2016.02 TB/HIV/STD Section Section-Wide Purchasing

1.0 Purpose

This policy states expectations regarding purchasing of goods and/or services for the TB/HIV/STD Section and its Branches. Audits are conducted regularly on the purchasing of goods and services. Consequently it is important to have a complete justification and appropriate signature approvals on all purchases. Requests for unencumbered purchases are not allowed per DSHS policy and will not be processed.
 

2.0 Policy

This Section policy uses existing DSHS and HHSC requirements as its platform for purchases. The following documents outline agency and enterprise requirements and procedures for purchasing and contract management:

• Texas Health and Human Services Procurement Manual

• Texas Health and Human Services Contract Management Handbook

• DSHS Policy AA-3301 Monitoring and Management of the Operating Budget
   

3.0 Definitions/Acronyms

Encumbered Purchase – Funds have been obligated (set-aside) to purchase a specific good/service via a purchase order.

Goods and Services – Items or services that according to Texas Government Code §2155.144(b-1) are “acquired for direct consumption or use by the agency in the day to day support of the agency’s administrative operations, such as office supplies and equipment, building maintenance and cleaning services or temporary employment services.“

Other Commodities and Services (not Client Services) – According to Texas Government Code Section 2155.144(b-1), the Health and Human Services enterprise is delegated the authority to purchase certain goods and services, including: consulting services; professional services, health care services, information resources technology and others as stated in the Texas Health and Human Services Procurement Manual, section 2.1.2.

Operating Budget – The control document for DSHS expenditures. It establishes a specific budget for the agency that conforms to the General Appropriations Act.

PO – Purchase Order

PRET – Purchase Request Email Template

Requestor – The Section or Branch staff person that initiates the purchasing process.

Requisition – An automated purchase request document in the Health and Human Services CAPPS Financials (Centralized Accounting and Payroll/Personnel System) which is REQUIRED for all procurements of goods, services and other commodities as described in the Texas Health and Human Services Procurement Manual.

Unencumbered Purchase – Funds were not set-aside or approved for payment.
 

4.0 Persons Affected

• TB and Hansen's Disease Services Branch and Group Managers

• HIV/STD Prevention and Care Branch and Group Managers

• TB/HIV/STD Epidemiology and Surveillance Branch and Group Managers

• Pharmacy Branch Manager and staff processing purchases

• Branch Staff Services Officers (SSO’s) and Administrative Support Staff

• All Branch staff initiating and/or processing purchases

• Section Resource Coordinator

• Section Resource Team Lead

• Section Chief of Staff

• Section Director
   

5.0 Responsibilities

DSHS Policy FS-1205, Operating Budget Management, describes requirements of the Operating Budget and assigns Operating Budget management responsibilities. The Policy follows the General Appropriations Act. The annual Operating Budget is the control document for DSHS expenditures. It establishes a specific budget for the agency that conforms to the General Appropriations Act. No organization unit has the authority to exceed its budget.

Section, Branch and Group managers are responsible for:

• Prudently managing the budgets for their assigned Branch/Group;
• Ensuring that no expenditures, including encumbrances or obligations of projected expenditures, will exceed the operating budget;
• Reviewing and monitoring budget balances provided by the Budget Section; and
• Seeking timely budget revisions or adjustments

The Branch Manager and the Group Manager coordinate with the Section Resource Coordinator and the Budget Office to ensure that the funding is available for purchases and requisitions.
 

6.0 Procedures

6.1 Staff (requestor) initiates the purchasing process by submitting a purchase request via email to their respective Branch Manager. The staff must obtain approval from their Branch Manager prior to submitting a requisition in CAPPS. The staff member submitting the request is responsible for gathering the required information that must be included in the email:

• Name of the Requester
• Amount of the Requisition
• Item Description
• Justification for the goods or services

6.2 The Branch Manager or Acting Manager reviews the purchase request and approves or denies. If approved, the Branch Manager will forward the email purchase request to the Section Director for approval. If denied, the Branch Manager will reply to the requester.

6.3 The Director or Acting Director reviews the purchase request and approves or denies. If approved, the Director will forward the email approval to the Branch Manager, Requester, Staff Services Officer (SSO) or Administrative Support Staff to enter the requisition in CAPPS and copy the Resource Coordinator. If denied, the Director will reply to the Branch Manager.

6.4 Once the Director approves the purchase request via email, the requester verifies with their respective Branch Manager if there’s enough funding to cover the amount of requisition. If the funding is not sufficient, the requester works with their respective Branch Manager, Resource Coordinator and Budget Office for budget assistance.

6.5 The Branch SSO or Administrative Support Staff enters requisition in CAPPS. The Branch Manager and the Group Manager ensure the staff enters requisition in CAPPS no less than two (2) months prior to the event to allow for sufficient time to issue the PO.

6.6 The Branch Manager and the Group Manager ensure that staff must not purchase or receive goods or services without a Purchase Order (PO) or prior to the PO being issued.

6.7 Once the Branch SSO or Administrative Support Staff enters the requisition in CAPPS, the requisition routes for automated approvals.

6.8 Once the requisition is approved in CAPPS, the requisition is assigned to Purchased Client Services (PCS) procurement buyer or purchaser to process the procurement and issue a PO. The assigned PCS buyer serves as the primary point of contact throughout the life cycle of the purchase.

6.9 Requests for unencumbered purchases are not allowed per DSHS fiscal policy and will not be processed.

6.10 The requestor who entered the requisition in CAPPS follows-up with the PCS buyer about the status of a PO or if PO is not received. If assistance is needed, please coordinate with the Section Resource Coordinator.

6.11 Once the staff who entered the requisition received the PO from PCS buyer, that person is responsible for ensuring the PO contains the correct information [e.g. the vendor’s name, the amount, the type of good(s) or service(s) requested] and reports any discrepancy to the PCS buyer.

6.12 See TB/HIV/STD Section Flowchart for reference of purchasing work flow.

7.0 Additional Information and Source Materials

For additional requirements on other types of purchases, please refer to the Health and Human Services Procurement Manual.

8.0 Revision History