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Resources


A wealth of resources are available to assist you with the various steps in the procurement process

UCLC Courses

Register for the following training courses at UC Learning Center (UCLC)

Courses may also be conducted in person for individuals and groups by appointment only. Contact Procurement Services to schedule a training session.

This class was previously named KFS PURAP: Create a Basic Requisition, and is also available as an online class. Both courses walk users through initiating, completing, and submitting a Requisition in KFS. Requisition is the first step in creating any type of Purchase Order, and any user that is asked to complete a requisition must take this class. At the conclusion of this 2 ½ hour course, requisitioners will have learned the skills required to create a requisition by performing the following tasks in a competent manner:

  • Log into KFS and locate requisition document
  • Set up default information to auto-populate fields
  • Perform successful searches using lookup tool
  • Distinguish restricted goods and service from non-restricted
  • Understand new commodity codes based on UNSPSC classification system
  • Complete required tabs for commonly purchased goods
  • Identify status of requisition
  • Know who to contact for KFS technical or purchasing policy questions

Please note: As a prerequisite, you must have completed KFS Basics before you can register for this course

The online course is designed for Department Managers and Physical Inventory Custodians (CAM Processor/Asset Representative) who manage the physical inventory for capital assets (equipment with a useful life of one year or longer, and a unit cost greater than or equal to $5,000). The course walks users through the Capital Asset Management link in KFS. At the conclusion of this 2 hour course, users will have learned the skills required to edit assets, submit loan/renew/return and transfer documents, and retire assets by performing the following tasks in a competent manner:

  • Perform successful searches using the Asset lookup tool
  • Locate Capital Asset Management link to perform edits/inventory
  • Edit Capital Asset tab for inventory (identify mandatory and optional fields)
  • Submit assets for loan, renew and return
  • Initiate and submit an Asset Transfer document
  • Initiate and submit an Asset Retirement document
  • Select the correct retirement code and attach correct documentation (e.g. pick up request, police report)

Please note: It is strongly recommended that you complete KFS Basics before taking this class

The online class is designed for PALCard Reviewers. Both courses walk users through the PALCard review and reconciliation process. At the conclusion of this course, PALCard Reviewers will have learned the skills required to locate, review and reconcile PALCard transactions by performing the following tasks in a competent manner:

  • Log into KFS and locate Action List Review PALCard Document (PCDO) Reallocate funds and change object codes Delete or reduce use tax
  • Complete capital edit tab, if applicable
  • Be familiar with PALCard online application
  • Know who to contact for KFS technical or purchasing policy questions
The online class is designed for departmental Low Value Contract Managers (buyers). Both courses walk users through validating and completing a Purchase Order, which is then submitted to the vendor. At the conclusion of this 1 ½ hour course, Contract Managers will have learned the skills required to complete a Purchase Order (PO) by performing the following tasks in a competent manner:
  • Log into KFS and locate the Purchase Order
  • View explanation field, and notes and attachments in the original requisition, if applicable
  • Attach supporting documentation to Purchase Order
  • Validate information on all tabs that was transferred from the Requisition
  • Distinguish restricted goods and services from non-restricted, ensuring they are not submitted on the same Purchase Order
  • Validate and/or select the best vendor for the products or services requested. Understand when to use each transmission method (manual, fax, email)
  • How to print and look up a PO

The online class is designed for Requisitioners who will place orders through UCIBuy (eCommerce shopping portal). Both courses walk users through shopping in UCIBuy, then completing and submitting a KFS Requisition. The course will cover both basic and advanced topics. At the conclusion of this 1 ½ hour course, Requisitioners will have learned the skills required to create an UCIBuy Requisition by performing the below tasks in a competent manner:

  • Log into KFS and locate UCIBuy link Complete and Submit a KFS Rapid Requisition
  • Perform successful searches within UCIBuy Filter Search Results & Compare Items Reorder Items from Favorites

The online course is designed for Department Buyers and Requisitioners who initiate requisitions for the purchase of equipment (Capital Asset), fabrication (new) or non-fabrication (modify existing). A Capital Asset is defined as equipment with a useful life of one year or longer, and a unit cost greater than or equal to $5,000. Both courses walk users through the requisition process, focusing mainly on the Capital Asset tab, which introduces users to a variety of fields such as Capital Asset Transaction Type, Asset Type, Model Number, Equipment Location, etc. The course teaches users to accurately complete all necessary fields to properly route a requisition for capital asset, fabrication, or non-fabrication to the Equipment Manager. At the conclusion of this 1 ½ hour course, users will have learned the skills required to complete a Capital Equipment Requisition by performing the following tasks in a competent manner:

  • Log into KFS and locate requisition document
  • Set up default information to auto-populate fields
  • Define what constitutes a Capital Asset and how to complete the Requisition
  • Understand and locate Capital Asset Object Codes Understand steps required to create Capital Leases
  • Complete appropriate fields for adding value to non-fabrication and fabrication property
  • Lookup identification information to modify existing equipment or fabrication asset
  • Complete requisition correctly so that it routes to Equipment Manager for tagging Request new fabrication asset number

Prerequisites: Before you can register for this course, you must have completed KFS PURAP: Requisition Fundamentals. In addition, it is highly recommended that you also complete KFS Basics.

