PURCHASING PROCESS & GUIDELINES
|
|
- Quentin Johns
- 6 years ago
- Views:
Transcription
1 PURCHASING PROCESS & GUIDELINES Policy Id: Bus.001 Purchasing Process and Guidelines Contact: Last Modified: July 2013
2 CONTENTS: Policy Statement 1 Related Documents 1 Contacts 1 Policy 3 Overview 3 Requisition Process 3 Purchase Request Information 3 Submission of Request 4 Authorized Purchasing Representatives 4 Prohibited Items 5 Items Requiring Additional Approval 5 Purchasing Guidelines 7 Purchases/Payments not to exceed $250 7 Purchases Between $250 - $5,000 7 Purchases Between $5,001-$19,999 9 Printing Between $10,000-$19,999 9 Purchases $20,000 and Above 9 Split Ordering 9 Prompt Payments 10 Fiscal Year End Cut Offs 10 2
3 PURCHASING PROCESS & GUIDELINES : Overview: The procurement process originates when an approved Requisition is submitted into the e-procurement System (EPS). The College uses CUNY s web based EPS to process all Tax Levy, Technology Fee, and Minor Repair purchases. All purchase requisitions are to be approved by senior administrators or their designees. Only the Purchasing Department is authorized to issue orders and enter into contracts and agreements with vendors. Please complete the Authorization for E-Procurement form if you need access to EPS. Requisition Process: Purchase Requisition Information A Purchase Requisition must include: A description of the item or service (model #, dimensions, color etc.) A reasoned justification of its necessity in the performance of college business. Your Vice President will be better informed and Business Services will have a justification during an audit. As examples, a simple statement will clarify an issue "plants being purchased by the Science department are for class analysis and not intended for use as office decor which is not permitted"; or a project listing will tie an expenditure to an outcome - when ordering paint, Buildings and Grounds should indicate the office(s) or area(s) to be painted. If known, a Purchase Requisition should also include: Vendor name, address, a specific company contact name, phone and fax numbers, and company's federal tax payer ID#; Order or confirmation number if order has been placed. Persons Authorized to Purchase on Behalf of John Jay College: There are only four State authorized college representatives who may purchase on behalf of John Jay College The Senior Vice President, the Executive 3
4 Director of Business Services, the Director of procurement and the Purchasing Manager. These college representatives are solely authorized to sign Purchase Orders generated by the Purchasing Unit in response to Purchase Requisitions that have been appropriately approved and processed. Bulletin No. G-195 from the Office of the State Comptroller clearly states: "any employee who directs a vendor to start providing goods or services without appropriate approval may be personally liable for any indebtedness that is ultimately held to be owed to the contractor." Should an employee choose to place an order with a vendor without written approval from their chair/director and their Vice President in the form of a signed Purchase Requisition, the College is under no obligation to honor that order and pay the vendor. The employee should be prepared to personally assume the liability to the vendor. Should an employee choose to purchase an item with his or her own funds rather than prepare a Purchase Requisition, the College is under no obligation to honor a request for personal reimbursement. Faculty or staff who chooses to purchase office supplies in lieu of ordering from the Stockroom must explain the need to purchase from an outside vendor as well as the need for the item(s) to their Vice President. The employee should also be prepared to personally assume the liability for payment for their personal preference. Prohibited Expenses The College is under no obligation to purchase or reimburse for the following: Tax on an item Alcoholic beverages Pictures or frames for office decor Plaques or awards for students, faculty, or staff Home office furnishings (computer tables, file cabinets, snack trays) Coffee service to individuals or departments Imprinted items other than for admissions/recruitment (-pens, shirts, calendars) Textbooks Some special educational programs (such as SEEK, College Now and the like) receive OTPS funds to be used toward the purchase of textbooks for students. Texts, like any other item, should be ordered following Purchasing guidelines to assure the best price. Barnes and Noble is the College's official bookstore - they are the sole authorized vendor allowed on campus to sell texts and related college items to students. The bookstore contract committee received bids from bookstores and chose the one that would provide the best benefits and services to our students. This does not mean that Barnes and Noble provides the best price on each textbook. Thus, those who are authorized to buy texts for students 4
