Our Financial Accounting Management Information System (FAMIS) allows us to procure goods and services by issuing Purchase Orders (POs) to vendors. Through FAMIS, we can pre-encumber (hold) funding to work with vendors, and issue Purchase Orders, which can be issued through existing contracts, or on a smaller scale - non-contracted basis.

Purchase Orders are generated by our team, however they do require 2-3 layers of approval. The third layer of approval, if applicable, goes to another DOE department. For this reason, PO requests must be sent with ample advance notice. Once received, we require 5 business days to turn around an approved PO. If there are complicating factors that prohibit us returning the PO within the allotted time, we will follow up with you with additional details.

You are able to purchase under an existing contract, however you must stick to procuring items or services that the vendor was initially approved to provide. For example, if a vendor sells desks and textbooks, but the contract was approved to cover textbooks only, you cannot order desks from them since that was not part of the original contract terms. It’s also worth clarifying that just because a vendor is in our system, it does not mean that they are contracted. If you are interested in seeing if a vendor does have a contract, you can send an email to the DECE Contracts & Purchasing Team.

We are also able to complete non-contracted purchases under $25,000 by adhering to the guidelines listed below. If there is a need above $25,000, a Request for Authorization (RA) needs to be sent to the Division of Contracts and Purchasing, or a new contract may be required.