Written by Blain Woods.
For the past year, Procurement & Business Services has been working diligently to release two important updates that affect Non-MarketPlace requisitions, both of which went into effect on August 1, 2023:
- Separation of the MarketPlace Shopper Role from the Non-MarketPlace Requisition Role
This update is designed to empower departments to assign Financial System requisition roles according to their staff’s actual duties and responsibilities. - Documentation requirements for Non-MarketPlace Requisitions
This update will enable Procurement Services to process requisitions valued at $5k – $25k in approximately two to three business days.
Let’s take a closer look at these two initiatives.
Financial System Requisition Role Separation
As of 8/1, there are two distinct requisition roles in the Financial System:
- MarketPlace Shopper Role
- Non-MarketPlace Requisition Role
Both roles are available as Financial System role selections in the Security Access Request (SAR) system.
Below is a description and requirements of each role:
| MarketPlace Shopper Role | This role allows employees to purchase from NC State’s MarketPlace, a self-service, e-procurement tool that automates the full procurement to payment process, saving both time and money. MarketPlace consists of 60+ catalogs in 12 commodity categories and is the gold standard for university purchases. Employees with this role can buy from the MarketPlace with no spending limit, make convenient purchases of goods and services, create and route requisitions for approval and document the receipt of orders, all with a click of a few buttons. This role may be requested for employees through the SAR system. There are no training requirements associated with this role but completion of MarketPlace Training is highly encouraged. Employees who currently have the MarketPlace Shopper Role will see no change in their access. They will continue to be able to enter MarketPlace requisitions as they have done in the past. |
| Non-MarketPlace Requisition Role | The Non-MarketPlace Requisition role allows employees to create requisitions in the Financial System for purchases valued above $5,000. This role may be requested for employees through the SAR system upon completion of the Certified Departmental Purchasing Representative (CDPR) training program. Employees who have created a Non-MarketPlace requisition in the last two years and have completed the required CDPR training have been assigned the Non-MarketPlace Requisition role by their college/division chief business officer. They have the ability to create Non-MarketPlace requisitions as of August 1, 2023. Employees who no longer need access to Non-MarketPlace requisitions can continue to purchase through the MarketPlace. |
Documentation Requirements for Non-MarketPlace Requisitions
Starting August 1, Non-MarketPlace Requisitions require the following additional documentation to be provided by the requisitioner:
- Supplier email address (valid, non-NCSU email address)
A valid supplier email address is a requirement for all requisitions, except when using the ‘best source’ vendor. - Phone number: the requisitioner will be asked to provide the phone number of the department’s contact to give the supplier a way to contact them regarding delivery and invoicing.
- Supplier quote: this must be attached as backup documentation.
A supplier quote is a requirement for all requisitions.
This update aligns the NC State procurement processes to the increased delegation received from the state and allows Procurement Services to process approved requisitions between $5,000 and $25,000 much more quickly. Most will be processed as purchase orders and dispatched to the supplier within three business days.
For additional details about the newly delegated State of North Carolina procurement authority, please refer to the April edition of the Finance Division newsletter.