5 with tax levy funds should follow the purchasing guidelines set forth below. Purchasing Guidelines The dollar amounts noted below refer to the gross total of the order to be placed NOT the price of an item. For example, if you are ordering 5,000 health 50cents per booklet, your order is not looked upon as a 50 cent order but as a $2,500 aggregate order; thus you should follow the directions in Section B. Purchases/Payments not exceeding $ Purchase Requisition completed as noted above 2. Signed invoice(s) and packing slip(s). Purchases Between $250 - $5, As per New York State Procurement guidelines, it should be determined if goods or services could be obtained through a NYS preferred source (Corcraft, Industries for the Blind of New York State, New York State Industries for the Disabled and Office of Mental Health). These vendors should be contacted in the specific order listed. 2. If none of these sources is able to provide the goods or services requested, it should be determined if the goods or services might be obtained via a NYS centralized contract. You can find NYS contracts on the Internet at You may also utilize Federal GSA, City of New York, Board of Education, and any other State's pre-approved contracts. The order of preference is as follows: New York State - provide contract number (normally shipping charges are not allowed) New York City - provide contract number and pricing page Federal General Services Administration (GSA) - provide contract number, cover page and pricing list with specific items indicated Board of Education- provide contract number, cover page and pricing list with specific items indicated Any other State's pre-approved contract 3. If a purchase cannot be made by using a NYS contracted vendor, the requesting department (Purchasing Department will provide assistance) must establish the reasonableness of price by one of the following justified methods: Vendor providing a discount from published retail price. State the specifics on the requisition. 5
6 Vendor providing an educational discount. State the specifics on the requisition. Vendor previously provided approved services - quote a previous order from within a fiscal year (i.e., bid completed within past several months and current price remains the same or less) - state this on the requisition. Reference the previous purchase order number on the requisition. Vendor quoted the best price from among three vendors - for purchase of merchandise up to $5,000 contact at least three vendors for price quotes. Fill out the Summary of Quotations form (see attached) and attach the completed form to the requisition. The written quotations/proposals (attached to the requisition as evidence) will ensure that both parties clearly understand the scope of service as well as all terms and conditions. 4. Actual or estimated shipping charges should be included for inside delivery (as required) and must be indicated on the requisition. Special instructions regarding installation appointments, staff pick-up, specific time for delivery, etc Purchase Between $5,001 -$19,999 If merchandise or services are not from an existing contract (State, City, GSA, etc.), the Purchasing Unit MUST prepare an Invitation to Bid form (ITB) and mail it to a minimum of five vendors. These are written sealed bids that will be analyzed by the Purchasing Unit for compliance. A Purchase Order will be issued to the lowest responsible bidder. This process usually takes about two weeks. Printing Between $10,000 - $19,999 After following bid procedure outlined in Section III, the Purchase Order must be sent to Albany for prior approval before sending confirmation of award to the vendor. Purchases $20,000 and Above NOTE: If this type of procurement is not on New York State, City, Board of Education, or GSA or any other State's pre-approved contract, the minimum lead time required is (6) months. 1. Detailed specifications and justification are required from the department. 2. (The Purchasing Unit can assist in the specifications and justifications, especially if there have been similar recent purchases within CUNY.) 6
7 3. Purchasing will prepare and submit a CUNY Board Resolution in accordance with CUNY Board of Trustees meeting schedule. 4. Purchasing will prepare contract documentation for approval "As to form" by the CUNY Office of General Council. 5. Purchasing will advertise in The New York State Contract Reporter. 6. After public bid opening and approvals from CUNY's Board of Trustees, New York State Office of the State Comptroller, and the New York State Attorney General's Office, the contract will then be awarded. Split Ordering Splitting purchases at any threshold to circumvent the procurement process is prohibited. Knowingly treating purchases of similar goods/services as separate orders is a violation of procedure. Payments Prompt payment legislation requires the college to pay vendors in a timely manner (this includes payment to the College Bookstore as well as MBJ Catering). Receiving reports should be forwarded as soon as possible to the Accounts Payable department. If the Purchasing Unit must pay interest to a vendor as a result of late submission of an invoice or receiving report by the ordering department, the interest will be added to the cost of the item and deducted from the department's OTPS account. 7
PURCHASING PROCESS. A User s Guide for Ordering Goods & Services. July 1, 2014
PURCHASING PROCESS A User s Guide for Ordering Goods & Services July 1, 2014 Topics To Be Covered Who does the buying? How to Prepare a Purchase Requisition Light Meals and Refreshment Independent Contractors
More informationJACKSONVILLE STATE UNIVERSITY Manual of Policies and Procedures
JACKSONVILLE STATE UNIVERSITY Manual of Policies and Procedures POLICY NO.: DATE: May 1, 1987 REVIEW/REVISION DATES: April, 1993; June, 2003; Mar, 2004, Sept 2008, Aug 2011, Jan 2013, Jan 2015, July 2016,
More informationJACKSONVILLE STATE UNIVERSITY Manual of Policies and Procedures
JACKSONVILLE STATE UNIVERSITY Manual of Policies and Procedures POLICY NO.: DATE: May 1, 1987 REVIEW/REVISION DATES: April, 1993; June, 2003; Mar, 2004, Sept 2008, Aug 2011, Jan 2013, Jan 2015, July 2016,
More informationHunter College Purchasing Guidelines
Hunter College Purchasing Guidelines I. Overview Purchasing & Contracts is responsible for the procurement of goods and services, and making sure that the college complies with the relevant laws and guidelines.
