Purchasing and Contract Management Office

Purchasing Champs: Celebrating FY26 Excellence!

Welcome to the home of our Purchasing Champs—the units that set the bar high and kept it there! These outstanding teams achieved an on‑time submission rate of 80% or higher for FY26, demonstrating exemplary planning, responsiveness, and commitment to operational excellence.

Our Purchasing Champs graphs spotlight the departments that didn’t just meet expectations—they crushed them. Every data point represents hours of dedication, streamlined processes, and a shared commitment to keeping our organization moving forward.

Why It Matters:
On‑time submissions are the backbone of efficient purchasing operations. They help us ensure transparency, improve service timelines, strengthen partnerships, and support better decision-making across the board. These units proved that excellence isn’t just a goal—it’s a habit.

Congratulations to all our FY26 Purchasing Champs!
Keep shining—you’ve earned it!

Want to Be a Purchasing Champ for FY27? Here’s How!

Think your unit has what it takes to shine next year? We know you do! Becoming an FY27 Purchasing Champ is your opportunity to showcase excellence, strengthen your team’s efficiency, and join a celebrated group of top performers.

Here’s how you can rise to the top:

1. Prioritize On‑Time Submissions

Aim for an 80% or higher on‑time submission rate. Small process improvements can make a big impact—set internal deadlines, track progress, and stay ahead of the curve.

2. Plan Early & Communicate Often

Engage your stakeholders early in the purchasing timeline. Clear communication helps avoid last‑minute scrambles and keeps everything flowing smoothly.

3. Use the Tools & Resources Available to You

Leverage templates, checklists, training sessions, and Purchasing’s support team. We’re here to help you succeed every step of the way.

4. Make Purchasing a Team Effort

Encourage collaboration within your unit. When everyone understands the process and stays aligned, submitting on time becomes a shared—and achievable—goal.

5. Keep Your Eyes on the Prize

Being named a Purchasing Champ isn’t just a title—it’s a badge of honor that recognizes your unit’s commitment to excellence, reliability, and professionalism.

For more information on how to build better renewal requisitions please see attached.

On June 30 at the end of the day, the previous FY State Fund will be inactivated and can no longer be used to create requisitions. Orders on previous FY state funds will be returned if not completed prior to June 30.

For more information on how to run the renewal report search guide, please visit: here.

Definition: What Is a Standing-Order PO? 

A standing-order purchase order is created to allow repeated purchases or services from the same vendor over a set period of time, without having to issue a new PO for each transaction. Standing orders typically have:

• A maximum dollar amount

• A defined time period (e.g., fiscal year)

• No itemized list of specific quantities

• Ongoing purchases billed against the PO throughout the year

Standing orders are meant for variable, unpredictable, or frequently recurring purchases. However, they should be used only when a regular PO or catalog order is not feasible.

Reducing the Use of Standing-Order Purchase Orders (POs) 

Standing-order POs should be used only when absolutely necessary. Overuse creates administrative burden and increases the risk of billing errors. Many standing orders are created simply because staff “default” to them without verifying requirements. Run and review iBuy renewal reports to prevent unnecessary standing-order requests. 

 To streamline procurement operations at UIUC, departments should adhere to the following guidelines to reduce reliance on standing-order POs:

1. Evaluate Whether a Standing Order Is Truly Required

Before creating or renewing a standing-order PO, confirm whether: 

• The vendor provides variable goods/services throughout the year 

• The individual procurement needs are difficult to estimate based on unknown quantities and pricing. 

If the answer is no, a regular purchase requisition form, PO is more appropriate.

2. Replace Standing Orders with Itemized or One-Time POs Whenever Possible 

Many purchases that have historically used standing orders—such as supplies, equipment parts, or predictable services—can be handled with: 

• One-time, itemized POs 

• Renewed annual POs with defined quantities 

• iBuy catalog orders 

Using these alternatives reduces the administrative oversight needed for standing orders. 

3. Review Historical Usage Before Requesting a New Standing Order

Departments should check: 

• Previous order quantities 

• Frequency of purchases 

• Actual spend compared to the standing order amount 

If usage was low, convert the standing order to a regular PO with defined quantities. 

For renewal buyer assignments please see attached.

It is essential that departments submit requisitions in a timely manner to allow sufficient time to process Invitation for Bids (IFBs) and Request for Proposals (RFPs), prepare recommendations for the Board of Trustees, if necessary, and obtain necessary approvals to issue an annual order by July 1, 2026.

FY27 Renewal Submission Deadlines 

Failure to submit requisitions by the required deadlines will result in requisitions not being completed prior to July 1, 2026. 

Impacts of late software submissions:  

• Intellectual property/ownership issues 

• Vendor’s access to student data 

• Delayed submission could result in losing access to current software access 

• Compliance and legal exposure 

• Less favorable terms – inability to amend an expired contract 

Things to be Considered:  

• What information are you entering into the software 

• Who has access/who is using it 

• Credit card processing 

• Non-Public University data 

• Low dollar doesn’t always mean low risk

For more information on software and electronic services please visit the additional resources below.