Significant Purchase Request

What is a Significant Purchase Request?

Purchases over $50,000 require a Significant Purchase Request (SPR) be completed and approval by unit leadership and the appropriate senior leader. This includes activities funded by sponsored projects, grants, contracts or gifts.

Fragmenting or pyramiding purchases to avoid SPR thresholds is prohibited. Units may not submit requisitions without an approved SPR when one is required.

Pre-approval Requirements

Pre-approval requirements are as follows:  

• When the terms of a purchase or contract are equal to or less than ten years in length, and where the total value is: 
  • Between $50,001 and $1,000,000: by unit leadership and the appropriate senior leader. 
  • Greater than $1,000,000: by the President after recommendation by the appropriate senior leader. 
• When the terms are greater than ten years in length: 
  • Any (or no) dollar value: by the President after recommendation by the appropriate senior leader.

Amendments & Funding Restrictions 

An SPR is required for any amendment that exceeds $50,000 or that causes the total purchase order amount to exceed $50,000. 

When calculating total cost, the amount paid on inactivated Purchase Order lines must always be included.

Significant Purchase Request Exceptions

Significant Purchase Requests are not required for the following as these transactions are already subject to separate executive-level review and approval processes.:

• Real Estate Leases (signed by senior leadership) 
• Transactions where there are agreements executed by currently authorized senior leaders
• Capital Projects 
• Subawards

Completing, Submitting, Approving, and Documenting a Significant Purchase Request

The above $50,000 requirement includes the total amount of the purchase, including: 

• Tax 
• Shipping and fees 
• Renewals 
• Payment amounts on Inactivated PO lines 
• Amendments

What is needed to complete

Based on the pre-approval requirements above, if an SPR form is required, the requesting department should initiate a Requisition in UAccess Financials and save it to generate the eDoc number. Do not submit the Requisition, only initiate it to generate the necessary information. The eDoc number will need to be provided in the SPR form. 

An SPR form must also contain: 

• A detailed description of the purchase and business purpose. 
• A full breakdown of the purchase, including: 
  • Whether the SPR is for a new purchase or an amendment 
  • Funding source and account(s) 
  • Total purchase cost and, if applicable 
  • Current fiscal year cost and current SPR cost
    • If the purchase is a contract over multiple years, please also provide the current fiscal year cost as well. For example, if you are initiating a contract or agreement that will span $25,000 a year for 3 years, you can submit a SPR for $75,000.  In the Business Purpose and Additional Notes section, please document that the agreement is for multiple years. 

A requesting unit must complete the SPR before submitting a Requisition, Purchase Order amendment, or a contract renewal or action.

Approval for a Significant Purchase Request

An SPR form requires approval from the college/division dean or vice president and the appropriate senior leader. 

The following senior leaders have pre-approval authority for acquisitions between $50,001 and $1,000,000.

Approving a Significant Purchase Request

Once the SPR is approved by an organization’s unit leadership and appropriate senior leader, attach to the Requisition in UAccess Financials along with any other required purchase threshold documentation and submit for Supply Chain Services review for competitive thresholds, contract requirements, and compliance with university policy. 

If an eDoc is submitted without a fully approved SPR, Finance and Budget may reject the submission and require it to be resubmitted once the SPR is completed. Violations may result in: 

• Escalation 
• Corrective action 
• Purchasing restrictions. 

No purchase, amendment, requisition, or financial commitment may proceed when an SPR is required but not approved. Missing or incomplete SPRs will result in rejection or be returned to the requester for necessary corrections.

Multiple Funding Sources

One SPR may be used when all funding accounts belong to the same organization and the full cost is approved by that organization’s senior leader. 

If funding is split between multiple organizations, each must gain approval from their respective college/division dean or vice president and appropriate senior leader for the funding. 

The SPR form allows for one additional college/division dean or vice present and appropriate senior leader to be added to the form to route for their approval. If additional approvals are needed, a separate SPR form may need to be completed. 

If funding changes after an SPR is approved and moves to an organization that did not previously approve, a new SPR will be required before processing can continue.

PCard and Disbursement Voucher Purchases 

Any PCard or Disbursement Voucher (DV) purchase that exceeds $50,000 will also require an approved SPR. The approved SPR must be attached to the corresponding PCard or DV document before the transaction can be processed.

Frequently Asked Questions

1. How do I submit a SPR Form? 
   SPR forms can only be submitted by completing and routing the form through Adobe Sign to the necessary leadership for approval.
2. Can I submit one SPR to cover multiple future purchases? 
   Yes, if the purchases are related, are reasonably anticipated, and the total cost for all purchases is disclosed. If scope or cost changes materially, a new SPR may be required.
3. Can I include attachments to the SPR form in Adobe Sign? 
   No. While many SPRs may require attachments such as evidence of approvals or to provide detailed information, Adobe does not allow attachments to the form. Users can copy an unrestricted OneDrive or Box link into the Business Purpose and Additional Notes section of the form. Senior level reviewers can access the link to the applicable attachments. As a reminder, linked documents should be static documents.
4. If the Senior Leader signs the SPR form, do I still need to attach purchasing documentation to my requisition (e.g. sole source, 3 bids, etc.)? 
   Yes. The SPR confirms budget approval only; it does not replace procurement requirements such as competitive quoting or contract review. 
5. What if there is no funding change on a PO amendment? Do I still need an SPR? 
   Yes, if the total cost exceeds $50,000 or the amendment itself is greater than $50,000, even if funding stays the same. 
6. Do PCard purchases require an SPR? 
   Yes, if the purchase exceeds $50,000, regardless of the vendor type, quote, funding, or payment method.
7. I am submitting a Blanket Purchase Order and we are estimating spend above $50,000 do I need an SPR? 
   Yes, if you are estimating a spend above $50,000 for the fiscal year, you must include a fully signed SPR form.