Skip to main content

Division of Finance

Procurement

Welcome to TAMUK Procurement Training

The Procurement Services Department offers a variety of training classes, guides, and workshops that are very informative and provide hands-on tools to assist you in the performance of your mission. We encourage faculty and staff to attend these trainings to receive updated guidelines, new regulations, and answers to all those troubling questions.

Purchasing Workshop

Procurement now has an annual purchasing 101 workshop that covers the basic understanding of TAMUK purchasing along with Javelinabuy navigation and contract management training. 

The workshop will benefit those who are involved in the procurement/sourcing process and who perform activities that are part of the purchasing/sourcing process. In particular, this session will benefit people who are new to procurement or who may require a ‘refresher’. This will be an on-site event as well as a live stream.

2024 Workshop Video Click Here!!

2025 Date Tentative May 15th

Guides & Instructions

ATT.pngVerizon.pngUPS.pngRICOHapple.jpg   Xerox.png
JavelinaBuy is a web-based e-Commerce system developed by Texas A&M University, in partnership with SciQuest, which replaces the purchasing functionality previously provided by FAMIS and the Buy A&M (BAM) system. JavelinaBuy handles the procurement of all commodities and services. Customers may browse and shop from numerous online catalogs, each of which is accessible directly through the JavelinaBuy. Invoices and payment requests are initiated and created within JavelinaBuy, which is fully integrated with FAMIS. Also, a great feature is that both formal and informal bidding can be achieved utilizing JavelinaBuy while allowing suppliers’ to create a profile through the Texas A&M “AggieBid” Supplier Portal. 

Setting Up A Vendor

What are the benefits of JavelinaBuy:

  • It provides a one-stop shopping experience with virtually all suppliers - no need to remember multiple web sites or set up individual accounts and profiles with individual suppliers.
  • Similar to other online shopping sites, products may be searched by keyword, part number, category, or "favorites" lists.
  • Real cost savings – Texas A&M’s contracts and “best value” sources are readily accessible.
  • Quicker turnaround since there are no delegated dollar limits on orders placed with contracted suppliers.
  • Requisitions are automatically budget-checked and routed through a departments’ specified Approval Workflow.
  • Invoicing is centralized and automated, which minimizes or eliminates paper invoice processing and Payment Card receipts and reconciliation reports.
  • Provides greater spend visibility, reporting, and analysis.

Aggiebuy Training Material:

Aggiebuy is the same platform as JavelinaBuy

Six Questions to Ask BEFORE Approving a Purchasing Transaction:

  • Is the purchase aligned with TAMUK's mission?
    How does the purchase support one of the university's core missions (teaching, research, public service, or student services)? If the purpose of the purchase is unclear, ask the requester for more details before proceeding.

  • Are there more sustainable or cost-effective options available?
    Consider whether existing items within the department might meet the need. Also, check if surplus items are available through the TAMUK Surplus program, which could provide a suitable alternative.

  • Are the correct funding sources being used?
    Ensure the funds are appropriate for the type of purchase. Be aware of any restrictions on the funds, such as grants or designated accounts, that may only allow for specific types of expenditures.

  • Is the appropriate delivery location indicated?
    For all on-site deliveries, confirm that the following information is correctly included to ensure timely receipt of goods:

    Attn: "Employee Name"
    "Dept Building Name"
    "Room Number"
    c/o Central Receiving
    1255 Retama Dr
    Kingsville, TX 78363
    United States

Ensure that the item will fit in the intended space and that someone is available to receive it once Central Receiving processes the delivery.

  • Is the request valid and appropriate for the requester?
    Verify that the requester has the necessary authority and understanding to make the purchase. Ensure there is no potential conflict of interest related to the requester’s involvement.

  • Are you purchasing items valued at or above $10,000?
    For  purchases of $10,000 or more, are required to be submitted as a requisition for approval. Software, asset inventory, services, printing services, marketing/promotional items, and equipment are also required to be submitted as a requisition for specialized approval (regardless of cost). 

  • Does the purchase involve contracts, services, or terms and conditions?
    All purchases involving contracts, services, or any terms and conditions must be submitted through JavelinaBuy as a requisition. Contracts should never be signed by anyone other than delegated authority members within TAMUK. Additionally, all contracts and agreements must be reviewed and approved by Procurement Services before any action is taken to ensure compliance with university and state policies.

Internal Online Training Courses

The Procurement Services Department is excited to announce that several of our training guides are now available online through TrainTraq. TAMU also offers AggieBuy training through an extensive zoom call. Please register today for the next class!

Instructions:

  1. Click on the link below for your desired training
  2. Login using your UIN and single sign on password
  3. Click Start Course
  4. Read all of the slides