Approved | PCMO |
| Close Service Request Form | PCMO |
| Send copy of revised PO to vendor (if needed) | Unit |
| Work with vendor and UPAY to resolve outstanding invoices (if needed) | Unit |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Create the Contract Amendment and Complete all Required Fields in Contracts Plus | PCMO |
| Redline the Other Party's Contract Amendment (When Applicable) | PCMO |
| Send the Contract Amendment to the Other Party for Review/Negotiation | PCMO |
| Lead Contract Amendment Negotiations | PCMO/Vendor |
| Clarification/Review/Approval of Amendment Terms, Exhibits, etc. During the Negotiation Process | PCMO/System/Unit/Vendor |
| Final Acceptance of Negotiated Amendment Terms | PCMO/Vendor |
| Initiate the Approvals Workflow in Contract Plus | PCMO |
| Approve Contract Amendment in Contracts Plus Approvals Workflow (Varies Based on Dollar Value) | PCMO/System/Unit |
| Obtain Signatures For Contract Amendment Execution | PCMO/Vendor |
| Upload the Fully Executed Contract Amendment (When Applicable) | PCMO |
| Comptroller Delegate Approval in Approvals Workflow | PCMO |
| Post Change Order to the Illinois Procurement Bulletin (When Applicable) | PCMO |
| Email executed contract to other party (When Applicable, usually not e-signature) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Submit Contract Request for the Contract Amendment (Including all questions on the form) | Unit |
| Clarification/Corrections on Contract Request for the Contract Amendment | Unit |
| PCMO Review and Approve the Contract Request for the Contract Amendment (moves to Contract Amendment Negotiation and Execution Phase) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Create the Contract and Complete all Required Fields in Contracts Plus | PCMO |
| Generate and Edit the Procurement of Supplies and Services Contract Template (When Applicable) | PCMO |
| Redline the Other Party's Contract (When Applicable) | PCMO |
| Send the Cotract to the Other Party for Review/Negotiation | PCMO |
| Lead Contract Negotiations | PCMO/Vendor |
| Clarification/Review/Approval of Terms, Exhibits, etc. During the Negotiation Process | PCMO/System/Unit/Vendor |
| Final Acceptance of Negotiated Terms | PCMO/Vendor |
| Initiate the Approvals Workflow in Contract Plus | PCMO |
| Approve Contract in Contracts Plus Approvals Workflow (Varies Based on Dollar Value) | PCMO/System/Unit |
| Obtain Signatures For Contract Execution | PCMO/Vendor |
| Upload the Fully Executed Contract (When Applicable) | PCMO |
| Comptroller Delegate Approval in Approvals Workflow | PCMO |
| Email executed contract to other party (When Applicable, usually docs without e-signature) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Submit Contract Request (Including all questions on the form) | Unit |
| Clarfication/Corrections on Contract Request | Unit |
| PCMO Review and Approve the Contract Request (moves to Contract Negotiation and Execution Phase) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Submit Documentation of Acquisition | Unit |
| Submit Completed and Signed Financial Disclosure and Conflicts of Interest Form (When Applicable) | PCMO/Unit/Vendor |
| Submit PRF/SOF Form for New Vendor (When Applicable) | Unit |
| Submit Contract Request for the Contract Amendment (When Applicable) | PCMO/Unit |
| Review/Approve/Deny Reassignment (When Applicable) | Chief Procurement Office |
| Contract Amendment Negotiation and Execution (When Applicable) | PCMO/System/Unit/Vendor |
| PCMO Approval of PRF/SOF form (When Applicable) | PCMO |
| Post Reassignment to Illinois Procurement Bulletin (When Applicable) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Identify if the Purchase is a State of Illinois Defined Emergency | Unit |
| Submit Requisiton No Later Than Five (5) Business Days After the Emergency Purchase Has Been Made | Unit |
| Review/Approval/Denial of Emergency Purchase Request | PCMO |
| Post Emergency Purchase to the Public Procurement Bulletin (When Applicable) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Account Code Review on PRF | System |
| Complete Vendor's Delivery Ackowledgement Form (When Applicable) | Unit |
| Execute Vendor's Delivery Ackowledgement Form (When Applicable) | PCMO |
| Attach Executed Vendor's Delivery Ackowledgement Form in Contracts Plus (When Applicable) | System |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Complete/Sign/Attach Source Selection and Price Justification Form (>$25k) | Unit |
