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Purchasing Decision Documentation
The Purchasing Decision Documentation must be completed for purchases $25,000 or more and
attached to your Requisition. If sponsored funds are used, it must be completed for purchases of
$10,000 or more. You will be asked a series of questions that must be answered regarding the type
of purchase and process used for making your supplier selection. Once you have completed
answering the questions, a Bid Summary or Sole Source Justification Form will be created based on
your answers.
•Bid Summary Form – The product or service needed can be provided by multiple suppliers
resulting in the need to acquire multiple bids/quotes.
•Sole Source Justification Form – The product or service needed can only be provided by a
single supplier and the purchase should be exempt from the competitive bid process.
How to Access the Form
1. The Purchasing Decision Documentation can be accessed from the PPS website under Policies and
Forms. You will be prompted to sign in with your NetID and password, once you select the
Purchasing Justification Form link. Note: After you’ve logged in and if the form format or color looks
unusual (i.e., an all white background), clear your web browsers cache, or try using a different
browser.
Completing the Purchasing Decision Documentation
1. Once logged in, you will be required to fill in fields with a red asterisk. All grayed out fields are
auto filled and cannot be edited. Please note, if you would like the completed form to be
emailed to an additional person besides yourself, you can enter their email address in the field
titled ‘(Optional) Additional Recipient Email’. Only one additional email address can be entered.
2. You will need to answer the required questions under the Uniform Guidance and Procurement
Standards section in order to move to the next section on the form. **If you are using
sponsored funds and your purchase is $250,000 or more, Procurement and Payment Services
should have been engaged to assist with your purchase. Note: If your purchase falls into this
scenario and you did not engage Procurement and Payment Services, you will receive an error
