[Purchasing] [Purchasing Manual] Purchase Control System Security
The Purchase Control System (PCS) is an electronic authorizing system. Therefore, security for your accounts is very important. All departments are responsible for notifying the Purchasing Department when there is a change in account responsibility, data entry and/or authorizing access. As people change positions, transfer around or leave campus, their PCS access remains active until it is deleted at your request.
If an employee leaves your department, you will submit a MnSCU PCS Security Authorization (PDF) form to Purchasing to delete their access to your accounts. If you have a new employee in your department, submit this form to Purchasing to add the proper access for that person. Print page one if you want Department Head access or page two for Requisition Originator access.
The responsible person for the cost center can also email Pat McMahon if the level of authorization is known.
Attachment A: If your department has a change of dean, chairperson or other account responsible (authority) position, the PCS Account Security form (PDF) must be filled out and sent to Purchasing to make the necessary changes. This form is a “Statement of Understanding” that the current responsible person for the account knows and understands that the listed persons have authorizing rights and budget access to the accounts for which they are held responsible.
The Purchasing Department does not initiate or enter requests into PCS. Requests for purchase orders are to be submitted from the departments to Purchasing using PCS. Request for purchase orders submitted on IR1400 forms will not be processed and will be returned to the department to submit via PCS. For this reason, it is important to cross-train persons who would serve in the role as back-up support.