More informationALLAN HANCOCK JOINT COMMUNITY COLLEGE DISTRICT
ALLAN HANCOCK JOINT COMMUNITY COLLEGE DISTRICT BUSINESS SERVICES PURCHASING AND CONTRACT GUIDE PURCHASING AND CONTRACT GUIDE BUSINESS SERVICES TABLE OF CONTENTS Purchasing of Supplies. Equipment and Services....1
More informationPurchasing Policies and Procedures
Purchasing Policies and Procedures A. General As set forth in statutes of the State of California, the Board of Trustees of the Yosemite Community College District has the sole authority to purchase materials
More informationHOW TO DO BUSINESS WITH NAPA VALLEY COMMUNITY COLLEGE DISTRICT
HOW TO DO BUSINESS WITH NAPA VALLEY COMMUNITY COLLEGE DISTRICT A Complete Vendor Guide This Vendor Guide is designed specifically for our supplier community as a reference tool. The information provided
More informationPURCHASING PROCEDURE GUIDE
PURCHASING PROCEDURE GUIDE As a publicly funded educational institution Arizona Western College is subject to public purchasing laws and regulations including State Statutes, District Governing Board policies,
More informationSalt Lake Community College Policies and Procedures
COLLEGE PROCUREMENT POLICY Board of Trustees Approval: 04/12/2017 POLICY 10.01 Page 1 of 1 I. POLICY All products and services purchased by the College shall be procured in compliance with applicable statutes,
More informationIntroduction. Section I State Statutes and Board Policies. Pertinent Oklahoma State Statutes include:
Introduction The Tulsa Community College Purchasing Department is administered by a Director. It is the mission of the Purchasing Department to procure needed materials, equipment, and contractual services
More informationMOHAWK VALLEY WATER AUTHORITY PROCUREMENT POLICIES AND PROCEDURES
MOHAWK VALLEY WATER AUTHORITY OVERVIEW PROCUREMENT POLICIES AND PROCEDURES Original Approval: October 25, 1999 Revised: April 20, 2009 2 nd Revision: August 17, 2009 It is the intention of the Mohawk Valley
More informationNEW YORK CITY HOUSING DEVELOPMENT CORPORATION PURCHASING PROCEDURES. Updated as of November 19, 2015 (Reaffirmed on March 10, 2017)
NEW YORK CITY HOUSING DEVELOPMENT CORRATION I. ORDERING ITEMS PURCHASING PROCEDURES Updated as of November 19, 2015 (Reaffirmed on March 10, 2017) All requests for purchases are to be coordinated through
More informationI. Procurement. Procurement Authority. Ethical Conduct, Conflict of Interest. DU Procurement Policy
I. Procurement Procurement of goods and services for the university must be conducted in an open and competitive environment to ensure that prices paid are fair and reasonable. Purchasing activities are
More informationBUFFALO STATE COLLEGE
BUFFALO STATE COLLEGE DIRECTORY OF POLICY STATEMENTS Policy Number: II:02:00 Date: July 1986 Updated 2009 SUBJECT: Procurement Services Policies and Procedures Original Policy: The basic objective of Buffalo
More informationWUPRPM Regulations and Procedures Effective: November 11, 2005 R. Purchasing and Financial Obligations Revision Date: July 1, 2015.
Table of Contents 1. Purpose... 3 2. Definitions... 3 3. Limits and Thresholds... 4 4. Competitive Bidding... 4 5. Request for Quotation/Request for Proposal... 5 6. Bid Information... 5 7. Bid Bonds...
