[Plantsci] FW: Please Review: New Process for Requesting Large Purchases and Contract Requests DBS Team 2 Guidance

Mon Apr 6 16:35:45 MST 2026

Good afternoon,

On behalf of the DBS Team 2 business office we would like to summarize the below communication as follows to provide clear guidance:

  *   Purchase exceeding $50K require senior leadership approval which will now be routed for approval via the NEW Supply Chain Management system (replacing the Significant Purchase Request PDF Form). Upon senior leadership approval the quote will be entered into the UAccess Financials Requisition process to place the order with the vendor.

  *   Purchase less than $49,999 that require a contract/agreement review must now be submitted via the UAccess Financials Requisition process and can no longer be emailed/submitted to the FNSV-Contracting for review.

  *   Small dollar purchases less than $10,000 that do not require a contract/agreement review should utilize the PCard payment method whenever possible.

Please continue to work with your business office and utilize the Smartsheet Finance Request form and select 'Place an order' for any purchase that require a contract/agreement review or exceeds $50K:

https://app.smartsheet.com/sheets/JGh87VCmJ3xq3X78mxPG4VcJ9j5xMXQPChcPmhj1/forms/3001628635209

Be sure to attach the quote, contract/agreement, emails and any relative details to expedite the process. Please plan ahead to ensure appropriate time for review, approvals and completing the requisition process. CALES business services has dedicated resources that have taken the training to accommodate large purchases and your dedicated business office will coordinate the purchase to ensure proper approvals are in place.

Please reach out via listserv DBS-Team2 at arizona.edu<mailto:DBS-Team2 at arizona.edu> if you have any questions regarding this communication.

Thank you,

Tammy Strom|Business Manager
College of Agriculture, Life & Environmental Sciences
ENVS/SPLS/WRRC
The University of Arizona
Office:  (520) 621-0150
https://cales.arizona.edu/

From: Andrew Brennan, Chief Procurement Officer <cpo at comms.arizona.edu>
Sent: Monday, April 6, 2026 3:32 PM
To: Strom, Tammy L - (tammyv) <tammyv at arizona.edu>
Subject: Please Review: New Process for Requesting Large Purchases and Contract Requests

The university has launched a new system for purchases over $100,000, Significant Purchase Requests, and contract reviews.

To view this email as a web page, go here.<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6ImI1NTYxMGVmLTMxMWQtNDViYy05ZDc3LTkzMWQxNGMzZGNmNCIsImRla1ZlcnNpb24iOjEsIml2Ijoid0VBSUViQkRaVmFNUnZweWU1eldTUT09IiwiY2lwaGVyVGV4dCI6Im5zZGtYc1p6WjVBazhZYmVpZi9UcXRwcU1qU2hxS0V5YWR1NVplVTJSTytYdmg5ZCtSQ0VnNDZhSllRVUtwSTFoS0dxOGRIK2E3ZFFPcWpxbG5LZUpvK0xMdStCd0VBSUViQkRaVmFNUnZweWU1eldTUT09IiwiYXV0aFRhZyI6Ii9tdTNVRHFvNnBaeW5pYVBpeTd2Z1E9PSJ9>
[THE UNIVERSITY OF ARIZONA]<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6Ijg0ZTc1ZjM1LTFjNWMtNGM4Mi05MDNlLWJkNTMxMDlhN2U0ZSIsImRla1ZlcnNpb24iOjEsIml2IjoieU1KaklxQTZvT25sNEo3N0p1NyttZz09IiwiY2lwaGVyVGV4dCI6ImxhMU12d21lWlFVamc1Vi9tNzJpb0ZFc2pLM3RpVUlYZUY1clpCNlhxdm8zLzN2K2Rsa1ArYTFyOFg3c0Rzblk4UWhtd0FhRFhCc2dJTnF6b3JGb1RmcTk0SHdaeU1KaklxQTZvT25sNEo3N0p1NyttZz09IiwiYXV0aFRhZyI6Imcxd2JJQ0RhczZLeGFFMzZ2ZUI4R1E9PSJ9>
April 6, 2026, 3:31 p.m.

