Administrative Services Internal Requisitions Policies and Procedures

Transcription

1 ASNUNTUCK COMMUNITY COLLEGE Administrative Services Internal Requisitions Policies and Procedures October 3, 2011 jcrawford 10/3/2011

2 Page 2 Administrative Services Contact List Timothy J. Hurlock Dean of Administration Work Cell Jenna Marie Crawford Administrative Assistant Jennifer Gray Director of Finance Lynne Gregor Director of IT Work Cell Linda Squire Accountant Duncan Morris Fiscal Admin. Officer Kristen Simons Clerk Typist Gale Okun Clerk Typist Christopher Hanecak Network Manager Wendy Rivera IT Technician II Jay Ayotte Coordinator of Academic IT Joseph Muller Building Superintendent Work Cell Hugh Brooks Lead Custodian Work Cell

3 Page 3 Internal Requisitions Policies and Procedures INSTRUCTIONS FOR ORDERING GOODS (SUPPLIES, OFFICE EQUIP, Etc.): 1. All purchases must be pre-approved. Internal requisitions must be filled out prior to any purchase or any order has been placed and signed by respective Dean, and then submitted to the Business Office. a. On the internal please provide your name, current date, the department to be charged for the purchase and the suggested vendor you would like to use, i.e., (office supplies, vendor would be Suburban Stationers). b. The Internal Requisition must be signed by your respective Dean. c. Internals are brought down to the Business Office and placed in the black box as you walk in. 2. Internals are then coded by a member of the Business Office and the Director of Finance checks the department budget to see if there is enough funding to purchase such items. 3. If the value of the item(s) you re requesting is under $2,000, Kristen Simons then enters the data into Banner and converts the Internal Requisition into a Purchase Order (PO). If the value is over $2,000, then Duncan converts it into a PO. 4. Once turned into a PO, the order will be placed in approximately 2 to 3 days barring no systematic problems such as: a. Vendor not established in Banner. If that s the case, a W9 is needed from the Vendor and the order(s) cannot be placed until received and entered into banner. (Kristen Simons will obtain the W9 from the suggested vendor and will input the information into Banner). The process of entering the W9 info into banner is quick; however, the company can stall the process by not sending us the W9. b. The value of the internal exceeds $5, and requires solicitation of bids and quotes. (Duncan handles this process). The process of bids and quotes is in our purchasing polices manual which was written by the System Office. A copy is available in the Business Office. You can also find a copy on the intranet by visiting The timeframe for this process depends on the product and the response time from the vendor(s). Approximately 6 weeks. c. The request is for a service and requires a PSA or contract. (Jennifer Gray handles this process). d. If the item(s) being ordered is Information Technology related, (i.e., USB drive or new keyboard), then Lynn Gregor must sign off on the Purchase Order before it can be ordered. If she has questions regarding the

4 Page 4 purchase, she will address her issues with the person who originated the internal. 5. Once the order has been placed, Kristen Simons places a copy of the PO along with a stamped confirmation date in the recipient s mailbox. The stamped date indicates the day the order was placed. 6. Gale Okun then notifies the recipient via once the item(s) is delivered. The recipient will come down to the business office to pick up his/her package(s), sign the packing slip and return it to Gale. 7. Please have all Invoices sent to Gale Okun in Accounts Payable at ACC. If the individual receives the invoice for the item(s) he/she ordered, please rush that invoice to Gale; otherwise the item(s) cannot be paid. 8. Once a month a list of all open Purchase Orders will be sent to Cabinet members. For more information regarding these open PO s, please see Kristen Simons. INSTRUCTIONS FOR MAKING A PREPAYMENT: (Advance Deposits, Reservations and/or Subscriptions). Follow steps 1 through 4 under Ordering Supplies 4. Gale Okun makes the payment to the vendor. 5. Jennifer Gray will approve the payment. 6. A check is either mailed from ACC to vendor (approx. 7 to 10 business days) or mailed from the System Office (approximately 5 days). The System Office is mandated by the Legislature to manage all college funds. The check is also cut out of this office. a. Checks take longer to be mailed back to ACC then it would if mailed directly to vendor. b. If mailed back to ACC, the check will be held in the Business Office until services have been completed. c. Checks for subscriptions will be mailed with the subscription form to the vendor. PLEASE NOTE: The Business Office needs pre-payment and conference registration paperwork to be submitted 3 weeks prior to receiving payment. Also, pre-payments are frowned upon by auditors and the Board of Trustees because we are spending money on goods and services not yet received or rendered.