| Clarfication/Corrections on Source Selection and Price Justification Form (>$25k) | Unit |
| Visual Compliance Review | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Obtain Layout | Unit |
| For Wood Furniture, Obtain Unit Approval | Unit |
| Initiate Layout Approval | PCMO |
| Review/Approve Layout (includes ADA compliance through F&S, when applicable) | System |
| Obtain CMS/Surplus Approval (When Applicable) | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Confirmation of Exchange Rates | Unit |
| Confirm Tariffs/Shipping/Incoterms on Quote with vendor and/or Customs Broker | Unit |
| Add Clause F15 (Customs Information) to the PRF/SOF Form | PCMO |
| Emailing Customs Broker and Vendor for PO Confirmation | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Complete and Attach the Solicitation Information Form | Unit |
| Review of the Solicitation Information Form | PCMO |
| Populate the Procurement Participation Form(s) and Send to Unit | PCMO |
| Complete, Sign and Return the Procurement Participation Form(s) | Unit |
| Populate the IFB Document | PCMO |
| Clarfication/Corrections on the IFB Document | Unit |
| Review/Confirm NIGP Codes for Goal Calculation | PCMO/Unit |
| Calculate the BEP Goal | PCMO |
| Review/Approval/Denial of IFB Document | Chief Procurement Office |
| Post the IFB to the Illinois Procurement Bulletin | Chief Procurement Office/PCMO |
| Receive and Compile Vendor Questions (When Applicable) | Chief Procurement Office/PCMO |
| Clarification/Answer Vendor Questions (When Applicable) | Unit |
| Post Amendments (Opening Extensions, Answers to Vendor Questions, etc.) to the Illinois Procurement Bulletin (When Applicable) | PCMO |
| Open the IFB Vendor Responses | PCMO |
| Verify Vendor Registrations and Document Submission Requirements | PCMO |
| Review BEP Goal Waiver Request and Work with Other Party to Meet Established Goal (When Applicable) | System |
| Approve/Deny Waiver Request (When Applicable) | PCMO/System |
| Review/Approve/Denial of Low Bid | Chief Procurement Office |
| Populate Award Recommendation | PCMO |
| Sign Award Recommendation | Unit |
| Review/Approval/Denial Award Recommendation | Chief Procurement Office |
| Post the IFB Award (or Non-Award, When Applicable) to the Illinois Procurement Bulletin | Chief Procurement Office/PCMO |
| Waive or Take No Action on the IFB Award | Commission on Equity & Inclusion/Procurement Policy Board |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Notify Unit of an Invoice on Hold and Provide the Reason for the Hold | UPAY |
| Review the Reason for the Hold and Proceed Accordingly | Unit |
| Notify UPAY When Corrective Action has Been Completed and Invoice is Ready to be Paid | Unit |
| Monitor Invoice Status to Ensure Hold is Removed and Payment is Processed by UPAY | Unit |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Obtain Quote(s) or Supporting Document(s) Along With Information In the Interal Notes Indicating Requested Procurement Method | Unit |
| Preparation/Submission of PRF/SOF Form (Including all questions on the form) | Unit |
| Departmental Approval of PRF/SOF Form | Unit |
| Review of PRF/SOF form once received by PCMO | PCMO |
| Clarification/Corrections on PRF/SOF Form | Unit |
| Obtain Revised/Corrected Quote(s) (When Applicable) | Unit |
| Review T&Cs and Obtain Signatures (When Applicable) | PCMO |
| Add the Bulletin Number/Contract Number for New Awards (When Applicable) | PCMO |
| Preparation of BOT Document(s) (When Applicable) | PCMO |
| Provide Information for BOT Document(s) (When Applicable) | PCMO/Unit |
| Submission of BOT Document(s) (When Applicable) | PCMO |
| BOT Approval for Purchase (When Applicable) | BOT |
| Add the BOT Approval to the Internal Notes and Attachments (When Applicable) | PCMO |
| Chief Legal and President Approvals (When Applicable) | PCMO/System |
| PCMO Approval of PRF/SOF Form | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Obtain Final Detailed Invoice | Unit |
| Obtain Signed Vendor Release Form (Non-Conforming Only) | Unit |
| Obtain "Non-Conforming Letter" Signed by Deparment Head on Department Letterhead (Non-Conforming Only) | Unit |
| PCMO Review/Approval | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Negotiate Net 30 Terms with Other Party | Unit |
| Request Non-Standard Payment Term and Provide Justification | Unit |
