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Procurement to Contracts Presentation 2013. Agenda Overview of Procurement Processes Overview of Board Report Processes Overview of Contract Request Process.

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Presentation on theme: "Procurement to Contracts Presentation 2013. Agenda Overview of Procurement Processes Overview of Board Report Processes Overview of Contract Request Process."— Presentation transcript:

1 Procurement to Contracts Presentation 2013

2 Agenda Overview of Procurement Processes Overview of Board Report Processes Overview of Contract Request Process Overview of Accounts Payable/Travel Processes 2

3 What Procurement Services Does Vendor Budget/Commitment Control Vendor Setup and Maintenance Requisitions and Purchase Orders Selectively review POs less than $5,000 for compliance Final review and approval of all POs greater than $5,000 Competitive Bidding and Request for Proposals Establish District Wide Contracts Procurement Policy Training 3

4 Purchases must follow Illinois law and Board policies The Chair of the Board, Chancellor and Presidents are the only individuals authorized to sign and execute agreements on behalf of City Colleges of Chicago regardless of value. No District officer or employee, without express authorization, shall make any purchases or enter into a verbal or written purchase contract on behalf of the Board Any contract made in violation of State law, or Board rules, policies and procedures is VOID as to the Board 44

5 District Wide Spending Authority, Requirements & Conditions The following purchasing dollar thresholds provide the requirements that are approved by the Board of Trustees: Purchases of less than $2,500: Competitive bidding is not required. Such items may be purchased from any vendor offering the required goods or services at a reasonable price. Price comparison is highly recommended. Purchases of $2,500 and up to $25,000 require three price quotations in writing. The quotations must be summarized on the bid recapitulation sheet and attached to the requisition form. At least one of the three vendors must be a certified MBE/WBE vendor. If a sole source vendor, attach an updated vendor letter. Purchases in excess of $25,000 formal competitive bidding is required. Formal competitive bidding requires that the initiating department prepare written specifications describing the required goods or services. The specifications must be submitted via to the Department of Procurement Services ) and with copy to the College Executive Director of Business Operations to ensure that the specifications are complete and in the proper form. Specifications shall be prepared as objectively as possible, so that the advantage provided to any particular vendor is based on the appropriateness of that vendors 5 The Procurement Policy remains consistent with Illinois Public Community College Act.

6 Bid Recap Sheet 6

7 MWBE Contract Compliance Bid Recapitulation requirements: 1.One quote from a certified MBE or WBE firm; 2.Certified means the firm is certified by one of the 11 agencies recognized by City Colleges 3.When requesting the quote, ask the firm to include their certification letter; 4.If you do not have a quote from a MWBE, you must request a wavier from the requirement including justification and backup, e.g. Searched databases and no MWBE firms were listed, item is a sole source. 7

8 M/WBE VENDORS M/WBE vendors can be found on the following websites: City of Chicagos website: https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago Central Management Service-State of Illinois (CMS) Select === Vendors Search Select === BEP Vendor Search Enter ==== The type of Good or Service you desire to purchase- i.e. printing - note: under search criteria ensure all categories below are checked Press Search – Note: A new window will appear with the vendor(s) and contact information. Cook County ce%2C_office_of/285/vendor_directory/595 Select Directory of Cook County Certified MBE/WBE Vendors Select Show Me to view a tutorial on usage of the site. 8

9 Requisition Signature Work Flow District Office 9 Dept. Manager/Business Manager/Designee Vice Chancellor Note: All the signatures above are required regardless of dollar value

10 Requisition Signature Work Flow College 10 Requesting Department Dean/ Dept. Chair/Dept. Head College Executive Director of Business Operations College President Vice Chancellor or Associate Vice Chancellor Note: All the signatures above are required regardless of dollar value

11 Purchase Order Process Overview 1 College/department has a need for a good or service; College/department prepares a paper requisition form with signature of Dean/Director or Department head signature; 2 College/department verifies that the selected vendor is in the PEOPLESOFT system; if the vendor is not in the system, a vendor application must be completed by the vendor and sent to the Department of Procurement Services for entry; [Please allow a minimum of 10 business days for entry.] 3 College business office/department checks the vendor budget in PEOPLESOFT under – Commitment Control- Budget Details to validate that there is sufficient vendor budget for their purchase request; 4 College business office/department creates (enters) the requisition in PeopleSoft. All supporting documentation must be attached to the PeopleSoft system requisition. The PeopleSoft system requisition is printed and signed by the College Executive Director/District Office Department Head; 5 The printed PeopleSoft system requisition is routed for approval to the College President and Programmatic Vice Chancellor via . Each approval should be completed within 48 hours of receipt; 6 The College Executive Director or Department of Procurement Services staff (if over $5,000) will create a purchase order and print in PEOPLESOFT (the P.O.# assigned by PEOPLESOFT can be used to order the goods/services); 7 The printed Purchase order is sent to the vendor by the College business office or the Department of Procurement Services; 11