5 Page 5 INSTRUCTIONS FOR ORDERING A SERVICE (PERSONAL SERVICE AGREEMENTSAND CONTRACTS): 1. The definition of a Personal Service Agreement (PSA) is defined in CT General Statute Section 9 of the Community Technical College Purchasing Policies located in the Business Office. A copy can also be found at 2. Prepare an Internal Requisition for the service and have it signed by the appropriate Dean or Department s Director. Be sure to provide the vendor s/contractor s full name and address and also contact information. a. Describe the services to be provided (be specific). b. State when the services will begin, the period (beginning and ending). c. State when and how much the contract will be paid (eg., Not to exceed $X in full upon completion of service.) d. State the basis on which the payment will be determined (eg., upon acceptance of invoice by ). 3. Submit the Internal Requisition to the Business Office for processing: a. The Internal will be coded and reviewed for compliance with current Purchasing Rules & Regulations Mandated by the State of Connecticut. b. The Director of Finance will prepare the PSA Document or Contract. c. The PSA/Contract will be sent to the contractor for them to sign and return. d. The signed document will be forwarded to the President for signature and if over $3, to the Attorney General s office for review and signature. e. Timeline for this process is approximately 6-8 weeks. 4. Once the PSA/Contract has been approved by all parties, apurchase Order (referencing the PSA/Contract) is created and payment can be made in accordance with the terms described in the details section. INSTRUCTIONS FOR TRAVEL: TRAVEL AUTHORIZATIONS (TA) 1. All Travel Authorizations must be approved by the employee s immediate supervisor and the President, then forwarded to the Business Office for processing PRIOR to any travel taking place. The Business Office must have this information a minimum of 2 weeks before actual date of travel.

6 Page 6 2. Travel Authorization must be filled out for each conference/seminar an employee is attending. Conference brochures, including the conference agenda, must be attached to the Travel Authorization. Travel Authorizations with no conference information attached, or insufficient information, will not be processed. 3. TA s must be approved PRIOR to the dates of travel. 4. A Blanket Travel Authorization can be completed annually and covers an employee only for mileage reimbursement for travel to attend meetings at other colleges, schools, or businesses, which are required for their position. It does not cover conferences or seminars. 5. TA forms can be obtained in the Business Office or on the administrative server at \\GENERAL\INFORMATION\ON PISCES (Q:) travel authorization request form.xlt. AIRLINE TICKETS 1. An airline ticket cannot be booked unless a Travel Authorization has been approved/signed by immediate supervisor (Dean, Director) and the President. 2. An airline ticket can be booked by the Business Office or the employee. If you want the Business Office to book the ticket, please provide preferred dates and times of departure and return. If an employee books the airline ticket, he or she will be reimbursed. A receipt for the actual cost is required. 3. If a parking permit will be needed for Bradley International Airport, please indicate on your Travel Authorization in the space provided. You will receive the parking permit approximately one week before travel, unless other arrangements are previously made. HOTELS 1. The State will pay for a single standard room plus tax, or a double room if you are sharing it with another conference attendee and splitting the cost. The employee will be responsible for paying the difference for all upgrades (deluxe, double, etc.). A credit card is necessary to hold the room for your expected date of arrival. (Please specify smoking/nonsmoking room.) 2. Payment for hotel accommodations is the responsibility of the employee. You will be reimbursed when you bring the original hotel bill to the Business Office and file for reimbursement. CONFERENCE REGISTRATION FEES 1. In order for the College to pay a conference registration fee, you must have an approved Travel Authorization on file in the Business Office. Submission of an Internal Requisitions needed for payment of conferences/seminars is the responsibility of the employee.

7 Page 7 Do not attach original Internal Requisition to the Travel Authorization; please process as usual. 2. The Business Office must have an Internal Requisition for the registration fee at least three weeks before the date the payment is due. If the Business Office does not receive the Internal Requisition in time for payment to be processed, the employee will have to pay the registration fee and be reimbursed. PER DIEM 1. Per Diem for meals will be paid according to the amounts an employee s union allows. Receipts for meals do not have to be kept. The amount paid varies per union (4 unions at ACC) and per contract. Please check your individual contract booklet for actual amounts. 2. Per Diem for meals is not allowed for one-day in-state travel. 3. Meals included at the conference/seminar will be deducted from the per diem. 4. Employees are entitled to per diem for meals on travel days and the days of the conference/seminar. RECEIPTS Receipts are required for hotel bills, cabs, shuttles to and from the airport, parking, etc. They are not required for meals as meals are paid per diem per above. MILEAGE REIMBURSEMENT 1. You must have an approved Travel Authorization or blanket Travel Authorization on file in the Business Office. 2. A current insurance certificate for your personal automobile must be on file in the Business Office. The minimum amount of insurance required is $50,000/$100,000 for liability coverage. 3. If you are traveling from your home to a meeting on a workday, the mileage you would normally commute to the College will be deducted. You will be reimbursed for the difference. 4. A written request (Travel Authorization Form) for mileage reimbursement is required. The request must include the date, purpose, and place traveled to and from.