More informationOCEAN COUNTY COLLEGE PURCHASING MANUAL
OCEAN COUNTY COLLEGE PURCHASING MANUAL 1 OCEAN COUNTY COLLEGE PURCHASING MANUAL Issued by the Office of the Vice President of Finance & Administration January 1, 2014 The purpose of this manual is to assist
More informationhttps://www.mercy.edu/employees/pdf/purchasingpolicy.pdf Purchasing Department 1200 Waters Place Room 2286 Bronx, NY 10461 718-678-8821/8817 718-678-8809 Fax Hours of Operation: 8AM to 4:30PM MISSION:
More informationCORONA-NORCO UNIFIED SCHOOL DISTRICT. Vendor Registration Packet
CORONA-NORCO UNIFIED SCHOOL DISTRICT Vendor Registration Packet Company Name*: DBA**: Street Address*: City*: State*: Zip Code*: Phone*: Email*: Website: DIR Registration No.**: Contractor s License No.**:
More informationPROCUREMENT POLICIES AND PROCEDURES
PROCUREMENT POLICIES AND PROCEDURES The following is intended as an informative guide to all individuals involved in requesting goods and services. This policy is developed for compliance with ACA 19-11-201
More informationSummary Purchasing Guidelines:
Summary Purchasing Guidelines: How to Request for Goods and Services from Purchasing Departments Promulgated by the Office of University Controller in conjunction with the Office of the General Counsel
More informationTABLE OF CONTENTS SUMMARY PURCHASING PROCEDURES
May 2014 TABLE OF CONTENTS SUMMARY PURCHASING PROCEDURES (1) Levels of Purchasing Authority (2) Identify Need (3) Develop Specifications (4) Purchases Exempt from Purchasing Procedures (5) Special Requirement
More informationPIEDMONT VIRGINIA COMMUNITY COLLEGE VII. FISCAL POLICIES AND PROCEDURES VII 3.0 PURCHASING INFORMATION VII 3.3 PURCHASING & CONTRACTING POLICY
PIEDMONT VIRGINIA COMMUNITY COLLEGE VII. FISCAL POLICIES AND PROCEDURES VII 3.0 PURCHASING INFORMATION VII 3.3 PURCHASING & CONTRACTING POLICY Policy #: VII 3.3 Effective: July 1, 1993 Revised: September
More informationSUNY DOWNSTATE MEDICAL PROCUREMENT TRAINING CONTRACTS & PROCUREMENT MANAGEMENT
SUNY DOWNSTATE MEDICAL CENTER @LICH PROCUREMENT TRAINING CONTRACTS & PROCUREMENT MANAGEMENT PROCUREMENT RECORD Agencies are required to maintain a record of every procurement. The Record means the documentation
More informationDIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY REPORT OF EXAMINATION 2017M-149. Town of New Hartford. Procurement
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY REPORT OF EXAMINATION 2017M-149 Town of New Hartford Procurement MARCH 2018 Contents Report Highlights............................. 1 Procurement...............................
More informationRoosevelt University
Roosevelt University Addendum to Policy on Purchasing Policy 6.4 Responsible Executive: VP for Finance & Administration and CFO Originally Issued: 4-8-09 Effective date: 4-20-09 Reason for Policy The November
More informationBronx Community College Quick Reference Purchasing Guide
Bronx Community College Quick Reference Purchasing Guide I. PURPOSE This guide is intended to provide the Bronx Community College community with a brief resource of the purchasing standards and requirements,
More informationNIU Procurement Services & Contract Management (PS/CM) Procurement Procedures
NIU Procurement Services & Contract Management (PS/CM) Procurement Procedures Purchase Requisition: When submitting a purchase requisition, end-user departments must provide: o vendor name o representative/contact
More informationHINDS COMMUNITY COLLEGE
HINDS COMMUNITY COLLEGE PURCHASING POLICIES & PROCEDURES Updated 8/17/10 INTRODUCTION/MISSION The Department of Purchasing provides this manual to all employees of the College in an effort to ensure that
More informationPurchasing Overview Small Dollar Purchases. Presented by: Janet Milbrandt, Director of Purchasing Brad Henson, Associate Director of Purchasing
Purchasing Overview Small Dollar Purchases Presented by: Janet Milbrandt, Director of Purchasing Brad Henson, Associate Director of Purchasing Presentation Overview Rules & Regs for Small $ Purchasing
More informationTITLE 133 LEGISLATIVE RULE WEST VIRGINIA HIGHER EDUCATION POLICY COMMISSION SERIES 43
TITLE 133 LEGISLATIVE RULE WEST VIRGINIA HIGHER EDUCATION POLICY COMMISSION SERIES 43 TITLE: PURCHASING EFFICIENCIES SECTION 1 GENERAL 1.1 Scope This rule establishes the guidelines for the Commission
More informationRoosevelt County. INVITATION FOR BID No CRUSHED CALICHE
Roosevelt County INVITATION FOR BID No. 2014-01 CRUSHED CALICHE Bids Submitted by: Tuesday, March 25, 2014 Time: 2:00 p.m. Bids Submitted to: Roosevelt County Administration 109 W. First Street, 4 th Floor
More informationThis policy will outline the requirements for competitive bids on goods and services purchased by the College.
