Procurement

Welcome to Procurement Department Website

The mission of the Procurement Department is to supply the Woods Hole Oceanographic Institution community with guidance and expertise, to ensure goods and services are available, and assure that these acquisitions occur in a timely and cost effective manner.

Be it travel, the purchase of equipment or the acquisition of supplies, we are further charged with the responsibility to manage these acquisitions in accordance with all appropriate government and private agency requirements regarding procurements made with awarded funds.


Contact:
Procurement Department
266 Woods Hole Road MS #1
Woods Hole, MA 02543
tel: (508) 289-2371
fax: (508) 457-2192
email: procurement@whoi.edu

Uniform Guidance

 Procurement Grace Period

§ 200.110 Effective/applicability date:   The effective date for implementation of the procurement standards for non-Federal entities will start for fiscal years beginning on or after December 26, 2017.

Micro Purchase and the Simplified Acquisition Threshold

Effective for the Institution January 1, 2017

Per the National Defense Authorization Act (NDAA) for Fiscal Year 2017 the Woods Hole Oceanographic Institution implements a Micro-Purchase threshold of $10,000 per OMB’s guidance memo M-18-8 for institutions of higher education, or related or affiliated nonprofit entities, nonprofit research organizations or independent research institutes.

Effective for the Institution 10/1/2018

Per the National Defense Authorization ACT (NDAA) for Fiscal Year 2018 and OMB’s granting exception per 2 C.F.R. 200.102 (exceptions) in advance of revisions to FAR 48 C.F.R Subpart 2.1 and Uniform Guidance the Woods Hole Oceanographic Institution implements a procurement procedure increase to the Simplified Acquisition Threshold (SAT) from $150,000 to $250,000 per OMB’s guidance memo M-18-8 dated June 20, 2018.

The entire memorandum can be found here: https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf

 
 
 

Invoice Approval Workflow Notification

On Tuesday, October 15, 2019, Accounts Payable will implement an Invoice Approval Workflow  

Purpose of Invoice Approval Workflow: 

Streamline the purchase order (PO) related invoice processing:  Purchase Requistioners will now receive emails asking for approval for purchase order related invoices not considered a three-way match

Three-way Match Overview: 

Invoice is not considered a three-way match under the following conditions:

  1. Items and services not accepted through central receiving
  2. Invoice quantity exceeds purchase order/received quantity
  3. Invoice exceeding PO amount by more than $500 require a change order. Buyer will reach out to the requisitioner for approval prior to processing the change order

Email Action consists of responding YES or NO to emails from OS Workflow:

  1. Email includes a link to invoice documentation for viewing
  2. ‘YES’ means items or services were received and you approve payment of the invoice
  3. ‘NO’ means items or services were not received, you’re rejecting the invoice and AP will follow up at a later time to resolve for timely payment
  4. Resends email every 24 hours in the absence of a response

Invoice is considered a three-way match if quantities ordered = quantities received = quanitities invoiced, no action is required: invoice is processed without additional approval.

 

Please contact Mary Ann White at x 3541 or mwhite@whoi.edu with any questions

 

Last updated: October 2, 2019