| PCMO Review and Approve/Deny Non-Standard Payment Terms | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Identify Potential Conflict of Interest (Red Asterisk in iBuy) | PCMO/Unit |
| Identify Potential Conflict of Interest (UIN Work History) | PCMO |
| Send Financial Disclosures and Conflicts of Interest Form and Instructions to Other Party (may be at the request of PCMO) | Unit |
| Complete the Financial Disclosures and Conflicts of Interest Form | Vendor |
| Review the Financial Disclosures and Conflicts of Interest Form for Completeness | PCMO |
| Review and Approval/Denial of the Potential Conflict of Interest | Chief Procurement Office/PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Apply for Permit | Unit |
| Approve/Add a Purchase Request to the Radiation Permit Database | Unit |
| PCMO Review of the Radiation Permit Database | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Complete the Solicitation Information Form and Email to the Main Purchasing Inbox | Unit |
| Review of the Solicitation Information Form | PCMO |
| Populate the Procurement Participation Form(s) and Send to Unit | PCMO |
| Complete, Sign and Return the Procurement Participation Form(s) | Unit |
| Populate the RFI Document | PCMO |
| Populate RFI Evaluation Matrix (When Applicable) | PCMO |
| Clarification/Corrections on the RFI Document | Unit |
| Review/Approval/Denial of RFI Document (When Applicable) | Chief Procurement Office |
| Post the RFI to the Illinois Procurement Bulletin | Chief Procurement Office/PCMO |
| Receive and Compile Vendor Questions (When Applicable) | Chief Procurement Office/PCMO |
| Clarification/Answer Vendor Questions (When Applicable) | Unit |
| Post Amendments (Opening Extensions, Answers to Vendor Questions, etc.) to the Illinois Procurement Bulletin (When Applicable) | PCMO |
| Open the RFI Vendor Responses | PCMO |
| Verify Vendor Registrations and Document Submission Requirements (When Applicable) | PCMO |
| Review Responsive RFI Submissions and Record Scores on RFI Evaluation Matrix (When Applicable) | Unit |
| Draft Vendor Interview Questions (When Applicable) | Unit |
| Schedule Vendor Interviews/Demonstrations (When Applicable) | PCMO |
| Conduct Vendor Interviews/Demonstrations (When Applicable) | Chief Procurement Office/PCMO/Unit |
| Complete the RFI Evaluation Matrix (When Applicable) | Unit |
| Compile the Results of the RFI Evaluation Matrix (When Applicable) | PCMO |
| Populate Award Recommendation (When Applicable) | PCMO |
| Sign Award Recommendation (When Applicable) | Unit |
| Review/Approval/Denial Award Recommendation (When Applicable) | Chief Procurement Office |
| Post the RFI Award or Non-Award to the Illinois Procurement Bulletin (When Applicable) | Chief Procurement Office/PCMO |
| Waive or Take No Action on the RFI Award (When Applicable) | Commission on Equity & Inclusion/Procurement Policy Board |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Complete and Attach the Solicitation Information Form | Unit |
| Review of the Solicitation Information Form | PCMO |
| Determine the RFP Evaluation Committee Members | Unit |
| Populate the Procurement Participation Form(s) and Send to Unit | PCMO |
| Complete, Sign and Return the Procurement Participation Form(s) | RFP Evaluation Committee |
| Populate the RFP Document And Evaluation Matrix | PCMO |
| Clarification/Corrections on the RFP Document and Evaluation Matrix | RFP Evaluation Committee |
| Review/Confirm NIGP Codes for Goal Calculation | PCMO/RFP Evaluation Committee |
| Calculate the BEP Goal | PCMO |
| Review/Approval/Denial of RFP Document and Evaluation Matrix | Chief Procurement Office |
| Post the RFP to the Illinois Procurement Bulletin | Chief Procurement Office/PCMO |
| Receive and Compile Vendor Questions (When Applicable) | Chief Procurement Office/PCMO |
| Clarification/Answer Vendor Questions (When Applicable) | RFP Evaluation Committee |
| Post Amendments (Opening Extensions, Answers to Vendor Questions, etc.) to the Illinois Procurement Bulletin (When Applicable) | PCMO |
| Open the RFP Vendor Responses | PCMO |
| Verify Vendor Registrations and Document Submission Requirements | PCMO |
| Review Responsive RFP Submissions and Record Scores on RFP Evaluation Matrix | RFP Evaluation Committee |
| Draft Vendor Interview Questions (When Applicable) | RFP Evaluation Committee |
| Schedule Vendor Interviews/Demonstrations (When Applicable) | PCMO |