Policy Name: Procurement Sole Source/Competitive Bid Policy Updated/Reviewed: August 10, 2017 Effective Date: November 15, 2010 Office with Primary Responsibility: Procurement Services Offices with Secondary
More informationPROCUREMENT AND SUPPLY SERVICES A QUICK GUIDE
PROCUREMENT AND SUPPLY SERVICES A QUICK GUIDE January 2018 To Our Customers: We provide this informational manual for faculty and staff as a ready reference for those who are directly and indirectly responsible
More informationBIDDING REQUIREMENTS
BIDDING REQUIREMENTS The Purchasing Department is responsible for overseeing the competitive bid process and maintaining its integrity. The bidding process introduces the element of competition directly
More informationPURCHASING PROCEDURES: District Policies
PURCHASING PROCEDURES: District Policies 720 Selecting Professional Services 721 Purchasing Policies and Bidding 722 Bid Protest Resolution 723 School Construction and Facilities Operations Bid 724 Protest
More informationPurchasing Policy The administration of the purchasing policies and guidelines as set forth herein shall be the responsibility of the Chief
305.01 Purchasing Policy The administration of the purchasing policies and guidelines as set forth herein shall be the responsibility of the Chief Fiscal Officer. This document shall serve to enable responsible
More informationHUMBOLDT STATE UNIVERSITY
HUMBOLDT STATE UNIVERSITY Contracts, Procurement & Risk Management Procedures Manual For Purchasing Commodities, Services, and Contracting Revised 10-19-09 TABLE OF CONTENTS Introduction... 1 Staff Roster
More informationProcurement Policy. Associate Vice President for Finance and Treasury. Purchasing and Ancillary Services (PAAS)
Procurement Policy POLICY CONTENTS Policy Statement Reason for Policy Who Should Read this Policy Policy Text Related Information Definitions Additional Contacts Forms Responsibilities FAQ Revision History
More informationPurchasing 101. Introduction to the Community College Purchasing Processes
Purchasing 101 Introduction to the Community College Purchasing Processes Sonja Blinka, Director of College of the Mainland Purchasing sblinka@com.edu 409-933-8474 How To Spend the Money The Governmental
More informationGeneral Procurement Guidelines
Procurement Department 2 Space Drive Taylors, SC 29687-6072 (864) 355-1279 Fax (864) 355-1283 The School District of Greenville County General Procurement Guidelines 2016-2017 The Board of Trustees of
More informationGeneral Policy - Purchasing
General Policy - Purchasing Policy: All purchases of commodities (supplies, materials, equipment, printing, insurance, and leases of equipment) and services (furnishing of labor and time and effort by
More informationStrategic Sourcing & Procurement
54 Strategic Sourcing & Procurement Finance Orientation July 29, 2014 55 What We Do: Serve as central procurement authority for CUA Assist departments with all of their product and services needs Ensures
More informationBronx Community College Quick Reference Purchasing Guide
Bronx Community College Quick Reference Purchasing Guide I. PURPOSE This guide is intended to provide the Bronx Community College community with a brief resource of the purchasing standards and requirements,
More informationProcessing a Purchase Order
Processing a Purchase Order 1. PURPOSE To provide procedures for processing a Purchase Order to be used in conjunction with the District s Board approved Purchasing Procedures. 2. SCOPE This procedure
More informationPurchasing Office Policy & Procedure Manual
Purchasing Office Policy & Procedure Manual Page 1 A. GENERAL INFORMATION 1. The purchasing policies and procedures shown herein are required by the State of Wisconsin Department of Administration, and
More informationPASO ROBLES JOINT UNIFIED SCHOOL DISTRICT
PASO ROBLES JOINT UNIFIED SCHOOL DISTRICT PURCHASING OVERVIEW & PROCEDURES 11.02.16 TABLE OF CONTENTS Purchasing Contacts 2 Purchasing Calendar 2 Purchasing Objectives 3 Purchasing Ethics 3 Purchasing
More informationHOW TO DO BUSINESS WITH KUTZTOWN UNIVERSITY
HOW TO DO BUSINESS WITH KUTZTOWN UNIVERSITY Kutztown University is a member institution of the Pennsylvania State System of Higher Education (PASSHE). As a Commonwealth of Pennsylvania state affiliated
More informationWho handles Purchasing?
WHAT IS PURCHASING? Purchasing is the process of how goods and services are ordered. Purchasing can usually be described as the transactional function of procurement for goods or services. 2 Who handles
More informationPURCHASING TRAINING. October 13, 2017
PURCHASING TRAINING October 13, 2017 Objectives Review procurement laws and policies that establish authority, responsibility, and administrative procedures for purchasing for Chesterfield County Government
More informationVENDORS GUIDE TO DOING BUSINESS PENN STATE MILTON S. HERSHEY MEDICAL CENTER AND PENN STATE COLLEGE OF MEDICINE
VENDORS GUIDE TO DOING BUSINESS AT PENN STATE MILTON S. HERSHEY MEDICAL CENTER AND PENN STATE COLLEGE OF MEDICINE Please visit our website for the most up-to-date information: http://www.hmc.psu.edu/purchases
More informationUNIVERSITY HOSPITAL POLICY
UNIVERSITY HOSPITAL POLICY SUBJECT: Responsible Executive: SUPPLY CHAIN MANAGEMENT Executive Director for Supply Chain Management TITLE: Responsible Office: WAIVER OF BIDS Supply Chain Management CODING:
More informationPURCHASING POLICY & PROCEDURES. Low Value Purchasing Authority
PURCHASING POLICY & PROCEDURES I. References II. Purpose III. Definitions IV. General Policies V. Procedures I. References UC Business & Finance Bulletin BUS-43. UC Merced Purchasing Policy and Procedures.
More informationSUBJECT: Additional Information for Voucher Workflow Page 1 of 22 TABLE OF CONTENTS. Supporting Documentation Required for Vouchers...
