Agenda. Department Responsibilities Purchasing Process Purchasing Banner Tips/Mechanisms Purchase Order Contracts Contact Information & Resources

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1 Purchasing Training

2 Agenda Department Responsibilities Purchasing Process Purchasing Banner Tips/Mechanisms Purchase Order Contracts Contact Information & Resources

3 Department Responsibilities All departments and employees must: Ensure that individuals making purchasing decisions are knowledgeable of, and comply with Purchasing s policies and procedures. Ensure that all purchases made with University funds are appropriate, necessary, reasonable and directly related to the goals and mission of the University.

4 The Competitive Process $0 - $6, No Competition required $6, $32, Three (3) written or faxed quotes are required or as determined by the Purchasing Department Over $33,000 Formal advertised bid will be coordinated through the Purchasing Department or a bid waiver will be required. Vendors NOT registered with the State of New Jersey Division of Revenue are limited to $4,950 spending per fiscal year.

5 Why the competitive process? Ensures that the department is procuring goods and services that provide best value to the University by testing the market place. Ensures fair and ethical business relationships with suppliers. Ensures compliance with state rules and regulations.

6 Sole Source Vendors Sole Source: Only one supplier is capable of providing a good or service and circumstance clearly demonstrates that no other similar product or service can meet the department s needs. Brand preference cannot be considered as justification. Delivery time issues cannot be used as a reason to bypass (3) quote procedure on requisition. The Sole Source Form needs to be completed and scanned to the back of the requisition for the Purchasing Department s consideration.

7 Preferred Contract Vendors Preferred Vendors with Contracts are established by the Purchasing Department for the purchase of goods or services, which are competitively bid. When making a purchase from a contracted supplier, departments do not have to obtain additional quotations. Current Preferred Contract Vendors: WB Mason Office Supplies & Toner Interline, Phillip Roseau and WB Mason Custodial Supplies Ricoh USA Copiers Academy Express Transportation Services

8 Unauthorized Purchases Unauthorized Purchases: When merchandise is obtained without a purchase order following the purchasing policies. In this instance a Direct Pay needs to be completed with a letter of justification and sent to Accounts Payable. Contact Accounts Payable for more information on their policy. Examples of unauthorized purchases include: Employee purchases goods or services with a personal credit card Employee calls a supplier and places an order for goods or services without prior issuance of a purchase order Employee places an order with a supplier using their requisition number as a reference number before Purchasing converts to a purchase order Employee receives items from a supplier and receives an invoice prior to purchase order issuance

9 Banner Finance System Used to initiate all Purchases and Payments Scan all backup documentation to the requisition. Do not send over hard copies of your requisition back-up. Attend all training offered for the Banner Finance System to stay current with our policies and procedures.

10 Finding a Supplier Use the Vendor Quoting Lists available on our website to locate suppliers for specific goods or services. If you are processing a requisition, check Vendor Maintenance (FTMVEND) following the instructions in Purchasing s step-by-step presentation to ensure that your supplier is in Banner. If supplier is terminated send an to Purchasing requesting them to be opened. Reference supplier s Z number and name and how much you are spending in the subject line. If supplier is not in Banner complete a new supplier form and have the supplier send a W-9 form along with their Business Registration Certificate. all three required documents to Purchasing address for processing.

11 Purchasing Mechanisms Purchase Order (PO): Is a legal document that contains a description of the good or service, payment terms and conditions. A PO initiates the purchasing process and must be issued prior to a supplier shipping goods or performing services. A PO is a form of contract. Standing Order: Used when the department wants to encumber money for a specific supplier and the invoice submitted pulls from that encumbrance until the standing order is exhausted. The Standing Order is for one fiscal year. Should not be confused with a Contract Purchase Order where a contract is used for specific goods or services and pricing. When completing your requisition for a Standing Order make note of that in the Comments field.

