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Purchasing Authority Roles and Responsibilities

Chapter: 100

Section: 100.4

Please refer to the Roles & Responsibilities chapter for further information.

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/1/1-4
FI$Cal Role Mapping

Chapter: 100

Section: 100.5

Role Mapping Requirement FI$Cal’s role mapping, also referred to as “end user access”, describes and documents the FI$Cal end user roles related to the FI$Cal system. End user roles are organized by business process area and must be appropriately assigned in order to complete or pr ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/1/1-5
Deficiency Notices

Chapter: 100

Section: 100.6

General A Deficiency Notice is a formal mechanism to document non-compliance with Purchasing Authority standards. The purpose of this documentation is to aid state departments in taking appropriate corrective action. State departments with purchasing authority may be cited for a deficiency resulting ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/1/1-6
Applying for New Purchasing Authority

Chapter: 100

Section: 100.7

Requesting New Purchasing Authority A state department that does not currently have purchasing authority must submit a Purchasing Authority Application (PAA) and required attachments (as noted on the PAA) to the Purchasing Authority Unit (PAU). Contact PAU for a copy of the Purchasing Authorit ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/1/1-7
Procuring for Another Department (Secondary Department)

Chapter: 100

Section: 100.9

Procuring for Another Department (Secondary Department) Departments must obtain DGS/PD approval to purchase on behalf of another department. Submission of the Purchasing Authority Application (PAA) is required for DGS/PD approval. To assist small departments with their business needs, DGS/PD w ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/1/1-9
Roles & Responsibilities

Chapter: 200

Section: 200

The following chapter defines the personnel requirements, roles and responsibilities of individuals involved in a department's purchasing authority.

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2
Lead Staff

Chapter: 200

Section: 201

In some instances, departments may have lead staff that interface and communicate with the Purchasing Authority Contact (PAC) and subordinate staff. In larger departments, lead staff may oversee sub-delegated purchasing activities in decentralized purchasing locations, such as divisions, field ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-1
Buyer and Incidental Buyer

Chapter: 200

Section: 202

All purchasing staff (buyers) must have the appropriate and sufficient level of knowledge of procurement laws, policies, procedures, and procurement practices. Buyer A position with procurement office oversight whose primary role is to carry out the day-to-day procurement functions on behalf of the ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-2
Small Business (SB) and Disabled Veterans Business Enterprise (DVBE) Advocate

Chapter: 200

Section: 203

SB/DVBE Advocate Your roles and responsibilities include, but not limited to: Promote SB and DVBE business contracting participation. Assist purchasing staff in identifying potential small, micro, and DVBE businesses. Make solicitation information available to small, micro, and DVBE businesses. ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-3
Americans with Disability Act (ADA) Coordinator

Chapter: 200

Section: 204

ADA Coordinator Your roles and responsibilities include, but not limited to: Assist and respond to questions or concerns for persons with a disability needing reasonable accommodation to participate in the procurement process. Recommended positions are: Appropriately qualified staff person as select ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-4
Target Area Contract Preference Act (TACPA) Liaison

Chapter: 200

Section: 210

Policy Departments must designate a Target Area Contract Preference Act (TACPA) liaison. The TACPA liaison will assist with outreach and promotion of the TACPA program so vendors are encouraged to apply for the preference. TACPA liaison role and responsibilities include, but not limited to: ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-10
Reasonable Accommodation (RA) Procurement Coordinator

Chapter: 200

Section: 205

Each state agency shall designate one individual as the RA Procurement Coordinator for the state agency. State agencies with a procurement function that includes decentralized purchasing, may designate sub-RA Procurement Coordinators at each location or for a particular region. Internal policy and p ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-5
CAL-Card Coordinator

Chapter: 200

Section: 206

Your roles and responsibilities include, but not limited to: Provide written CAL-Card procedures for the department. Ensure compliance with the DGS/PD and department CAL-Card procedures and contract terms. Coordinate CAL-Card training. Issuing and tracking CAL-Cards. Add, delete, and/or modify ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-6
Receiving Staff

Chapter: 200

Section: 207

Your roles and responsibilities include, but not limited to: Receive or acknowledge deliveries. Inspect goods. Complete stock received reports and ensures complete delivery. Notification of stock received information to both the buyer and to the Accounting office. Inventory and control assets. ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-7
Ethics, Gifts, and Gratuities

Chapter: 200

Section: 208

Accepting Gifts and Gratuities Government Code, Section 19990 establishes the authority for departments to create Incompatible Activity Statements for employees to follow. Buyers are responsible for knowing their department's policies regarding incompatible activities and in terms of best practices, ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-8
Creating the Paper Trail

Chapter: 200

Section: 209

Documenting the Decisions It is absolutely essential to maintain good records and information relating to the decisions made during the initial planning phase. This is the beginning of establishing the paper trail that should continue throughout the procurement process from the department request th ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/2/2-9
DISBURSEMENTS, FINANCING AND PAYMENT PROGRAMS

Chapter: 1900

Section: 1900

Introduction This section describes the policies, processes, and programs applicable to invoice submittals and payments, state financing, prompt payment, and the CAL-Card Purchase Card Program.

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/19/19
DISBURSEMENT

Chapter: 1900

Section: 1901

Introduction This section provides general payment information including when payment should be released, what is required prior to invoice payments, and what are acceptable and unacceptable payment practices.

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/19/19-01
Payment Fundamentals

Chapter: 1900

Section: 1901.1

Basic Requirements Payment shall not be processed or released to any supplier for any goods and/or services without having in its possession all of the following: A properly authorized purchase document. Documentation verifying the goods/services were satisfactorily received and/or performed. An ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/19/19-01-1
Advance Payments

Chapter: 1900

Section: 1901.2

Advance Payment Prohibited California Constitution, Article XVI, section 3 and section 6, prohibits gifts/donations of public funds. An advance payment or pre-payment is considered a gift of public funds since the State has received no benefit and the subsequent receipt of goods/services canno ...

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/19/19-01-2