Exclusive Acquisition Justification (EAJ)
The purchase is for $15k and up.
When is an EAJ required to be completed?
Quote
EAJ (if applicable)
Contract (if applicable)
What documents are required when entering a requisition?
The invoice was received in SharePoint on "X" date and was processed on "X" date.
A justification for when the procurement process has not been satisfied.
What is an Exclusive Acquisition in Procurement?
These 3 additional documents are not required when utilizing UT Alliance or Vizient Contracts.
When are 3 quotes required for a requisition?
Items should be coded/classified by what they are, not by what they are used for. (Example: Plastic Forks)
Proprietary
Best Value
Emergency Purchases
Professional Services
What are the 4 types of EAJ's
A carry-forward request.
What is required when a partially vouchered PO is open?
The payment was processed on "X" date and posted to the vendor's bank account on "X" date with a payment reference number 123456.
Can FSS confirm the payment was received by the vendor?
Hotel EAJ
Regular EAJ
What are the 2 versions of an EAJ that UTS utilizes?
Need to have a static set of POs/Encumberances when performing FY rollovers.
Changes occurring during the rollover process can lead to incorrect budget adjustments for the next fiscal year.
Why are the deadlines important for all $15k-$50k requisitions?
If a payment is utilizing state funds and over $5k, the payment date is set for 30 days from the invoice receipt date or service end date, whichever comes later.
What are the rules surrounding payment terms - Prompt Payment Act - net 30?
An EAJ is not a part of the competitive procurement process.
Can and EAJ replace competitive procurement?
What are the next steps if a requisition comes in after the specified deadline or without the necessary documentation?
Local funds can only be used for payments coded as official occasions or gifts/awards.
When can state funds be used for entertainment expenses?