Purchasing

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Purchasing

• Cyndi Wyles
• Buyer

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• Purchases from external vendors using university
  funds can be made with three different purchasing
  processes remittance voucher, procurement card
  or purchase order.
• When preparing to make a purchase, first
  determine which process is appropriate.
•  
• 1. Should I use a remittance voucher?
• 2. If not, can I use a procurement card?
• 3. If neither a remittance voucher nor the
  procurement card can be used, then a purchase
  order must be processed before making the
  purchase.

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Remittance Vouchers

• Stipends
• Honorariums to non-Employees
• Non-Employee Speaker Fees (being paid less than
  1,000 for the calendar year)
• Postage and Freight
• Refunds and Reimbursements to non-Employees
  (including Travel expenses)
• Employee Recruitment expenses
• Please contact Accounts Payable or visit the
  Accounts Payable website for more information on
  remittance vouchers.

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Procurement Card

• Office supplies on the mandatory state contract
  purchased from the state contract vendor
• Subscriptions to scholarly journals and
  publications
• Memberships in professional organizations that
  promote advancement of the University's mission
  (personal memberships not allowable)
• Instructional Supplies (i.e. books, music,
  classroom materials)
• Laboratory and classroom supplies
• Software (excluding software licenses)
• Purchases of food for official university
  business (no receptions or parties) with prior
  email approval and Food Purchase Form

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Procurement Card

• The procurement card CANNOT be used for the
  following
• Purchases totaling more than 1,000 (NO splitting
  to avoid the transaction limit)
• Equipment or inventory items
• Services
• Fuel
• Travel related expenses, including conference
  registration fees only exemption is vehicle
  rental through the state contracted agency. See
  Travel website
• Back ordered items (purchases must be readily
  available at the time of order)
• Radioactive materials

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Procurement Card

• Original, itemized receipts should be obtained
  for each purchase.
• Every month, the cardholder will receive a
  statement for the purchases made in the previous
  month.
• This statement must be submitted to Purchasing
  along with a credit card voucher and the
  corresponding receipts by the 15th of the month.

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Procurement Card

• Each purchase listed on the monthly statement
  should
• be listed separately on the credit card voucher
  with the chartfield string that should be charged
  for the purchase and
• have a corresponding itemized receipt attached to
  the credit card voucher

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Procurement Card

• Credit card vouchers and attachments will be
  reviewed for the following
• the expenses are allowable
• verify no sales tax was charged
• the memo statement is attached
• original receipt for each purchase is attached
• Violations will be documented and repeated
  violations may result in suspension or
  cancellation of the procurement card.

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Purchase Order

• The purchase order process begins with the
  requisition.
• A requisition is simply an authorized request for
  the purchase of goods or services. This request
  is submitted to Procurement Services to be
  processed into a purchase order.
• A purchase order is the official university
  document that represents an obligation to the
  vendor for the purchase of the specific goods or
  services detailed in the purchase order.
• A purchase order must be obtained before the
  purchase is made.

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Purchase Order

• To enter requisitions, university faculty and
  staff must attend a training session to gain
  access to Workflow in SOARFIN. These training
  sessions are offered once a month and you can
  register through SOAR.
• Requisition entry instructions can be found at
  http//www.usm.edu/lec/soardocs/soarfindocs.php.

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Purchase Order

• Common causes for delay in PO processing
• Budget authority delays approving req in Workflow
• Not enough info is included in the item
  description
• Required attachments are incomplete or not
  received in a timely manner
• Two written quotes must be submitted for
  purchases between 5,000 and 25,000
• Personal Services Agreements must be signed by
  the vendor, the budget authority, the Tax
  Compliance Officer and SPA (if on a grant) BEFORE
  sending to Purchasing
• Quote is referenced on requisition, but not sent
  to Purchasing
• Confirmation of Services Rendered or Goods
  Received require VP approval and an invoice
  before a PO and payment can be issued

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Purchase Order

• Requisition line descriptions should contain all
  the information necessary for someone completely
  unrelated to your department or project to
  understand what you want to purchase.  
• Example 1
• Bad Copy Paper
• Good 8 ½ X 11, 20 White, Copy Paper Item
  12345
•  