SUBJECT: Additional Information for Voucher Workflow Page 1 of 22 TABLE OF CONTENTS Supporting Documentation Required for Vouchers... 2 Signatures Required by Accounts Payable... 2 Reasons Vouchers will
More informationACADEMY OF NATURAL SCIENCES PURCHASING AND PROCUREMENT POLICY
ACADEMY OF NATURAL SCIENCES PURCHASING AND PROCUREMENT POLICY Academy of Natural Sciences Purchasing Policy Overview This policy framework is intended to provide for the procurement of goods and services
More informationCOMPETITIVE BIDDING REQUIREMENTS
The Purchasing Department is responsible for overseeing the competitive bidding process and maintaining its integrity. The bidding process introduces the element of competition directly into the procurement
More informationA Guide for Doing Business with the Purchasing Services Office of Valdosta State University
A Guide for Doing Business with the Purchasing Services Office of Valdosta State University The information below gives you assistance on providing goods and services to Valdosta State University (VSU).
More informationUB PROCUREMENT 101. JordanAnn Wilson Dalton Holler
UB PROCUREMENT 101 JordanAnn Wilson Dalton Holler 1 What does the Procurement Department Do? Procure Commodities and Services Evaluate Pricing Policy Compliance Negotiation 2 Purchasing Dollar Thresholds
More informationAmphitheater Public Schools. Procurement Manual
Amphitheater Public Schools Procurement Manual Revised 10/25/2016 Table of Contents PURPOSE AND OBJECTIVE... 3 COMPLIANCE... 3 ETHICS...3 VIOLATION OF PROCUREMENT CODE... 3 PURCHASING/WAREHOUSE DEPARTMENT
More informationProcurement Handbook
Procurement Handbook for Faculty, Staff and Suppliers of UT Health The University of Texas Health Science Center at Houston Procurement Handbook Page - 2 Introduction Purpose This guide is meant to be
More informationPurchasing Open House
Purchasing Open House Fiscal Year 2019 The Foundation and Structure Why we do what we do The Governmental Requirements The Law Texas Education Code 44.031 Purchasing Contracts 44.031 All purchases made
More informationU N I V E R S I T Y of H O U S T O N MANUAL OF ADMINISTRATIVE POLICIES AND PROCEDURES
U N I V E R S I T Y of H O U S T O N MANUAL OF ADMINISTRATIVE POLICIES AND PROCEDURES SECTION: Procurement Number 04.01.01 AREA: Procurement - General SUBJECT: Purchase of Goods, Materials, and Supplies
More informationWHY CAN T I JUST HAVE MY STUFF?
WHY CAN T I JUST HAVE MY STUFF? 39) Why can t I just buy what I need when I need it? A. Actually, for some items, you can! Policies vary from College to College, but certain (limited) purchases can be
More informationPURCHASING MADE EASY Presented by the Fiscal Services Training Department
PURCHASING MADE EASY Presented by the Fiscal Services Training Department Learning Outcomes Comply and adhere to State and university purchasing regulations Process orders using eva procurement Purchase
More informationPURCHASING MADE EASY Presented by the Fiscal Services Training Department
PURCHASING MADE EASY Presented by the Fiscal Services Training Department Learning Outcomes Comply and adhere to State and university purchasing regulations Process orders using eva procurement Purchase
More informationOSU INSTITUTE OF TECHNOLOGY POLICY & PROCEDURES
Purchasing 3-022 FISCAL SERVICES April 2014 INTRODUCTION AND GENERAL STATEMENTS 1.01 OSU Institute of Technology (OSUIT) purchasing and procurement practices are bound by policies established by the Board
More informationReview of Purchasing Guidelines
Review of Purchasing Guidelines Board Policy CH Local Persons making unauthorized purchases shall assume full responsibility for all such debts. All purchase commitments shall be made by the Superintendent
More informationClub Treasurer Guidelines ** What every club treasurer needs to know **
Student Government of Cerro Coso Community College Club Treasurer Guidelines ** What every club treasurer needs to know ** Updated: October 2015 1 Club Treasurer Guidelines ** What every club treasurer
More informationNASSAU HEALTH CARE CORPORATION EAST MEADOW, NEW YORK 11554
Purchase And General Stores Page 1 of 8 NASSAU HEALTH CARE CORPORATION EAST MEADOW, NEW YORK 11554 SECTION: MANAGEMENT OF THE ENVIRONMENT OF CARE POLICY/PROCEDURE TITLE: PURCHASE AND GENERAL STORES Approved:
More informationVillage of Farmingdale
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY REPORT OF EXAMINATION 2018M-100 Village of Farmingdale Procurement, Claims Audit and Check Signing OCTOBER 2018 Contents Report Highlights.............................
More informationHOW DO I GET STUFF? 22) How do I get stuff?
