Asst. V.P. of Business Services: Cindy Conlon

Transcription

1 Asst. V.P. of Business Services: Cindy Conlon

2 Reporting into the Vice President of Business and Financial Affairs The Office of Procurement is responsible for services in the following areas: Purchasing of goods & services (bids, contracts, etc) Contract Negotiation and Management Inventory Control University Printing Services University Mane Card (Campus Debit & ID Card)

3 Printing Letterhead Stationary Large volume B/W Duplication Color printing options: single page, invitations, brochures, booklets and posters Color paper printing Binding options: Saddle-stitch, Plastic Spiral, Plastic Comb, Metal-back Book style Located in the Basement of Bibb Graves Mr. Chuck Montgomery

4 Identification Card Building Access Library Copier Usage Student Athletic Admission Debit Card Capabilities Discount Services Vending Services Located in GUC Lobby Area Karen Kennedy and Jennifer Sharp

5 Dana Peeden x4206 Heather Cole x5230 Cindy Conlon x4293 Located in Bibb Graves Rm 126

6 All expenditures greater than $ require a purchase order. Only the University Procurement Office has authority to create a purchase order or change a purchase order. Only a few individuals are approved to sign contracts and obligate University funds. UNA is subject to the AL Bid Law It is the responsibility of the Procurement Department to ensure compliance with this law through policies and guidance to the UNA community.

7 Code of Alabama Title 41 Chapter 16 Article 2: Competitive Bidding on Public Contracts Generally Code of Alabama Title 39: Public Works

8 Any purchase of goods or services exceeding $15, within one fiscal year must be formally bid using a sealed bid process. Examples: Any item that independently costs $15, or more. Service or Maintenance contract that will exceed $15, over life of agreement. Common items bought across campus that fall subject to the bid law: computers, printers, office supplies, furniture, printing, etc.

9 Submit requirements to Procurement office (preferably electronically) (specs, qty., need date, etc.) Procurement will create bid & send invitations for sealed bid responses. Bid award factors may be set to ensure adequate needs are met. Bids are opened & tabulated publicly The tabulation and award recommendation will be forwarded back to the Dept. for review Upon agreement the Bid Award is posted At this time the Department is free to submit a requisition for purchase. 2 Week Minimum/ 4 weeks Preferred

10 Online Requisition Requesting a Purchase Order Staples online Purchasing Credit Card ****************************************** Disbursement /Payment Request(or Reimbursement)

11 1. Create Requisition On-Line (Una Portal) 2. Forward Signed Requisition Copy to Procurement Office (faxes are acceptable) 3. Upon receipt of goods/services sign the Requisitioner copy (print & sign ed copy)& forward to Accounts Payable to authorize payment. Time Required 1 Week

12 Requisition Purchase Order A Requisition is a Request for approval to order; the Purchase Order is the commitment of the UNA Funds. An invoice cannot pre-date a purchase order

13 Let us know how to communicate the Purchase Order Fax Regular Mail (USPS)

14 Office Depot (O.D. Card with P.O.) Hobby Lobby (H.L. Card with P.O.) Michael s Sam s Club (Sam s ID Card with P.O.) Southern Family Market Lowes (Commercial Service Desk) Target (Target Card with P.O.) Goodman Sporting Goods Local Hotels Most Hardware Stores Submit Itemized List of Required items with Requisition

15 Must have a User ID tied to Department Index code. (set up in Procurement Office) All orders are reviewed for compliance to policies & then approved for shipment or removed. Minimum Order placement $30.00 Orders that exceed $ require a UNA Purchase Order (follow the requisition process & include the Staples order # >$500) Orders normally arrive within 24 to 48 hours. Send signed Receipt (and Requisitioner copy of purchase order when applicable) to Accounts payable to confirm receipt of items.

16 Walmart (get tax id card at customer service desk) On-line Airfare Registration Institutional Memberships Subscriptions Unique On-Line Purchases Student Group Travel Other approved purchases <$500.00

17 Department Funds -> Cost Center Head Travel (including registration for travel) -> Supervisor of the individual traveling Contracts > consult the Business Office Student Travel -> Department Chair and Dean Grants -> P.I. and Grants Accountant

18 Reimbursement of Small Purchases made <$ Payment Request of Institutional Memberships, Dues, Subscriptions, etc. Payment of Invoices not tied to a University Purchase Order.

19 All items with a unit value between $2000 and $4999 are noncapitalized assets and all items valued at $5000 or more are considered capital assets Capital Assets require Permanent Tags to denote item, individual responsible, & location Procurement office requires annual update of capital inventory

20 Code of Alabama 1975/Title 41-Article 6 Disposition Options of Surplus Property Open bid / public advertisement Take to nearest state inventory location (Eva, Alabama) Appropriate disposal managed by University Facilities Department.

21 Do not commit to a supplier until you have an official purchase order. Do not change a purchase order without approval from procurement. Remember to send the requisitioner copy of the purchase order to Accounts Payable. Remember to submit a Credit Card Usage form with original receipts for any P-Card use immediately. Try to Plan ahead & avoid Impulse buying! If you have any doubts regarding Procurement Please Call us (x4206)