Action Request Transmittal

Transcription

1 Aging and People with Disabilities Action Request Transmittal Mike McCormick Number: APD-AR Authorized signature Issue date: 6/6/2016 UPDATED Topic: Other Due date: Subject: APD Contract Administration and Process Guidelines Applies to (check all that apply): All DHS employees Area Agencies on Aging Aging and People with Disabilities Self Sufficiency Programs County DD Program Managers ODDS Children s Residential Services Child Welfare Programs County Mental Health Directors Health Services Office of Developmental Disabilities Services(ODDS) ODDS Children s Intensive In Home Services Stabilization and Crisis Unit (SACU) Other (please specify): Action required: APD staff who administer, request, process payments from, and prepare payments for contracts must review and follow the following guidelines: Communication with Budget on New Contracts and Their Dollar Amount (1601) Contract Administrators will maintain a running total of payments authorized and made on contracts, while ensuring that payments made are within the limits of the not-toexceed amount of the contract. Copies of invoices approved for payment will be maintained either electronically or in a hard copy format in the contract file. Contract Administrators should coordinate with budget staff to ensure that budget and coding are hitting appropriately, and costs are within budgeted authority. Ensuring Delegated Signature Authorizations (MSC 286) are up to date and reviewed semi-annually and include Dollar limitations (1605 & 1607) Upon the hiring of new employees who will have contract authorization and invoice approval responsibilities, a Delegated Signature Authority form (MSC 286) will be completed. The form will include the dollar amount of the authority being delegated to the employee. Delegation forms will be reviewed, at minimum, semi-annually, and updated as needed. Records of this review will be maintained by the APD Executive Assistant.

2 Contract Administrator changes upon separation or new responsibilities (1610) When a contract administrator leaves the agency, or moves on to a new position, any contracts assigned to that individual for administration must promptly be reassigned to another contract administrator. The Office of Contracts and Procurement will be notified of the new assignment, in writing, in order to change the administration responsibility in their records. This task has been added to the APD employee separation form to be used when an employee leaves, ensuring that all appropriate actions have been taken upon their departure. A copy of this form is attached. Contract File Organization Adhere to best practices (1612) The Office of Contracts and Procurement offers best practice guidelines for contract file organization. APD contract administrators will follow these guidelines in the maintenance of their contract files. See Contract File Checklists (1615) Contract Administrators will utilize checklists to ensure that contract files contain all required information and documentation. These checklists are available on the Office of Contracts and Procurement s web-site, along with other useful information for contract administration. See Position Descriptions must include contract administration duties (1614) Any individual who carries contract administration responsibilities as part of their position will have, at minimum, the following language in their position description: Contract negotiation and administration: Acts as contract administrator for assigned contracts; develop and implement procedures to administer contracts and monitor contractor performance following contracting guidelines, rules and statutes. Develop contractor reporting procedures and forms and criteria for evaluating contractor performance as a condition of payment. Monitor contractor performance, identify deficiencies and takes appropriate action to correct deficiencies or enforce contract remedies for inadequate or non-performance. Review and Approval of Invoices (1663) Upon receipt of invoices from contractors, prior to recommending authorization to pay, contract administrators must review the invoice to ensure that it meets the terms of the contract. Any discrepancies must be worked out with the contractor prior to payment, ensuring that payments are in alignment with contract terms. All contract administrators are expected to abide by policies and best practices of the Office of Contracts and Procurement, and to attend the required trainings for Contract Administrators.

3 Reason for action: During an Internal Controls Audit of SPD practices in 2011, a number of deficiencies were noted in the area of Contract Administration. Below is the APD policy regarding some of the identified deficiencies. This direction is in compliance with applicable State and Federal standards. Field/stakeholder review: Yes No If yes, reviewed by: Operations Review If you have any questions about this action request, contact: Contact(s): Trisha Baxter Phone: Fax: Patricia.E.Baxter@state.or.us

4 Check list for Employee Separations: Supervisor: Complete Personnel Action Form (DHS 0109). Department of Human Services Employee Separation Checklist Attach copy of the resignation or retirement letter, if appropriate, and send to assigned HR Technician for processing. HR will process within 24 hours of receipt. Verify current mailing address and include on final Personnel Action Form (DHS 0109). Verify employee s time has been entered into the Time Management System or on a paper time sheet. Verify employee s final travel expenses have been reported. Determine how employee would like to receive final paycheck (i.e., Mail or pick-up in person). Notify Payroll Staff of decision. (Note: The employee s final paycheck must be available within 24 hours of last paid workday.) Complete the IUP-786 Form (Individual User Profile for Network and Access). This notifies OIS to remove the employee from the network and from . Revoke the employee s access and control for mainframe computer access (RACF ID), access to other databases and applications (TRACS, OR-Kids, ORACCESS, etc.). Follow each Division s specific procedures and use the appropriate IUP. Complete the Signature Authority Withdrawn section on DHS 286 to remove the employee from delegated expenditure authority, if applicable. Transmit the form to Financial Services. Financial Services will withdraw the employee s delegated expenditure authority. Notify Office of Contracts and Procurement (OC&P), if necessary, to reassign employee s contracts for ongoing contact administration. If you need to review the employee s computer files, have your HR liaison contact the Service Desk to grant you access to the employee s data. Retrieve all electronic keycards and keys (i.e., office, desk, file cabinet, wellness rooms, parking keys, etc.) Remove employee s name from phone directories they may be in. Verify employee has returned agency work products, i.e., working files, computer discs, brochures, workbooks, etc. Complete Employee Assigned Property Tracking Form (DHS 0050), ensuring all assigned property has been returned. Retrieve notary journal, SPOTS credit card, SPOTS log, State of Oregon Phone cards, and any other State of Oregon credit cards. CC: Personnel File DHS 2117 (APD/I-DD Version)

5 Employee Signature (if available) Date Supervisor Signature (or designated employee performing separation tasks) Date CC: Personnel File DHS 2117 (APD/I-DD Version)