| Conduct Vendor Interviews/Demonstrations (When Applicable) | Chief Procurement Office/PCMO/RFP Evaluation Committee |
| Complete the RFP Evaluation Matrix | RFP Evaluation Committee |
| Compile the Results of the RFP Evaluation Matrix | PCMO |
| Review BEP Goal Waiver Request and Work with Other Party to Meet Established Goal (When Applicable) | System |
| Approve/Deny Waiver Request (When Applicable) | PCMO/System |
| Calulate Pricing Score for Evaluation Matrix | PCMO |
| Review/Approve/Denial of Vendor with Highest Score | RFP Evaluation Committee |
| Populate Award Recommendation | PCMO |
| Sign Award Recommendation | RFP Evaluation Committee |
| Review/Approval/Denial Award Recommendation | Chief Procurement Office |
| Post the RFP Award (or Non-Award, When Applicable) to the Illinois Procurement Bulletin | Chief Procurement Office/PCMO |
| Waive or Take No Action on the RFP Award | Commission on Equity & Inclusion/Procurement Policy Board |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Written Justification in the Comments as to Why the Order Needs to Be Rushed | Unit |
| Review/Approval/Denial of Rush Purchase Request | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Obtain Quote(s) or Supporting Document(s) | Unit |
| Preparation/Submission of PRF/SOF Form (Including all questions on the form) | Unit |
| Departmental Approval of PRF/SOF Form | Unit |
| Review of PRF/SOF Form once received by PCMO | PCMO |
| Clarfication/Corrections on PRF/SOF Form | Unit |
| Obtain Revised/Corrected Quote | Unit |
| Review T&Cs and Obtain Signatures (When Applicable) | PCMO |
| PCMO Approval of PRF/SOF Form | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Complete the Lightweight Risk Assesment (LRA) (When Applicable) | Unit |
| Review and Provide Recommendations on the LRA | Office of the Chief Information Officer |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Complete and Attach Unlocked Unsigned Sole Source Justification Form | Unit |
| Review of the Sole Source Justification Form | Chief Procurement Office/PCMO |
| Clarfication/Corrections on Sole Source Justification Form | Unit |
| Final Approval of the Sole Source Justification Form | Chief Procurement Office |
| Sign Sole Source Justification Form (Initiated by PCMO) | Chief Procurement Office/PCMO/Unit |
| Post Sole Source to the Public Procurement Bulletin | Chief Procurement Office/PCMO |
| Review and Waive Sole Source Request on Public Procurement Bulletin | Commission on Equity & Inclusion/Procurement Policy Board |
| Award Sole Source on Public Procurement Bulletin | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Work with Vendor to Avoid/Remove Tariffs Charges, Surcharges, Fees, etc | Unit |
| Document and Attach All Efforts to Avoid Fees if a Tariff is Unavoidable to the Requisition | Unit |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Request/Completion of Exception Request | Unit |
| Review/Approval/Denial of Exception Request | UPAY |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Request for Updated Vendor Information Form | Unit |
| Completion of Vendor Information Form | Vendor |
| Review/Processing of Completed Vendor Information Form | UPAY |
| Submit Cancels and Replaces PO Request | Unit |
| Submit Amendment Request (When Applicable) | Unit |
| Amend Contract (When Applicable) | PCMO |
| PCMO Review and Approval of Cancels and Replaces Request | PCMO |
Additional Resource(s):
| Procedure (Role) | Responsible Party (Responsibility) |
|---|---|
| Request for New/Updated Vendor Information Form | Unit |
| Completion of Vendor Information Form | Vendor |
| Review/Processing of Completed Vendor Information Form | UPAY |
Additional Resource(s):
Glossary
- ADA American’s with Disabilities Act
- BEP Business Enterprise Program
- BOT Board of Trustees
- CEI Commission on Equity & Inclusion
- CMS Central Management Services
- F&S Facilities and Services
- IFB Invitation for Bid
- IL Illinois
- LRA Lightweight Risk Assessment
- NIGP National Institute of Governmental Purchasing
- PCMO Purchasing and Contract Management Office
- PO Purchase Order
- PPB Procurement Policy Board
- PRF Purchase Requisition Form
- RFI Request for Information
- RFP Request for Proposal
- SOF Standing Order Form
- SPO State Procurement Officer
- System Any University System office outside of UPAY
- T&C Terms and Conditions
- UIN University Identification Number
- UP University Payables