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State procurement professionals,
OMES would like to provide clarifying information regarding Authority Order (AO) requests to ensure a smooth transition for all users. The information in this announcement explains how and when to submit authority order requests via the new ServiceNow (SNOW) item.
You will only need to follow this process when you are creating a new AO that does not fall within one of the pre-approved types of AOs from the Statewide Accounting Manual that are detailed below.
You do not need to put in a SNOW ticket to pay off an existing AO or to process an approved type of AO; those tasks will still take place in PeopleSoft. If you have any additional questions or concerns, please contact Nevin Jones or Jennifer Smith.
Requests to the state purchasing director should be made on agency letterhead stating at a minimum:
- Details of the specific request.
- Justification for the request, including the benefit to the agency.
- The estimated amount.
- Statutory references, if applicable.
- Payments made under a previously approved request, if applicable.
This catalog item is to be used for authority order requests that are not among the following preapproved uses stated in the Statewide Accounting Manual:
- Regulated utilities or regulated services.
- Purchases from another state agency.
- To establish an encumbrance for low-dollar purchases made throughout the year, not to exceed $25,000 to any one payee over the course of the year.
- The AFP may not be used to avoid a statewide or state use contract. Statewide contracts should not be paid through an authority order except for emergency payments.
- The AFP may be used to cover nontravel employee reimbursements (less than $5,000).
- Acquisitions specifically exempt from the Oklahoma Central Purchasing Act (although supplier-specific POs are recommended).
- Multiple-payee encumbrances; examples include:
- Stipends (e.g., to teachers, real estate agents, etc.).
- Grant and scholarship recipients.
- Voter registration commission payments to tag agencies.
- To encumber amounts for bank charges.
- To encumber amounts to be paid through a purchase card, under the limitations for P-card use.
- Structured, court-ordered settlement agreements.
- To encumber amounts for payroll.
Please take a moment to bookmark this new compliance catalog item as it is now active:
Using SNOW for these requests will provide OMES management with valuable metrics and insights into authority order requests, while also enabling requesting agencies to communicate effectively, provide updates and track the progress of tickets from start to finish!
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