Purchasing and Travel

All order, travel, and reimbursement requests should be submitted to PrePurchasing. Please only use AggieEnterprise Catalog ordering if you have reviewed the order process information (available under “Forms”) and have completed the online training. Any Requisitions submitted in AggieEnterprise must be assigned to a Purchaser. Purchasing will not be able to assist with requisitions or orders they are not assigned to. For any questions, concerns, access permission, or change requests within PrePurchasing, contact Hemang. For access to AggieEnterprise, please contact Rachel or Makena. 

Video Tutorials:

• Video 1 of 2:  Setting up Preferences (this is required before you make a catalog purchase)
• Video 2 of 2: Punch out walkthrough

• UC Davis Pre-Purchasing

• PrePurchasing is an approval process for the business office to be able to assist with your purchases. If the business office has any questions about your form, they will reach out to clarify before creating the Aggie Expense report or the order requisition in Aggie Enterprise.
  1. Login to the Pre-Purchasing System.  One logged in, click on the blue button that says: Enter the PrePurchasing System.
  
  2. To create a PrePurchasing request hover over “Orders” on the top left for the dropdown menu, and then click on Place Order. 
  
  3. Once the request form is up, please fill out the form as prompted, starting with the justification.
  
  4. Above the business purpose, there is a drop down menu to select the request type. It defaults to purchasing but please make sure to update it to reflect your request accurately.
  
  5. Next, please be sure to select a vendor. For a purchase request, first check the drop down. If the vendor is not listed there then click on search vendor to select the vendor.  For a Travel/Entertainment request or any other request where the vendor is unclear, leave it as unspecified and mention it in the comments.
  
  6. For the shipping address, please put down your name and your business office for the address; even if it is for something that does not need to be physically delivered (ex: travel/entertainment request, request for a service etc.)
  
  7. For a purchase request, please fill out the line items to include, the quantity, unit of measure, description, unit price and URL if applicable. For a travel/entertainment request, please fill out the line items with expenses like lodging, transportation, and meals. Please add notes/comments as needed. If you are requesting a service or something where the quantities are not clear, please put 1 quantity, and in the notes of either the item or at the end of the form, add comments specifying what you will be needing.
  
  8. Lastly, for the order details, please make sure you click the bubble next to  “Select an Account” and then select the account you need by selecting the blue magnifying glass or the drop-down menu. A new window will open when you click on the magnifying glass and you will be able to find the account by either the description or the old account name.
  * If you need to split the order between two accounts, please mention that in the comments below. Do not select the option for Split Order Request.
  * If you do not see the account you think you should be able to see, add the account to the comments so the approvers will be able to still check it and approve/deny the request.
  
  9. Under Order Preferences select the date you need the order by (please keep in mind it may take us 3-5 business days to process your request). Leave any additional comments here as well and upload any receipts, or quotes related to your request. If you are uploading a travel/entertainment request make sure every purchase has a receipt and to attach the MCB Travel Worksheet.
  
  10. Lastly, click on “Create”. At this point, your PrePurchasing request will route to the appropriate approver!

  For any further clarification, please download the printable UC Davis Pre-Purchasing Guide.  

Purchasing Forms

• UC Davis Pre-Purchasing Guide: PrePurchasing allows users to submit any type of order request, including AggieEnterprise, AggieTravel, and other campus services.
• Catalog Purchasing in AggieEnterprise: Catalog purchasing is the recommended, best, and easiest way to purchase goods. Catalog purchasing ensures that your department is getting all the benefits of the university supplier agreements.
• AggieExpense Delegate Setup: Delegates can prepare travel requests, travel and entertainment reports, add and view receipts, receive routing status emails, approve or temporarily approve reports.
• Source Selection Price Reason: Source Selection and Price Reasonableness Justification Form must be completed by the requesting Department for all federally funded purchases ≥$10,000 (including tax and
  shipping) & non‐federally funded purchases ≥$100,000 (excluding tax, but including shipping), to substantiate the appropriateness of source selection and price reasonableness.
• Independent Contractor Hire Form: Please complete this form prior to initiating or renewing a contract for independent contractor (individual) services to ensure the appropriate process to complete.
• Non-Employee Travel Reimbursement: The university business purpose of travel also applies to non-employee travelers. Their travel will only be reimbursed when it serves one of the missions of the university: teaching, research, or public service.
• Reduced Sales Tax Form: Effective now through June 30, 2030, the California Department of Tax and Fee Administration (CDTFA) is offering a reduced sales/use tax rate on equipment purchased for research.
• Small Business First Waiver: The University of California Small Business First program requires the use of a certified Small Business or Disabled Veteran Business Enterprise for most purchase transactions from $10K to $250K.
• Scope of Work Template: When creating a business contract on a non-catalog Requisition in Aggie Enterprise, it is critical to fully document the complete Scope of Work (SOW), so that all parties have the same understanding of expectations and deliverables.