HOW DO I GET STUFF? 22) How do I get stuff? A. A requisition submitted in CUNYfirst is the only way to start the procurement process (verbal discussions and email exchanges do not constitute a requisition).
More informationCentral Texas College Materials Management Policy and Procedures Manual. Policy No. 100 September Purchasing Policy I. AUTHORITY FOR PROCUREMENT
Central Texas College Materials Management Policy and Procedures Manual Policy No. 100 September 2018 Purchasing Policy I. AUTHORITY FOR PROCUREMENT The Board of Trustees of the CTCD, hereinafter called
More informationPIEDMONT TECHNICAL COLLEGE PROCEDURE PROCEDURE NUMBER: PAGE: 1 of 19. June 10, 2013 November 18, 2015 November 18, 2015
PAGE: 1 of 19 TITLE: RELATED POLICY AND S: Procurement 7-8-1012 Procurement DIVISION OF RESPONSIBILITY: Business and Finance June 10, 2013 November 18, 2015 November 18, 2015 Date Approved by President
More informationFast Track Processing SPEED ORDER SYSTEM State Purchases Up To $ SUNY at Buffalo
Fast Track Processing SPEED ORDER SYSTEM State Purchases Up To $1500.00 SUNY at Buffalo Purchasing Department To University Departments This booklet was developed to familiarize vendors and departments
More informationRUTGERS POLICY. Policies are available at the University Policy Library web site:
RUTGERS POLICY Section: 20.1.11 Section Title: Administrative Policies, Procedures, and Services Policy Name: Purchasing Policy Formerly Book: 6.5.1, Purchasing Policies and Procedures Approval Authority:
More informationPROCEDURE CITY OF GRANDE PRAIRIE PURPOSE SCOPE PROHIBITIONS:
CITY OF GRANDE PRAIRIE PROCEDURE PROCEDURE NO: 310-2 PAGE: 1 OF 6 TITLE: Request for Quotation POLICY: 310 Purchasing Policy SECTION: APPROVAL DATE: APPROVED BY: City Manager REVISION DATE: DEPARTMENT:
More informationACADEMIC DEPARTMENT FISCAL REVIEW
CSU The California State University Office of Audit and Advisory Services ACADEMIC DEPARTMENT FISCAL REVIEW California State University, Dominguez Hills College of Health, Human Services, and Nursing Audit
More informationDESCRIPTION. BID Gasoline and Diesel Fuels
REQUEST FOR BIDS/PROPOSALS COVERSHEET THE UNIVERSITY OF SOUTHERN MISSISSIPPI Procurement and Contract Services 118 College Drive #5003, Hattiesburg, Mississippi 39406-0001 Name: Company: Address: Date:
More informationTaking care of business
2017 Taking care of business Table of Contents 1. Purpose 2. Benefits 3. How it works 3.1 Authorized Office Depot Use 3.2 Office Depot Regulations 3.2.1 Furniture 4. Issuance 4.1 Office Depot User Responsibilities
More informationOffice of Procurement and Contracts Public Procurement Values
Office of Procurement and Contracts Public Procurement Values Accountability Ethics Impartiality Professionalism Service Transparency Mississippi State University is an equal opportunity institution Procurement
More informationPurchasing 101 and Requisition Training Manual
Purchasing 101 and Requisition Training Manual Department Department of Procurement & Contract Services Document filename Purchasing 101 and Requisition Training Manual.docx Document Version 2.0 Last Modified
More informationPurchasing and Procurement Policy
Purchasing and Procurement Policy Purpose The purpose of this document is to implement the requirements of state law with regard to procurement and bidding on public contracts for public works, goods,
More informationSUBJECT: Additional Information Related to Requisitions Page 1 of 29 TABLE OF CONTENTS. Overview of the Requisition Structure... 2
SUBJECT: Additional Information Related to Requisitions Page 1 of 29 TABLE OF CONTENTS Overview of the Requisition Structure... 2 Supporting Documentation Required for Requisitions... 3 Signatures Required
More informationCharges to sponsored projects are classified as either non-salary or salary.
EXPENDITURE APPROVAL AND CONTROL INITIATING CHARGES TO SPONSORED PROJECTS Charges to sponsored projects are classified as either non-salary or salary. Non-salary charges are initiated via: 1. Pcard; 2.