8 Page 8 5. The maximum time allowed to honor mileage reimbursements is on a monthly basis. Mileage reimbursement should be submitted by the 15 th of the next month following the month you traveled. If on the day you re traveling for work related business the state car is available, it must be used. Our fiscal year closes on June 30 th. Requests for April, May, and June must be received no later than July 15 th or they cannot be processed.

9 Page 9 FAQ s Q. What is an Internal Requisition and where can I find one? A. An Internal Requisition is the form that needs to be filled out for ordering goods and/or services and needs to be signed by your respective Dean. A blank form can be found in the Business Office or on the server at: Q:\Forms\Internal Req Q. It s been some time since I handed in my signed internal and my item(s) still haven t been delivered? A. If you ordered supplies, please see Kristen Simons in the Business Office, ext If you ordered a service, please see Duncan Morris in the Business Office, ext Timeline is approximately 2 weeks for regular purchases. Add an additional 4 weeks for PSA s. Q. I need to order some supplies/equipment, however, I don t know if I have enough funding to cover it. A. Please see Jennifer Gray in the Business Office, ext to check your departmental funding. Q. I really need to place an order; however, my Dean/Director isn t here to sign off on my internal; what do I do? A. Wait until your respective Dean is back at the College or, if necessary, have the President or another Dean sign the internal. Q. I received a phone call from the company I m doing business with indicating they have not been paid yet for the services/supplies/equipment I ordered; who do I see or where do I transfer this call? A. Please see Gale Okun in the Business Office, ext to check on the status of payment.

10 Page 10 FAQ s continued Q. I need new office equipment but don t know who to order from; what do I do? A. Please see Kristen Simons in the Business Office, ext as to which company/catalog to look at when purchasing new office equipment. Discounts are granted by some companies we frequently use. Q. I need a rush on an order, as I need the item(s) by tomorrow; is this possible? A. No. Most companies we do business with do not guarantee next day delivery; therefore Kristen and/or Duncan need an ample amount of time to process your internal and place the order. If it is a rush, they can make exceptions; however it is not guaranteed. Q. I forgot to submit an internal requisition form but need something ordered immediately; can you handle this? A. No. Nothing can be ordered without a signed Internal Requisition from your Dean. Once the signed internal is received, the order can be placed. Q. I received the invoice for the item(s)/service(s) I requested. What do I do with this invoice? A. The invoice needs to immediately go to Gale Okun in the Business Office for her to make payment. If for some reason the individual places his or her own order, please make sure he/she has the item sent to him/her; however, the invoice should be sent to Gale Okun in Accounts Payable at ACC; otherwise we have no knowledge of the item(s) and the order cannot be paid. Q. I didn t get my mileage reimbursement in by the 15 th of the following month I traveled, what should I do? A. Submit your reimbursement to Jennifer Gray as soon as possible.

11 Page 11 FAQ s continued Q. I can t find my original hotel bill; however I have my MasterCard statement proving I paid for it. Can I still get reimbursed? A. You must call the hotel and asked them to fax over a copy of the hotel bill. Reimbursements cannot be made on your credit card statements alone. Q. I lost my receipts for tolls and cab fares. Can I still get reimbursed? A. No. There is no reimbursement without receipts. Q. I received a contract from the company/performer with whom I am doing business. Who should sign it and what is the process that I need to follow? A. The President, Dean of Administration, and the Purchasing Officer are the only authorized to enter contracts for the state. Please submit any contracts to one of the above mentioned.

12 Page 12 Trouble Shooting For questions regarding: - Budget See Jennifer Gray x3056 or Jenna Marie Crawford x Maintenance See Joe Muller x Travel/mileage reimbursement See Jennifer Gray x Obtaining a parking permit at Bradley Airport See Jenna Marie Crawford x Ordering supplies See Kristen Simons x To obtain the keys to a state vehicle See Gail Okun x Checking on the status of your order See Kristen Simons x3058 or Duncan x To sign off on an invoice once the order has been delivered See Gale Okun x To see if an invoice has been paid See Gale Okun x To track a package See Kristen Simons x3058