We have received questions from requisition preparers as to what ORIGIN code to use on your requisitions / purchase orders. An ORIGIN code is a reference point in your requisition identifying the type of purchase being made. There are 15 ORIGIN codes that will be on your computer screen when you open up the field on the purchase requisition in SHARE.Clickhere to open a grid that shows each ORIGIN code, purpose, and an example of the type of purchase. However, the 5 ORIGIN codes bolded in blue will be used by those preparers of purchase requisitions being processed through the HSD/ASD/Procurement Unit. If you need clarification please call your Purchasing Agent contact.

The Procurement Unit has been getting several requisitions for services or purchases that have already been done without an approved Purchase Order. This is considered an “after-the-fact” procurement violation. It is very important you have an approved Purchase Order in your hands before you can make any purchase including: services, trainings (defensive driving), advertising, out of state travel, etc. Not having an approved Purchase Order before getting your purchase is considered a procurement violation. If this type of violation happens you will need to get special permission from our Chief Financial Officer and the Department of Finance and Administration to pay for these purchases. Please make sure you have an approved Purchase Order in your hands before making any purchase. If you have any questions or need clarification and you are with ISD or MAD, please call 827-5937. If you are with CSED, ITD, ASD, BHSD, or OIG please call 827-9409. If there is no answer at those numbers, please call 827-9402.

When requesting a change order please make sure and enter into the subject line of your e-mail “Change Order Request”, and code the e-mail “High Importance”. This will help us sort your Change Order Request” from other e-mails. If your change order request is not done within three business days, and you are with ISD or MAD, please call 827-5937. If you are with CSED, ITD, ASD, BHSD, or OIG please call 827-9409. If there is no answer at those numbers, please call 827-9402.

The Procurement Unit has filled the vacant Purchasing Agency position (Fran Dunaway’s old position). Our new Purchasing Agent is Ferminia Najera (Ferm). She comes to us from the New Mexico Department of Health where she also did Purchasing and Accounts Payable. Ferm will be working with the Income Support Division (ISD) and the Medical Assistance Division (MAD) regarding requisitions, purchase orders, and receipts. You can contact Ferm at 827-5932 for your purchasing needs. When Ferm is not available you may also contact Patricia @ 827-9409, or Ben Naranjo @ 827-9402.

Those of you creating master encumbrances with Federal funds, you will need to do two requisitions / purchase orders. One requisition / PO will be for the last three months of the federal fiscal year (July 1 – September 30), and your second requisition / PO will be for the new federal fiscal year (October 1 – June 30). If you already have PO’s established with vendors for federal funds July – September 30, you will need to do another requisition / PO for October 1 – June 30, if needed. In the past you were able to do a change order and add funding for October 1 – June 30 to your existing PO’s, but the system is not allowing that this year – the process is causing an invalid budget error. The proper procedure now is to do a new PO for October 1 – June 30. If you have questions or need further clarification, please call 827-9402.

If you have an approved requisition that has not been converted into a Purchase Order after three business days, please contact the HSD/ASD/Procurement Unit. If you are with ISD or MAD, please call 827-5937. If you are with CSED, ITD, ASD, BHSD, or OIG please call 827-9409. If there is no answer at those numbers, please call 827-9402.

Reminder – when requesting a change order to a Purchase Order please include a justification on your e-mail as to why the change is needed. Change Orders will not be processed without justification. Please be specific, for example: the cost went up, the training was cancelled, the price was misquoted, etc.

The vendor Inter-tel Technologies Inc. has changed names to Mitel Technologies Inc. You can continue to use approved PO’s with Inter-tel Technologies Inc. to pay invoices that have either name on them until further notice.

The new FY09 Save Smart contracts for office supplies are now in place. They are Sandia Office Supplies and Corporate Express. The state no longer has a contract with Office Depot. If you have questions and you are with ISD or MAD, please call 827-5937. If you are with CSED, ITD, ASD, BHSD, or OIG please call 827-9409. If there is no answer at those numbers, please call 827-9402.

Effective July 1, 2008, agencies must enter a 10 in the “SPECS” chartfield on all requisitions, purchase orders, vouchers, and journal entries to identify IT related expenditures. DoIT will run reports using the SPECS chartfield to track and report IT expenditures statewide. If an agency does not enter a 10 in the SPECS chartfield on purchase orders or vouchers for IT goods or services, the FCD Audit Bureau may reject the document. This chartfield isn’t used for payroll related journal entries.

The implementation of SHARE does not negate the need for documentation to support requisitions. One of the items HSD/ASD is finding is that the following documentation is often missing. Not providing this information will delay your requisition. Please remember to provide:

• three price quotes or three bids, as applicable
• reference to the specific price agreement being used, as applicable
• the travel request approvals, as applicable
• the Essentials list lines applicable to the purchase-specific lines may be attached from the listing. Do not attach the whole list. Such large attachments will eventually become a problem for the server to handle.

Remember to include the vendor name and vendor number on requisitions.

Requisitions prepared by or on behalf of MAD, CSED, and DoIt (when DoIT purchases for other divisions)must include a Project Number and Activity Code.

Any requisition for IT-related expenditures must include the commodity code, "43211500-Computers". This will prompt the requisition to go to the HSD CIO for approval. DFA will reject any IT requisition that does not have CIO approval.

Thanks and keep on SHARING!