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Purchase Order

• Example 2
•  
• Bad Graduated Cylinders
• Good Class B Cylinders with Double Metric
  Scales
• 200 ml capacity 5ml subdivisions Item S1094B
•  
• Example 3
•  
• Bad Equipment Repair
• Good Materials and labor for pump replacement
  in circulator (USM 123456) located in JST 915

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Standing Orders

• Standing orders are used when there are multiple
  identical purchases to the same vendor made over
  the fiscal year. These should be reserved for
  purchases that would be paid at least 10 times
  over the fiscal year.
• Fuelman services
• Nordan Smith for scientific gases
• Any purchase that is a repeated monthly charge
  (i.e. cable, Shred-it services, off-site storage
  rental)

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Computer Purchases

• iTech is standardizing all computer purchases.
• You do not have to enter a requisition in order
  to buy a new computer.
• A standard computer can be purchased directly
  from iTech through SOAR, which works like an
  Interdepartmental Invoice.
• If you require a computer different from the
  standard configuration, you can submit a quote
  and an explanation for the variation from the
  standard configuration to Ronnie.Taylor_at_usm.edu.
  
• If approved, iTech will order the computer for
  you then bill your department.
• Please visit the iTech website for more
  information.

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New Vendor Setup

• If you cannot find your selected vendor, first
  contact Procurement Services the vendor name
  may be abbreviated or the name may be listed
  differently than the name searched.
• If the vendor is not listed in the database, they
  will need to be setup before the requisition is
  entered. Have the vendor complete the vendor
  registration form and a W-9. Send these
  completed forms to Procurement Services at Box
  5003 or fax number 601.266.5182.
• The vendor registration form and W-9 can be found
  on the procurement website at http//www.usm.edu/p
  rocurement/forms.html.

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Changing or Canceling a PO

• Once a requisition has been processed into a
  purchase order, changes and cancellations have to
  be made in Purchasing.
• Requests to change or cancel a purchase order can
  by e-mailed to Shante Keith at shante.keith_at_usm.ed
  u.

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Purchasing Contacts

• Director of Procurement Services - Mike Herndon
• Contracts
• Buyer/Procurement Card Administrator - Becky
  Holder
• Advertisements Athletic Supplies and Equipment
• Audio Visual Equipment Awards and Trophies
• Copiers Furniture
• Institutional Dues Insurance
• Maintenance Contracts Novelty Items
• Office Supplies Uniforms Clothing Apparel
• Paper Products Procurement Cards
• State Contract Items Subscriptions
• Professional Personal Services Contracts

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Purchasing Contacts

• Buyer/PeopleSoft Workflow Administrator - Heather
  Cassell
• Employee Workflow Setup Air Conditioners
• Appliances Carpet
• Computer Hardware Computer Software
• Software Licensing Fax Machines
• Electrical Supplies Telecommunications
• Standing Orders Food
• Janitorial Supplies and Equipment Plumbing
  Supplies
• Laundry Chemicals and Supplies
• Lawn and Garden Supplies and Equipment
• Building and Maintenance Materials and Supplies
  Equipment

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Purchasing Contacts

• Buyer/Requisition Training - Cyndi Wyles
• Requisition Entry Training Workflow Approval
  Training
• Appliances Automotive Supplies
• Drugs and Pharmaceuticals Food Service
  Equipment
• Fuel Marine Equipment
• Medical Supplies Physical Plant Purchases
• Scientific Equipment and Supplies Printing
• Sole Source Purchases Tires and Tubes
• Vehicles

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Purchasing Contacts

• Procurement Liason - Shante Keith
• Bid Typing and Processing
• Bid Advertising
• P-1 Typing and Processing
• 873 Typing and Processing
• Purchase Order Revisions/Cancellations
• Standing Order Maintenance
• Vendor Maintenance Specialist - Sandra Reiter
• Maintain Vendor Database
• Procurement Card Review
• Purchase Order Inquiry

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Purchasing Contacts

• Purchasing Clerk - Deide Rodrigue
• Purchase Order Processing
• Filing
• Mail
• Purchasing Clerk - Jo Berry
• General Questions
• Telephone
• Filing
• Mail