[Finance & Budget Block A Logo]<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6IjdhMDFkYTA4LWQ5ZWYtNGEzYy05ZmMxLTc3NTI1MWZkZDE5ZCIsImRla1ZlcnNpb24iOjEsIml2IjoiMmw4Zks2ajdGTmhZc3N4N1FPZEd1QT09IiwiY2lwaGVyVGV4dCI6Ik54SDd4WUNFanhkZmk0Q2RNa3MvNm5JaGxoR3VSdFZVdGZwU0RJZmk5T0FQQVZBaThzSGJpT0pUNnVsaWdNTm5PRXJJVXVobE15aDlld2tna3ozUlhrWkdMZDF2Mmw4Zks2ajdGTmhZc3N4N1FPZEd1QT09IiwiYXV0aFRhZyI6IlpUTW9mWHNKSUpNOTBWNUdSaTNkYnc9PSJ9>

Dear colleagues,

As part of our ongoing efforts to modernize processes, improve efficiency, and strengthen oversight across purchasing and contracting activities, we have launched a new supply chain management system. The system replaces the current processes for requesting purchases over $100,000, as well as all Significant Purchase Requests<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6ImE2Y2ZmMjQzLTY5MWYtNGVkZC04ZGE4LTc1MWRmOGU2ZWM3ZiIsImRla1ZlcnNpb24iOjEsIml2IjoiSTJLTmkrbUtid1ZWZnRiZEthM3VwZz09IiwiY2lwaGVyVGV4dCI6IjZVTk8zVGpCQ3g4WlEwYjhHMHlRUlRmSWpKa0J4OVEwRGs3ak5YcDc1VFZNN1MybWJjQktMUzZqbVdyTEhsSUZUY0ZySWRGUWdlak9lemdQQWVWVTVUTEV4b21YSTJLTmkrbUtid1ZWZnRiZEthM3VwZz09IiwiYXV0aFRhZyI6IlVJSG96bnM0RHdIbFZPVXl4TWFKbHc9PSJ9> and contract review requests<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6IjI3YjRlNmJhLTE4OTktNDc3NS1hOWI0LTNhZDRiNTdkMDFmNiIsImRla1ZlcnNpb24iOjEsIml2Ijoibit1ZG1GRnloNVRIcS9aTUpxd01EZz09IiwiY2lwaGVyVGV4dCI6Ik1NMFI5aDVKMksvTzNMb0tFb0lOSURjeHBCVVliYnljUklPbU5hd0R2OHhBL2lPcWVNU3JuVzN5dmZYT0dZYnRaQXlzQXV3UVVGcUJSQUpGOHFvQ2hjWFBnbXhLbit1ZG1GRnloNVRIcS9aTUpxd01EZz09IiwiYXV0aFRhZyI6IkVGQmFnVVFDUmZLcUFvWEZ6NEpzU2c9PSJ9>.

To support these efforts, effective immediately, the ability to submit these requests has been limited to your department or unit's account manager and select fiscal officers.

Why we are implementing this change

The new system supports more coordinated purchasing and contracting across the university by providing a consistent procedure for these requests.

Limiting submissions to key finance personnel strengthens institutional oversight, reduces risk with more thorough financial and compliance reviews, and promotes fiscal responsibility by aligning submissions with those responsible for budget oversight.

Over the last few weeks, we have engaged with these designated individuals, along with those who review and approve these requests, in training sessions to prepare them for the new process.

