Requisitions/Consultant Forms/Contracts. Tina Cooper

Transcription

1 Requisitions/Consultant Forms/Contracts Tina Cooper

2 Requestor/ Delivery Information Delivery Date: Current date or later. Comments: Tells the BO where to send the white copy. Ship to: Use drop down menu to select location. Attention: Include name and location of recipient.

3 Vendor Information: If you know the C# of the vendor, type it in the space next to Vendor. If you do not know the C # for a vendor, you may locate it by clicking on the drop down arrow next to Vendor. Select Entity Name/ID Search. This will take you to another screen.

4 Executing the Query for a Vendor If you know how the vendor is listed in Banner, simply type the name of the vendor and click on the Execute Query icon. Note: This screen is case sensitive and the name must be spelled correctly. If you do not know the complete spelling of a vendor name, you may type a portion of the name and use the % sign. The % sign can be used at the beginning and/or ending of the name.

5 Selecting the Vendor Once you click on the Execute Query icon, all vendors beginning with the letters Gov will populate. Double click on the C# to choose the vendor that you want. This will take you back to the vendor portion of the requisition and automatically populate the vendor name and address.

6 Can t locate a vendor? If you are unable to locate a vendor in the system, contact Tina Cooper and inquire if the vendor is listed under a different name. If you want to use a vendor that is not already set up in Banner, you will need to send them a vendor registration packet to be completed and returned to Renee Lindsay.

7 Commodity/ Accounting There is a limit of 15 items per requisition. Please list item/part number first and then a complete description of the item. The description should include enough detail that the Business Office will be able to identify the item.

8 If you run out of room on the first line of your description, go to Options and select item text. Click inside the first line and continue with your description. Save and X out. Avoid using abbreviations.

9 Document Text Click on the Options icon and select document text. Document text prints on the first line of the Purchase Order. It is used to record bid numbers, quotes, and references to sole source justification. Note the example of a document text for GovConnection.

10 Bid Numbers Company Bid Number Airgas Apple ALJP Berney State Bid T-190 BSN US Communities 10-JLH-001 Carolina Biological NJPA CBS CDW ACCS When a bid expires and is replaced by a new one, the Business Office will send you an updated copy. Please discard the old paperwork and replace with the new one. Dell ACCS Fastenal State Bid T-700 Fisher Scientific US Communities C15-JL-12 *Furniture - Steelcase, HON, etc. State Bid T-180 OR T-390 Grainger (Acct # ) NJPA GovConnection ACCS Howard ACCS Lowe's TCPN # MSC (Acct #123934) State Bid T-700 Office Depot TCPN #R Pocket Nurse TCPN #R Strickland Paper State Bid T-103 Teklinks ACCS Troxell TCPN #R5114 Xerox State Bid T-190 OR Xerox TCPN #R150302

11 Furniture Purchases The requisition will need to be made out to a manufacturer, i.e. Steelcase, HON, etc. In the document text you must include: quote number, bid number, name of the local company and their address, and the wording is the distributing dealer. Example: Quote #12056, State Bid Number T-180, OSCO 229 Grant Street SE, Decatur is the distributing dealer.

12 Account Number Fund: Unless you are making a purchase with restricted or Perkins fund money, this number will always be Orgn: This number will automatically populate; and is specific to your department. Acct: This is the number that is specific to the item(s)/service that you are requesting (see account number handout) Prog: This number is specific to your department.

13 Completing the Requisition Notice the Requisition Number at the top left side of the screen. Please record this number for your records. If you are satisfied with the requisition, you will click the Complete button at the bottom left side of the screen. If you are not ready to complete, click on the In Process icon. This allows you to go back to the requisition at a later time.

14 Food Purchases Food should only be purchased for mandatory business meetings held during normal lunch time and/or for advisory board meetings. When submitting the requisition be sure to use general wording. Don t list specific items. Example: Miscellaneous snacks and drinks for Welding Advisory Board Meeting to be held on July 15, 2015 in Room 109 of the Health Science Building.

15 Travel Requisitions Hotel and/or Conference The following must be included on the line item: Who, What, Where, and When. We call this the Four W s. Example: Registration for Pat Hughes to attend ACCFMA Conference at Orange Beach, AL on July 15-19, 2015.

16 What can be ordered from Office Depot? Office supplies only. The key word here is supplies. This would include items such as pens, staples, staplers, paper clips, file folders, etc. File cabinets and chairs are considered furniture. Printers, keyboards, and other computer related supplies should be quoted and purchased through IT.

17 NSF Requisitions No NSF requisitions will be approved in the Business Office without prior approval from either Bryan Helms or Pat Hughes. Please check your budget prior to submitting a requisition.

18 Consultant and Professional Service Request Forms If the consultant is not already on our vendor list, please have them submit a W-9 to the Accounts Clerk (Tina Cooper). A W-9 must include the person s full legal name. Once the work has been completed, the consultant must submit an invoice for services rendered. The invoice must be signed by the Dean or Department Head and forwarded to the Accounts Clerk (Tina) to be processed for payment. NSF: If the account being charged is NSF, the Business Office will not process payment until a budget transfer is completed and approved. Please check your budget prior to submitting the consultant form.

19 Consultant Form Scope of Contract: Please give full details for the services to be rendered. Expenses: In order to be reimbursed for expenses, receipts must be submitted with the invoice. Also, only the expenses identified on the form will be reimbursed. Dates: Make sure the dates on the invoice coincide with the dates on the request form.

20 Contracts Contract: A legally binding agreement between two or more parties. Contracts are to be signed by the College President or by the Vice President of Financial and Administrative Services. A copy of all contracts are kept on file in the Business Office and contracts totaling $5,000 or more are reported on the Calhoun website. Contracts can be let for a period of one year, with an option to renew for an additional two years at one year periods.

21 Contracts Steps used for contractual services: The department will negotiate with a vendor. Vendor submits vendor registration packet to Business Office (if $5K or over for the period of the contract, a Disclosure Statement must be included). A sample contract is submitted to the Business Office for review. If needed, the Business Office will propose changes. A contract is signed by Calhoun AND the vendor. A requisition is submitted. A Purchase Order is issued. The vendor submits invoices to the Business Office. The invoices are paid by the Business Office. Quotes are NOT contracts.

22 Business and Finance Forms Log into First Class, click on All Departments, click Personnel Web Page, and click on Employee Forms. Scroll down the page to see the following:

23 Questions?