12 Vice Chancellor or Associate Vice Chancellor Requisition Signature Matrix Types of Purchase Programmatic Vice Chancellor/ Associate Vice Chancellor IT Hardware, Software and Services PurchasesArshele Stevens Non-Instructional Office Supplies, Janitorial Supplies, Facilities Supplies and Equipment, Furniture, Construction and Renovation Diane Minor Academic Books, Scientific Supplies, Nursing Supplies and Equipment, Cosmetology Supplies and Equipment, Instructional Supplies, Library Supplies and Equipment Kojo Quartey or designee Student Related Purchases – Events and Travel, Agency Purchases Preston Harden Employee Travel/ ReimbursementsMelanie Shaker or JR Dempsey Advertising/Promotional/Outreach ItemsLaurent Pernot Athletic Supplies and EquipmentCyril Nichols Bookstore, Cafeteria and Vending Services PurchasesJoyce Carson Security Supplies and Equipment PurchasesTom Wheeler MembershipsCarole Wood 12

13 VENDORS All vendors are entered into the PeopleSoft database by Procurement Services. Please allow a minimum of 10 business days for entry. All new vendors who will provide goods and services must complete a vendor packet. Which includes the following: Vendors List Application Form (2 pages) IRS W-9 Form Purchase Order Terms and Conditions (Conditions of Purchase) Independent Contractors must complete the Personal Service Contractors and Contractors Key Personnel Data Form Acknowledgement of the Districts CCC Ethics Orientation for Contractors/Vendors NIGP Commodity Codes Selection To update existing vendors the Vendor Form must be completed and supporting documentation must be attached i.e. Vendor address change notice, etc. Hotels and Membership organizations are only required to submit the IRS W-9 Form and Vendor Form (include telephone and fax numbers). To verify if your vendor of choice is in PeopleSoft, check with your College Business Office or District Office Business Managers who have vendor inquiry access. The vendor forms are available from the internet via 13

14 District Wide Term Agreements Building and Maintenance Repair Scavenger Services Nursing Supplies Bus Transportation Uniforms Promotional Items Text (Educational) Books Trade Books Cafeteria and Vending Services Newspaper Advertising Computers and Printers Scientific Supplies Examples of Board Approved Vendors: Colleges benefit from increased savings through combined purchasing volume through the use of Board approved vendors, procurement consortiums, and other sister agency contracts for District-wide purchases. 14

15 Consortium Vendors The U.S. Communities Government Purchasing Alliance Illinois Community College System Procurement Consortium (ICCSPC) Illinois Higher Public Education Cooperative (IPHEC) – cooperative/ cooperative/ Educational and Institutional Cooperative Purchasing (E & I) https://www.eandi.org/Default.aspx National IPA Items available to purchase include: – Maintenance /Janitorial Supplies – Office Supplies – Office Furniture – Scientific Equipment – Medical Supplies Note: A listing of District-wide general use Board Approved Vendors is posted on the CCC website under District Office Procurement. 15

16 Formal Bid Procedures Requesting Departments must prepare a detailed description of the goods or services to be procured. The detailed description should be sent to the District Director of Procurement Services via for review and Once assigned to a Buyer, the requesting department is notified and a draft document is forwarded for review and approval. Per State Law, formal bids are to be advertised for a minimum of 10 days. Requesting Departments should PLAN in advance for formal bids. 16

17 Formal Bid Participants/Roles User Department – The User Department is responsible for the preparing an accurate and complete scope of services for the solicitation, serving on the Evaluation Committee, preparing the final recommendation for vendor selection, and preparing the Board report for review and approval by the Board of Trustees. Procurement Services Buyer – Facilitates the bidding process. Prepares the bid document from the scope provided by the user department. District Director of Procurement Services – Oversees the timely completion of the process. Risk Management – Provides the appropriate insurance language for the bid project. M/WBE Compliance – Reviews the submitted proposals for a commitment to adhere to our board approved compliance plan. Chief Procurement Officer – Approves the selection of the recommended vendor. 17