12 Purchasing Mechanisms Using DOC & ITEM TEXT for special instructions on your requisitions: Indicator notes used in Doc and Item Text help provide the Purchasing Department and the Suppliers with any special handling on your orders. Requisitioning Department should use the following indicators for special instructions: Fax PO with supplier fax number PO with address Quote Number Bid Waiver Number State Contract Line and Contract Numbers Supplier Discount Information Check With Order

13 Purchasing Mechanisms Direct Pays vs. PO s when requisitioning: A Direct Pay is needed for the following : Travel reimbursements, Fees, Licenses, Fines, Memberships, Petty Cash, Unauthorized Purchases. A Purchase Order is needed for anything tangible (anything you can hold in your hand). Exceptions to this rule: Legal Contracts, Bus Rentals, and Advertisements.

14 Purchasing Mechanisms Purchasing / Accounts Payable Purchasing handles anything requisition/po related. i.e. Regular purchase orders, bids, bid waivers, vendor maintenance, contracts OVER $6, Accounts Payable handles direct pays, invoices, travel, check with orders, payments, contracts UNDER $6,600.00

15 Purchasing Mechanisms Gift Card Requisitions: Indicate Check With Order in the Comments field or Document Text field List quantity and dollar amount of each. Example: $25, $10, $5 Example of Suppliers: Wawa, Target, Shoprite

16 Purchasing Mechanisms Subscription Requisitions from EBSCO: Check to see if subscription needed is on the EBSCO list. Any EBSCO questions, problem with receiving the subscription you have ordered, etc. should be directed to Purchasing. Have your renewal list available.

17 Freight Tips Vendors should be FOB unless otherwise quoted. All PO s state FOB. If you are paying freight to a vendor, a shipping line MUST be included on the requisition. If an exact amount is not listed on the quote, then est. the shipping cost. If freight is charged but not on PO, purchasing to add shipping line. (CC BUM) If freight charged is higher than what is listed on PO, AP to authorize charge against budget. (CC BUM)

18 Bid Waivers Two signatures: (Requested by & VP or Director of division approval). Contract # & copy of contract (if applicable) Quotes if reached out to multiple vendors for three quotes Any other backup to support the request Vendor must have Ch.51 approval

19 Inactive vs. Active Vendors Inactive Vendor: Placed on our TERMED listing due to nonregistration with the State of New Jersey. The State of New Jersey requires business registration where The value of a single contract or purchase with the contractor/vendor is in excess of 15 percent of the amount of the contracting/purchasing agency s bid threshold ( Currently $4,950). These contractors/vendors have to be monitored for any Fiscal Year spending as to not exceed that amount. A vendor may also be TERMED for pending Chapter 51 application approvals or no updated Certificate of Insurance, if applicable. Active Vendor: Are vendors that have registered with the State of New Jersey and are ready for use in Vendor Maintenance in the form of a direct pay or requisition. They would also meet the Chapter 51 compliance and have updated Certificate of Insurance on file in our office, if applicable.

20 Change Orders Used to change information on an existing Purchase order (quantity, pricing, etc.). To request a Change Order send an to Purchasing and copy your Budget Unit Manager. The request will not be processed unless it is submitted accordingly. To request a Close out on a balance once the order is paid-in-full send an to Purchasing. Always reference your PO number and the vendor s name in the Subject line of the when requesting a Change Order or Close out.

21 Purchases that require a Contract Vendor Contracts through the Office Of General Counsel: Follow the flow chart s 8 simple steps on OGC s website. Know the importance of submitting a contract for approval BEFORE the service is provided. Only use contracts available on the OGC site and discontinue using any old contract forms. When in doubt, please contact the Office of Legal Counsel (x4536). The Purchasing Department will need the following: Executed contract should be scanned to the requisition. Note contract numbers in DOC TEXT on requisition. Always select a PO Seq. address on your requisition. If not available for selection, please Purchasing and ask that it be added indicating the address to be used.

22 Contact Information and Resources Purchasing Website: Margaret Quinn - Director of Purchasing Annette Hamm - Purchasing Supervisor, Credit Card Purchases Lori Koed - Bid Information, erfp Notification System, Chapter 51, EBSCO Subscriptions Jamie Morgan - Bid Waivers Janetleigh Myers - Vendor Database Assistance/Business Registration, WB Mason, Certificate of Insurance

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