This course is designed for employees who need to complete a Requisition for Recurring Payments (RP). This course walks users through initiating, completing, and submitting a Recurring Payment Requisition in KFS. At the conclusion of this 20 minute course, users will have learned how to perform the following tasks:

  • Understand guidelines for a RP Requisition
  • Understand how to create a multi-year RP Requisition
  • Know what information to enter in the Description, Explanation, and Items tabs
  • Complete the Payment Info tab
  • Understand routing for Low-Value RP vs. High-Value RP Requisitions

The online course is designed for Faculty and Staff who initiate Requisitions for Business Contracts/Agreements. Both courses walk users through the Requisition process, focusing on preparing Requisitions for Service Agreements, Consultant Agreements, Professional Service Agreements, Single Payment Agreements, Vessel Charter Agreements, Performance Agreements, Facility Use Agreements, and Collaborative Agreements. At the conclusion of this 2 ½ hour course, users will have learned the skills required to complete a Business Contracts/Agreements Requisition by performing the following tasks in a competent manner:

  • Log into KFS and locate Requisition document
  • Set up default information to auto-populate fields
  • Define what constitutes a Business Contract/Agreement
  • Understand and locate Business Contract/Agreement Commodity Code
  • Complete appropriate fields in the Requisition document
  • Complete Requisition correctly so that it routes to Procurement Contract Services Email appropriate documents to Procurement Contract Services

Please note: It is highly recommended you complete KFS Basics prior to registering for this course

The online course is designed for Department Buyers and Requisitioners who initiate requisitions for the purchase of equipment (Capital Asset), fabrication (new) or non-fabrication (modify existing). A Capital Asset is defined as equipment with a useful life of one year or longer, and a unit cost greater than or equal to $5,000. Both courses walk users through the requisition process, focusing mainly on the Capital Asset tab, which introduces users to a variety of fields such as Capital Asset Transaction Type, Asset Type, Model Number, Equipment Location, etc. The course teaches users to accurately complete all necessary fields to properly route a requisition for capital asset, fabrication, or non-fabrication to the Equipment Manager. At the conclusion of this 1 ½ hour course, users will have learned the skills required to complete a Capital Equipment Requisition by performing the following tasks in a competent manner:

  • Log into KFS and locate requisition document
  • Set up default information to auto-populate fields
  • Define what constitutes a Capital Asset and how to complete the Requisition
  • Understand and locate Capital Asset Object Codes Understand steps required to create Capital Leases Complete appropriate fields for adding value to non-fabrication and fabrication property
  • Lookup identification information to modify existing equipment or fabrication asset
  • Complete requisition correctly so that it routes to Equipment Manager for tagging
  • Request new fabrication asset number

Prerequisites: Before you can register for this course, you must have completed KFS PURAP: Requisition Fundamentals. In addition, it is highly recommended that you also complete KFS Basics.

This online course is designed for employees who need to complete a PALCard Application. It walks users through initiating, completing, and submitting a PALCard Application in KFS. At the conclusion of this 5-10 minute course, applicants will have learned how to perform the following tasks:

  • Locate and access link for Procurement Card Application
  • Complete Document Overview and Default Accounting Line tabs
  • Take appropriate steps if the Billing Address tab is blank
  • Know who to contact if information in the Cardholder Information or Billing Address tab is incorrect

UCLC Courses Provided by Other UC Departments

Register for the following training courses at UC Learning Center (UCLC)

Courses may also be conducted in person for individuals and groups by appointment only. For more information, contact the Kuali Financial System (KFS) Help Desk(kfs@uci.edu or 949.824.7001).

This KFS Basics course has been designed for all employees who require access to the Kuali Financial System (KFS). The course will cover the basics of KFS, teach users how to access KFS, navigate the system, become familiar with new KFS terminology and symbols go over the general layout and workflow of all KFS eDocs.

Audience: Anyone who anticipates processing a subaward under an extramural award. Description: This session will provide hands on training on how to enter a Requisition (REQS) and a Purchase Order (PO) Amend into the Kuali Financial System (KFS) for subawards under extramural awards (KC). It is recommended you attend this training session prior to the start of subaward processing.