18 Formal Bid Timeline Sealed Bids (Goods only): At a minimum, one month to draft and advertise Specifications. Two months for Board Approval process. Total of three months to plan and complete requests for goods, products, or equipment. Request for Proposal (RFP): At a minimum, one month to draft and advertise RFP, and complete the Pre-bid conference. Two weeks for proposal evaluation process. Two weeks if oral presentations are needed. Two months for Board Approval process. Total of two and half - three months to plan and complete request for services. An additional 21 days, at minimum, for contract preparation and execution after board approval is obtained. 18

19 Sole Source Purchases Definition - item(s) procurable only from a single/one source (i.e., manufacturer, authorized dealer/distributor, own patent or copyrights). All Sole Source purchase requests will be reviewed on a case by case basis, that may include issuance of a formal bid solicitation to verify there is no competition. User must provide justification and demonstrate due diligence for Sole Source Request i.e., if the vendor owns the copyright or patent, the supporting documentation needs to be attached. All Sole Source purchases over $25,000 requires Board Approval. 19

20 Resources for Assistance 1.Local Campus Executive Director of Business Operations 2.District Office Department Business Manager/Designee 3.Procurement Services Staff a.Check out Procurement Services department webpage for additional resource information. 4.Accounts Payable Analyst a.Check out Accounts Payable on the employee portal for additional resource information. 5.General Counsel Office staff a.Check out the General Counsel Office on the employee portal for additional resource information. 20

21 21

22 22 OVERVIEW OF DISTRICT BOARD MEETING PREPARATION PROCESS Presented by: Office of the General Counsel

23 AGENDA Relevant Board Meeting Agenda Items When Is It Necessary to Receive Board Approval? Drafting Board Reports and Resolutions/Board Report Format Board Report Submission Deadlines Questions 23

24 Board Meeting Preparation Process UNIVERSAL APPLICATION: – Board Meeting Preparation Process applies to the entire District – Colleges and District Office – District Personnel responsible for submitting/drafting Board Items and Executive Directors are key to ensuring the board meeting preparation process is followed. 24

25 Board Meeting Agenda Items Resolutions Personnel Resource Development Agreements Purchases Monthly Summaries 25

26 When Is It Necessary To Receive Board Approval? RESOLUTIONS – Intergovernmental Agreements – Board, Academic and Student Policy Revisions – New Curriculum/Programs Requiring ICCB Approval – New Initiatives (i.e. New Facility) – Ceremonial Actions 26

27 When Is It Necessary To Receive Board Approval? PERSONNEL – New Hires/Appointments – Leaves of Absence – Changes in Salary and Title – Separations – Special Assignments – Amendments to Previously Submitted Personnel Reports 27

28 When Is It Necessary To Receive Board Approval? PERSONNEL – New Hires/Appointments – Leaves of Absence – Changes in Salary and Title – Separations – Special Assignments – Amendments to Previously Submitted Personnel Reports 28

29 When Is It Necessary To Receive Board Approval? RESOURCE DEVELOPMENT – Grants – Donations (Cash Value and In-Kind) AGREEMENTS/PURCHASES – Contract or Purchase Order over $25,000 – Contract or Purchase Order to Vendor who has been paid over $25,000 in current fiscal year 29

30 When Is It Necessary To Receive Board Approval? MONTHLY SUMMARIES – Informational Only - Approved and Placed on File with Board – Short Term Facility Use Agreements – Update Payment Status Throughout the Month – Training Agreements – Report to the Office of the General Counsel Each Month 30

31 Drafting Resolutions Standardized Format Whereas… Statements – Briefly identify issue – Advise of timeliness or urgency of issue – Explain effect of issue on City Colleges of Chicago – Indicate if Action is contrary to or will revise policy Resolve Statements – Board Action Statement 31

32 Drafting Board Reports IMPORTANT CHECKLIST ITEMS Recommendation section is first Recommendation section summarizes Agreement, Purchase, etc. and explains term and cost Name and Address of Vendor/Contractor Scope of Services/Deliverables Benefit to City Colleges of Chicago Competitive Bidding details Selection Criteria M/WBE compliance 32

