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HOW TO BUY GOODS AND SERVICES

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Printed Stationary: (Letterhead, Business Cards, Envelopes) Scientific (Fisher) ... To apply for a card, submit signed application ... – PowerPoint PPT presentation

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Title: HOW TO BUY GOODS AND SERVICES


1
HOW TO BUY GOODS AND SERVICES http//www.te
mple.edu/purchasing
2
DIRECT ONLINE ORDERING MOVING TO
  • Office Supplies
  • Printed Stationary (Letterhead, Business Cards,
    Envelopes)
  • Scientific (Fisher)
  • To apply for access, you must following the
    signature authorization process and check the
    TUmarketplace box for those with other than Level
    1, 2 or 3 signature aurthority. Additional
    information can be found at www.temple.edu/purcha
    sing/TUmarketplace

3
Home Page Catalog Punch out Vendors
Search for products from Temple contracted
vendors,. Compare prices combine orders from
different vendors. Shop up to 5000.00 per
shopping cart.
4
Alpha/StaplesLink Web Site
Office Supplies!
5
Printed Forms!
6
Purchasing (PCard) Visa Card Purchases
  • Pcard Manual can be found on Purchasings web
    page
  • www.temple.edu/purchasing
  • To apply for a card, submit signed application
  • Transaction and Monthly Dollar limits are
    required
  • Blocks restrict travel and other uses
  • Record keeping and verification
  • PaymentNet (web based) transaction review process
  • Report a lost or stolen card

7
  • Login
  • www.paymentnet.com
  • Enter Org ID
  • Enter User ID
  • Enter Pass Phrase
  • Click Log In Now

8
PaymentNet Function Page
9
SAMPLE TRANSACTION REVIEW PAGE
10
Electronic Requisition (moving to TUmarketplace
in 2009)
  • Required for Purchases 2,000
  • Form completion
  • Department name account info
  • Delivery date
  • Receiving person and address
  • Name and phone number of requestor
  • Item description and specifications
  • Unit of measure
  • Appropriate signatures
  • Vendor name and address

11
RED Labels are required fields!
12
(No Transcript)
13
Shopping Cart - (will replace current
requisition in 2009)
  • Store products in a draft cart
  • Keep track of items frequently ordered in the My
    Favorites folder

14
CONTRACT COMMITMENT PROCESS
  • This process will ensure that the University is
    aware of and able to track and identify contracts
    and sub-contracts. The process includes
    capturing commitments in excess of 2000 by
    issuance of a contract purchase order.
  • Additionally, this process must capture vendor
    solicitation and/or award information including
    demographic, affirmative action initiatives and
    financial obligations.
  • University Counsel and the Director of Purchasing
    have the responsibility for maintaining a uniform
    set of procedures for processing Contracts.
    Contract documents, including a Financial Impact
    Statement (FIS) are to be submitted to University
    Counsel for review prior to signing by the Chief
    Financial Officer.
  • The new FIS form and instructions can be found on
    Counsels website at www.temple.edu/legal/Forms.h
    tm

15
  • UNIVERSITY COUNSEL STANDARD AGREEMENTS
  • Professional (Consulting) Services
  • (not Independent contractor)
  • Professional Design Services
  • Construction Services
  • Financial Impact Statement (FIS) - is a
    University
  • Counsel form required when submitting Agreements
    to Counsel for review and signing.

16
CONSULTANTProfessional Services/Consulting
Agreement
  • Funneled through University Counsel
  • Typically to organizations, not individuals
  • Long term
  • Large dollar amount
  • Can be sole source
  • Less likely to be a sponsored agreement

17
INDEPENDENT CONTRACTOR AGREEMENT (2000 or
higher)
  • Purchasing must receive a COPY of properly signed
    pre-determination form and contractual agreement
    form, W-9
  • Purchasing contacts A/P requesting review and IC
    determination.
  • IF APPROVED - Purchasing creates a purchase
    order. Copy of which is sent to requestor and IC.
    Purchase Order number must appear on the
    Original IC Contractual Agreement which is sent
    to A/P for payment processing
  • IF DISAPPROVED - Requestor is notified and
    instructed on how to best proceed i.e., cancel
    request, proceed with a bid process, go through
    HR/Payroll.

18
Miscellaneous Purchase Requirements
  • Sole Source Justification
  • How do we know that no other manufacturer or
    distributor can provide the item or service?
  • Are equal products available?
  • What is so unique about this item?
  • Capital Expenditure Request (CER)
  • Presidential policy requires CER for certain
    purchases

19
Miscellaneous Purchase Requirements (Contd)
  • Special Review and Approval
  • Creative Services
  • Computer Hardware Software
  • Radioactive Material and Hazardous Chemical
  • Emergency Orders
  • Health and safety issues
  • Coordinate with Purchasing Dept.
  • Provide requisition information

20
Additional Approval Requirements
  • Grant Accounts
  • Externally funded Grant Centers(24, 26, 27, 29,
    3x, 4x and 55) in excess of 5,000
  • Sponsored Projects (Grant Accounts HSC) - (3x
    4x)
  • in excess of 5,000

21
Surplus Property Program
  • Surplus Removal
  • Surplus Property Declaration Form
  • Surplus Acquisition
  • Purchase Requisition - State Surplus Equipment
    as suggested vendor
  • Warehouse Appointments
  • Call James Curran
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