SUBJECT:

Protection of University Purchasing Forms

As a service to our campus customers and to minimize risk of loss to UCSD,
we want to remind you of the need to ensure that procedures for the proper
use of IFIS purchasing forms are established and followed in your
organization.

Recently UCSD was implicated in two instances where a false purchase
requisition and low value purchase order were used by individuals in
stealing items of significant value from local merchants. Departments are
reminded to take special precaution to ensure the safekeeping of these
forms and to have in place sufficient policies and procedures for their
proper use and distribution. Your department's funds could be placed at
risk if appropriate precautions are not taken.

The safest means to ensure responsible management of the procurement
process is to utilize the IFIS Purchasing modules' automatic generation of
purchase requisitions and low value purchase orders. This feature is
supported by both character based and graphical IFIS and has been designed
to provide departments with the ability to initiate purchase requisitions
and low value purchase orders with a "next up number" generated within the
security of the IFIS environment. When used correctly this design feature
eliminates the need for preprinted purchasing forms.

A notice will be mailed to all suppliers in the San Diego community with
information about UCSD's purchasing policies and procedures as an
additional precaution to ensure the protection against such fraudulent
actions. Department buyers and administrators may encounter suppliers who,
after receiving this information, are more cognizant of our purchasing
practices. We invite you to review a copy of this letter by visiting
Purchasing's web site at http://www-bfs.ucsd.edu/pur/ "Vendor Guide to
Doing Business with UCSD." The path to the Purchasing site from InfoPath
is through the Administrative link, select Business Affairs, select
Business and Financial Services which then links to Purchasing.

I encourage all business managers and departmental administrators to review
the techniques used to generate procurement transactions to ensure that
precautions are in place that minimize the risk of fraudulent actions by
disreputable individuals. The expertise and assistance of the Purchasing
staff in support of department efforts to review current processes and make
suggestions or recommendations regarding procurement practices, is
available on request. Should you have any questions or would like to set
up a meeting with one of our staff, please call me at extension 43082, or
cc:Mail lcollins@ucsd.edu.

Linda P. Collins Purchasing Manager