More informationV. PURCHASING. Purchasing Ethics
V. PURCHASING A major management process supporting financial accountability in Texas public schools is the purchasing function. Purchasing has several links to overall accountability initiatives. Purchasing
More informationPurchase Card Program
Purchase Card Program POLICIES AND PROCEDURES South Puget South Community College has established a Purchase Card Program in accordance with the Office of Financial Management and the Department of Enterprise
More informationGuide to Procurement. Ministry of Central Services Procurement Services. Last updated: April 2014 Page 1 of 11
Ministry of Central Services Procurement Services Last updated: April 2014 Page 1 of 11 Table of Contents Purpose of guide... 3 Authority for procurement... 3 Applicability - Who is covered by The Purchasing
More informationBasic Overview of Procurement Process
Basic Overview of Procurement Process Methods of Purchasing There are different processes of ordering goods or services, and encumbering funds. P-Card/One Card FPO Purchase Order Method of Purchase P-Card/One
More informationKua O Ka La s Financial/Accounting Policies & Procedures
Kua O Ka La New Century Public Charter School 14-5322 Kaimu-Kapoho Rd. Pahoa, HI 96778 Campus Site Telephone: (808) 965-2193 Fax: (808) 965-9618 E-mail: pualaa@ilhawaii.net Kua O Ka La s Financial/Accounting
More informationProcure to Pay from Start to Finish. Presented by Eileen Johnson September 2018
Procure to Pay from Start to Finish Presented by Eileen Johnson September 2018 Meet our Team Jana Anna Eileen Jan Janelle Carl Dawn Dave Jane Melissa Cathy Topics Essential Information Questions PRIOR
More informationPURCHASING/FINANCE TRAINING SESSION 101
WELCOME PURCHASING/FINANCE TRAINING SESSION 101 Marie Hampton Director of Purchasing Services Overview and Goals of the PURCHASING FUNCTION To provide excellent customer service to internal clients and
More informationPIEDMONT TECHNICAL COLLEGE PROCEDURE PROCEDURE NUMBER: PAGE: 1 of 20. Date Approved by President Date of Last Review Date of Last Revision
PAGE: 1 of 20 TITLE: RELATED POLICY AND S: Procurement 7-8-1012 Procurement DIVISION OF RESPONSIBILITY: Business and Finance June 10, 2013 Date Approved by President Date of Last Review Date of Last Revision
More informationBusiness/Non-Instructional Operations
3324 Business/Non-Instructional Operations Purchase Orders & Contracts All contracts between CREC and outside organizations, agencies or vendors shall conform to prescribe standards as required by law
More informationFinance Chapter STATE OF ALABAMA DEPARTMENT OF FINANCE ADMINISTRATIVE CODE CHAPTER DIVISION OF PURCHASING TABLE OF CONTENTS
Finance Chapter 355-4-1 STATE OF ALABAMA DEPARTMENT OF FINANCE ADMINISTRATIVE CODE CHAPTER 355-4-1 DIVISION OF PURCHASING TABLE OF CONTENTS 355-4-1-.01 Repeal Of Previous Rules 355-4-1-.02 Definitions
More informationDefinitions. Group Purchasing Services Private for-profit or not-for-profit organizations that purchase goods and services on behalf of members.
Definitions Competitive Proposal* - i.e., a Request for Proposal (RFP), means a method of procurement whereby a technical proposal is solicited that explains how the prospective contractor will meet the
More informationCOUNTY COLLEGE OF MORRIS Business and Finance Division Procedures
Page: 09.01.01 Date: Rev. 03/15/16 General Blanket purchase orders are used for buying multiple quantities of like goods or services from a single vendor for a specified period of time. The purpose is
More informationOctober 23, Ms. Margaret R. DeFrancisco Director New York State Division of the Lottery One Broadway Center Schenectady, NY 12301
H. CARL McCALL STATE COMPTROLLER 110 STATE STREET ALBANY, NEW YORK 12236 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER October 23, 2002 Ms. Margaret R. DeFrancisco Director New York State Division
More informationPURCHASING MANUAL & POLICIES
PURCHASING MANUAL & POLICIES 1 TABLE OF CONTENTS TABLE OF CONTENTS.2 PURPOSE OF MANUAL 3 PURCHASING AGENT..4 PURCHASING OBJECTIVES..5 POLICY.....6 & 7 RESPONSIBILITIES..8 GENERAL PROCEDURES....9 PROCUREMENT
More informationTitle: PROCUREMENT Last Update: March 24, Responsible Officer: Mark Savoff I. POLICY SUMMARY
Page 1 of 21 Subject Matter Expert: Mark Chapman Responsible Officer: Mark Savoff Approved By: Corporate Compliance Committee Approval Date: May 31, 2001 I. POLICY SUMMARY This policy outlines the guidelines
More information33025 ADOPTED BOARD OF TRUSTEES COMMUNITY COLLEGE DISTRICT NO. 508 AUGUST 4, 2016
33025 ADOPTED BOARD OF TRUSTEES COMMUNITY COLLEGE DISTRICT NO. 508 AUGUST 4, 2016 BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 508 COUNTY OF COOK AND STATE OF ILLINOIS RESOLUTION TO ADOPT REVISIONS
More informationState of Texas HUB Program
Office of Procurement, Contracts and Reconciliations and the State of Texas HUB Program Process Overview LEARNING OBJECTIVES By the end of this presentation, you will: Understand the responsibilities of
More information