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The LBNL Project Manager is responsible for managing procurements on his/her assigned projects through the LBNL Procurement Division.

6.4.1         Purchase Orders

The Project Manager shall review purchase order status at least monthly on all outstanding purchase orders. The Project Coordinator shall maintain an up-to-date Purchase Order Status Summary that contains, at a minimum, the information shown on the Purchase Order Status Summary (this section).

6.4.1.1       Purchase Requisitions 

6.4.1.1.1                              Initiate Purchase Requisition

A purchase requisition is entered by a Project Coordinator or other authorized person who has training on the eProcurement system. Care must be taken with the following entries:

Requestor: Enter the name of the person who is responsible for the Project ID to be charged. This is the Project Manager for project work, or the Control Account Manager for overhead-funded work.

Approver: The Project Director or another authorized signer who has sufficient signature authority to cover the amount of the requisition.

Certifier: The Certifier is the person responsible for the Project ID to be charged and who will approve the invoice for this purchase. This is the Project Manager for project work and the Control Account Manager for overhead-funded work.

The Certifier’s name is entered into eProcurement by the Procurement Subcontract Administrator.

Project ID: Review Project ID with Requestor to confirm that the cost will be charged to the correct account.

Category: Review Procurement Category List on pull-down menu, select appropriate category, and confirm selection with Requestor. Some categories are restricted and may require additional approvals.

Description: Enter a complete description of the purchase, including an expected start date and completion date. The words entered will be transferred and tracked on the Purchase Order. The description is limited to 254 characters.

Use the Additional Information text box if additional space is needed for the description. The Notes to Buyer text box may also be used.

6.4.1.1.2                              Requisition Approval

Requisition is approved electronically in eProcurement by the Project Manager. The authorized signer must have sufficient signature authority to cover the amount of the requisition. The Approver must be certain that the requisition is consistent with the authorized scope of work and that the Project ID has sufficient funds to cover the requisition amount. Purchase Orders must  be issued by Procurement before the vendor proceeds with work. Work must not proceed on any construction projects until Procurement issues a Notice to Proceed.

6.4.1.1.3                              Architecture/Engineering (A/E) Consultant Subcontracts

For Architecture/Engineering (A/E) consultant subcontracts, a Task Request for A/E Services form is filled out, routed for signature by the Project Manager, and then forwarded to the assigned Subcontract Administrator in Procurement. The Task Request for A/E Services may be attached to the Requisition by the Project Coordinator and electronically sent to the Procurement Subcontract Administrator.

6.4.1.1.4                              Construction Subcontracts Greater Than $100k

For construction subcontracts of more than $100K, a Subcontract Award Memo is prepared by the Project Manager, signed by the Design & Construction Management Department Head, and forwarded to Procurement.

6.4.1.2       Change Order to a Purchase Order

  1. A purchase requisition for the Change Order is entered by the Project Coordinator or other authorized person who has training in eProcurement.
  2. Requisition is approved electronically on eProcurement by the Project Manager, or other authorized signer, who must have sufficient signature authority to cover the amount of the requisition.
  3. For Change Orders to A/E consultant subcontracts, a Task Request for A/E Services form is filled out, routed by the Project Manager for signature, and then forwarded to the assigned Subcontract Administrator in Procurement.


  1. For Change Orders to a construction subcontract, a Construction Subcontract Change Authorization form is prepared by the Project Manager and forwarded to the Procurement Subcontract Administrator.  The subcontractor’s change request and the LBNL independent estimate are attached to this form.

6.4.1.3       Invoices and Payment Applications

The original invoice is sent by the vendor to Accounts Payable, with copies to the Certifier and Procurement Subcontract Administrator. The designated Certifier is typically the Project Manager. Contract employees cannot be designated as a Certifier.

6.4.1.3.1                              Invoice Approval (invoice less than $100K and subcontract less than $1 million)

  1. The Certifier shall verify that invoiced work is complete, sufficient funds are available to cover the invoice, and, for any construction work of more than

$2,000, that the Procurement Subcontract Administrator has received certified payrolls. (Refer to Procurement Standard Practice (SP) 22.4, Construction Labor Standards, and SP 36.1, Construction Subcontracting.)

  1. The Certifier shall certify the invoice online in eProcurement. A link is provided in the email certification notice. The Certifier shall verify that the invoice amount and Project ID to be charged are correct in eProcurement. If necessary, the Project ID can be corrected online prior to certification. For special distribution or retention requirements (e.g., multiple project splits, or invoice vouchered against wrong PO line), the Certifier shall send an email to Accounts Payable detailing the request.
  2. Hard copies of the invoice and email certification approval are kept in the project file.

6.4.1.3.2                              Invoice Approval (invoice greater than $100K or subcontract greater than $1 million)

  1. Follow the steps under paragraph 6.4.1.3.1, above, with the following modifications. (Refer to LBNL’s Regulations and Procedures Manual (RPM), Invoice Certifications.)
  2. Invoices greater than $100K must be approved by the Certifier, and also by an authorized signer in the Laboratory Signature Authorization System (SAS) Database who has signature authority equal to or greater than the amount of the invoice. The Certification section in eProcurement will contain additional instructional information when the invoice is over $100K.
  3. Certification by the Procurement Subcontract Administrator is also required on invoices over $100K for all high value (>$1 million) purchase orders/subcontracts. The Procurement Subcontract Administrator is copied in the electronic certification. The purpose of the Procurement Subcontract Administrator certification is to ensure that the invoice conforms to the terms and conditions of the purchase order/subcontract. (Refer to SP 32.1, Payments.)

6.4.1.3.3                              Invoice for Final Payment

The vendor will submit a separate invoice for retention to Accounts Payable. Invoice shall be certified by the Certifier and Authorized Signer and then approved by the Procurement Subcontract Administrator. Approval signifies that all work has been completed and that there are no outstanding claims.

6.4.1.3.4                              Construction Subcontract Progress Payments

Construction subcontract progress payments are to be reviewed by the Project Manager or Construction Manager to confirm that the invoice accurately reflects construction progress prior to payment. A copy of the invoice with the schedule of values becomes part of the record in the project management files, along with any email or online certifications.