CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY APPROVALS

1. CATEGORY CODES,REQUISITION WORKFLOW, ANDRADIOACTIVE, LASER & X-RAY APPROVALS Purchasing & Contract Management, Financial Info Systems & Reporting, and Environmental Health & Safety Offices

2. Agenda • Category Codes • Requisition Workflow • Special Approvals • Radioactive • Laser • X-Rays

3. What is a Category Code? • The NIGP Commodity/Services Code is an acronym for the National Institute of Governmental Purchasing’s Commodity/Services Code. • The NIGP Code is a coding taxonomy used primarily to classify products and services procured by state and local governments in 33 states (including Georgia) and thousands of local entities within North America.

4. What Is It Used For and Why Is It Important? • The NIGP Code is commonly used to classify vendors and to track spend data for use in strategic sourcing and spending analysis. These codes are incorporated into PeopleSoft and Health eShop for use in eProcurement. • Categorization, reporting, and transparency are all key goals and benefits of this coding structure. • The PeopleSoft eProcurement Approval Workflow Engine uses the Category Codes to determine the approval routing for requisitions for special approvals.

5. Code Structure • The first three digits represent the “Class” • The next two digits represent the “Item” • For example: Let’s say we need to buy a table for the laboratory: Furniture for Labs = 415 Tables for Labs = 91 • Thus, the complete category code = 41591

6. Tools To Assist With Choosing Correct Category Codes • Use the one from Texas: http://www.window.state.tx.us/procurement/com_book/commall.html • Use the one from DOAS: https://ssl.doas.state.ga.us/PRSapp/PR_nigp_list.jsp?whereFrom=secure • Use the listing of Category codes and account codes on the website: http://www.gru.edu/finance/peoplesoft/documents/nigp_category_codes.xls • Public Query – MCG_ITEM_CATEGORY_CODES

7. Most used Category Codes Physical Goods: • 11505 – Biochemicals • 11515 – Radioactive Chemicals • 20453 – Desktops • 20454 – Laptops / iPads • 20674 – Laser Printers • 208xx – Software for Computers • 42506 – Metal Chairs • 42507 – Wood Chairs • 425xx – Office Furniture Services: • 92419 – Educational Research Services • 92045 – Software Maintenance/Support • 938xx – Laboratory Equipment Maintenance • 96246 – Installation • 96256 – Moving Services • 96286 – Shipping/Freight

8. Pointers • Important: Please make sure the code you select is in the correct class (first 3 digits). • Important: Services typically begin with 9 • Important: Do not use the NIGP code of 00000. It is invalid. • Important: Primarily for Health eShop, account codes default from category codes. Thus, In Step #3 of creating a requisition, always double check your account codes before submitting your requisition. • Important: Review your Workflow approvals, will your requisition route to the appropriate special approvals? Does it have a NIGP 00000 approval?

9. How Does The Category Code Affect My Requisition Workflow Approval? • NIGP Category Code 00000 – Approved by Buyer • Asset Management – Approved by Fin Accounting • ITS Hardware – Approved by IT • ITS Software Approval – Approved by IT • Lab Animal Approver – Approved by LAS • Radioactive Approver – Approved by EHS • X-ray Approval – Approved by EHS • Laser Approval – Approved by EHS • SPA Approval – Approved by SPA Accountant • Buyer Approval – Approved by Buyer

10. How to Check/Update Your Account Code

11. How to Check/Update Your Category Code

12. How to Check Your Workflow Approvals

13. Example of Approval for NIGP 00000 Code Change and a Special Approval

14. Example of Approval Routing Error

15. Procurement of:Radioactive Material, Laser ProducingDevicesor X-RayProducingEquipment/Devices When purchasing Radioactive Material, Laser Producing Devices, or X-Ray Producing Equipment/Devices, Correct Category Codes must be used for PeopleSoft to queue the requisition to the Radiation Safety Office for prior approval. Additionally, these items must be purchased via PeopleSoft and not on a P-Card. Steps outlined help ensure regulatory compliance for Georgia Regents University when procuring these items. Category Codes will be Distributed as Handouts

16. Procurement of Radioactive Material: • Radiation Safety Office must track all radioactive material received and survey and document radioactive material packages within 4 hours of receipt. Additionally, prior to receipt the following items are verified by the Radiation Safety Office: • Authorized User is approved for requested radionuclide • Order does not exceed approved limits • Current training for the Authorized User and lab personnel • Appropriate dosimetry issued • Current instrument calibration • Approved lab for delivery point • In Health eShop verify the system automatically populates with a Category Code identified at the end of the presentation. In regular PeopleSoft only use the Category ID for Chemicals, Radioactive (11515). • When entering order specify: • Isotope • Activity amount (millicurie-mCi/microcurie-uCi amounts) • Principal Authorized User's name and assigned Principal Authorized User # • List these items not pre-populated in the description under the Justification/Comments section. Do not change the default of Ship to Receiving, however verify the authorized lab # the material will be used in is indicated under Accounting Defaults Location.

17. Radioactive Materials Commonly Used: • List of common radioactive material ordered (noted in parenthesis is the full name of the isotope) • C-14 (Carbon-14) • Co-57 (Cobalt-57) • Cr-51 (Chromium-51) • H-3 (Tritium) • I-125 (Iodine-125) • In-111 (Indium) • P-32 (Phosphorous-32) • S-35 (Sulfur-35) • Tc-99m (Technetium) • Tl-201 (Thalium) Note Radioactive Material Must Receive an “R” PO# to flag the Warehouse this is a Radioactive Material Order

18. Procurement of Laser Producing Devices: • Requester must verify if a device or equipment order is an item that can produce Laser Emissions. Then obtain quote from Vendor and request laser Class specification. In PeopleSoft (under justification box on step #3 of requisition) include: • Name of the Authorized User(s), if applicable • Laser Class • Quote • Procurement of X-Ray Producing Equipment or Devices: • Requestor must verify if device or equipment can produce x-rays. In PeopleSoft requisition include: Name of the Authorized User(s), if applicable (Enter in the justification box on step #3 of the requisition.) Example: Class 1, 2, 3a, 3b, or 4 Laser

19. Questions