Next steps

We encourage business offices to review internal processes to help direct these requests to the appropriate individuals. If you are unsure about who your department or unit's account manager is:

  *   Log in to UAccess Financials<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6IjViMWVmOWY0LWQ4NDMtNDQ0NC1hZDkzLTBhNzU4NmUxYTAxYyIsImRla1ZlcnNpb24iOjEsIml2IjoiV2NnY2tqT1pTQlhLU2hVT25BWnA3dz09IiwiY2lwaGVyVGV4dCI6Ik5lYWdqKzNDYWNzVkNMNGlsK0xrUFNHYytaaUlFbmQ0VmJnV3NvczdjSExYVm53YTcrUDMxWXAxejRNWlI2VTg3WElHL2JYVml3N3MxRkQwUUlWZUhwRXVtTE56V2NnY2tqT1pTQlhLU2hVT25BWnA3dz09IiwiYXV0aFRhZyI6IjFZc083TlJROUVDRlhoNlJMcGl6Y3c9PSJ9>
  *   Select "Chart of Accounts" from the side navigation
  *   Choose "Account"
  *   Use the Account Name or Account Number field to search for your department or unit.
     *   The account manager will appear under Search Results at the bottom of the screen.

We updated our Significant Purchase Requests<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6IjVmMjgxYzk5LWYyNTktNGExMS1iN2Q5LTRkNzc0ODhmNGIwNyIsImRla1ZlcnNpb24iOjEsIml2IjoieDJwS25YeE96QlkwZTErbzlHSUdFdz09IiwiY2lwaGVyVGV4dCI6ImdkeFNaNkRzbDBvS0xJd25MUVlRdnNQdHJrN1V0a0lUSHo5eTVZQnhkVW96UDRsbFhCeHUydnhlM1BLNFlnL2ViTGdMV0R2RXpMQ1Z3aDNHK3FSNTFTMlpTVTdPeDJwS25YeE96QlkwZTErbzlHSUdFdz09IiwiYXV0aFRhZyI6InhNeXdsY0lkeHZxa2VkVXRtVWxPemc9PSJ9> and Contracting Services<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6IjMzNjIyZDZhLTUzZjItNGE1ZC1hODgzLTc2YTc1YjVlNjJkNSIsImRla1ZlcnNpb24iOjEsIml2IjoiUVVEYk4xMGhnS0xaaXNZeGV1STN6QT09IiwiY2lwaGVyVGV4dCI6Ik1SaUVNWkNqMEE5RElaWVBBNUszcDlGa25jUmFEY2x2eTdvMlRSTnFHUjZGZnorbUVpVnBZaHJ2NmNrVy90UThsL0xjcHF0bytTV2pjN3RUMmY4aHFpVGxET0w3UVVEYk4xMGhnS0xaaXNZeGV1STN6QT09IiwiYXV0aFRhZyI6ImFQa2xvM083VTluL0lhb2s1UXppK3c9PSJ9> pages to reflect these changes.

If you have any questions about the new system or the submission process, please contact our team<mailto:FNAB-SupplyChain at arizona.edu?subject=Please%20Review%3A%C2%A0New%C2%A0Process%20for%C2%A0Large%C2%A0Purchases%20and%C2%A0Contract%C2%A0Requests%C2%A0%0A>.

Thank you for your continued partnership as we implement improvements to better support the university's operations.

Sincerely,

Andrew Brennan
Chief Procurement Officer

________________________________
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Land Acknowledgment<https://click.comms.arizona.edu/?qs=eyJkZWtJZCI6Ijk3MGU2OTY1LTgyNzItNGZhMi04ZGNlLTY3NTQ5ZjI3MjIyYSIsImRla1ZlcnNpb24iOjEsIml2IjoiVytKc0dSaU0rK3ZQcUFBQjhMTENzZz09IiwiY2lwaGVyVGV4dCI6IkU0d3ovQ2c0NkxPNHdmZmtpUGJ4ZytuVlVZTGdBRFlGMXFLU1RtVXdpdkZpY0QvSXBWeEtPVCtkeXgwclViSWhzMGJyVFhBUDFvS1ZYOWRGc2NCdUJqd2VHeWVQVytKc0dSaU0rK3ZQcUFBQjhMTENzZz09IiwiYXV0aFRhZyI6IkQ5YUNsVi9YUmJIQWJnWThIaHNuanc9PSJ9>

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[Plantsci] FW: Please Review: New Process for Requesting Large Purchases and Contract Requests ** DBS Team 2 Guidance **

[Plantsci] FW: Please Review: New Process for Requesting Large Purchases and Contract Requests DBS Team 2 Guidance