33 MWBE Contract Compliance Board Report documentation required: Completed Schedule A from the firm, and Schedule C for each MBE and WBE subcontractor Copy of MWBE certification letter(s) from one of the 11 agencies recognized by City Colleges If the board report is a renewal, completed MWBE Payment forms to verify MWBE compliance If there is no MWBE participation (Direct or Indirect), firm must request a waiver in writing on their letterhead, with justification of the waiver, e.g. searched MWBE databases and no MWBE firms were listed; sole source; no subcontracting opportunities 33

34 Best Practices for Board Agenda Items Keep in Mind Your Audience Obtain Board Approval Early Submit All Supporting Documentation with Board Report Follow Format Standards Use Visual Aids Use Terms and Phrases Consistently Verify All Financials Proofread Your Document! Refer to Board Meeting Preparation Handbook – Management/Forms/AllItems.aspx 34

35 Board Report Submission Deadlines OFFICE OF PROCUREMENT SERVICES AND OFFICE OF GENERAL COUNSEL Drafts of all Resolutions and Board Reports for Agreements and Purchases along with all supporting documentation must be submitted no later than 5:00 p.m. on the last day of the month 2 months prior to the month of the Board Meeting. 35

36 Board Report Submission Deadlines BOARD OFFICE & OFFICE OF GENERAL COUNSEL Final Personnel Reports, Resource Development Reports, Committee Reports/Minutes, Monthly Summaries and all other agenda items must be submitted via no later than the 2 nd Thursday of each month by 5:00 p.m. 36

37 Late Submission of Agenda Items General Rule: No Late Submissions of Agenda Items. Deadlines will be strictly enforced. 37

38 Late Submission of Agenda Items An Exception may be granted under the following conditions: – At least 3 days before the deadline, submit to Chancellor, a request for late submission; and – Explain reason for late submission; and – Explain whether there will be significant programmatic or business impact if the item is not on the agenda. – The Board Office and the OGC will not accept late board reports without the approval of the Chancellor. 38

39 Meetings To Prepare For Board Meeting DRAFT REVIEW MEETING All District Vice Chancellors, Other District Administrators At least 3 weeks before the Board Meeting MEETING WITH CHANCELLOR At least 2 weeks before the Board Meeting MEETING WITH CHAIRMAN AND TRUSTEE At least 10 days before Board Meeting 39

40 After The Board Meeting Once a Resolution or Board Report is approved by the Board and involves a contract, agreement or purchase order: – Submit all contract request forms to the Office of General Counsel within 10 days of Board Approval. – Submit all necessary information to the Office of Administrative and Procurement Services to finalize completion of any purchase order. 40

41 41

42 Requesting Contract Review from the Office of the General Counsel

43 Types of Agreements Professional Services Agreement (when fee $1000) Training Agreement Subcontractor (Training) Agreement Software License Facilities Use Permit Internship Agreement/Clinical Agreement Memorandum of Understanding

44 Contract Request Process 1.Contract Request Form 2.Board Reports 3.Independent Contractors 4.Pre-Approval 5.Facilities Use Agreements 6.Contract Execution – Signature Authority

45 Contract Request Process Read Your Contract!

46 Contract Request Form ccc.edu > Faculty & Staff > Employee Portal > General Counsel > Contract Request Form_Independent Contractor Request Combines 2 forms: 1.Request for Contract 2.Request for Work by Independent Contractor Not to be used for facilities use permits.

47 Contract Request Form CCC Personnel requesting the contract Information re: Other Party Essential Terms of the Contract: – Term – Monetary Value – Scope of services Should be as DETAILED as possible! Exhibits/Attachments Board Report Special Requirements if contracting with an individual Funding Information Minimum of 21 days for processing and legal review

48 Scope of Services Give me the boring details. How, what, when, where, how much. What did you and the other party agree to during negotiations? Examples (see handout)

49 Board Reports & the Contract Request Process When do I need to have an approved Board Report? Contracts with a value over $25,000 Contracts with a vendor who will receive over $25,000 in a fiscal year via multiple contracts Intergovernmental agreements Grants

50 Board Reports & the Contract Request Process When do I submit my Request for Contract? Board Report must be approved by the Board prior to submission of Request for Contract. Request for Contract must be submitted within 10 days of Board approval.

51 Independent Contractors IRS 20 Factors and 3 Categories of Control (to be submitted to the OGC) Other Proof that individual is self-employed may be required later for inspection (but do not submit these to the OGC Vetting by Human Resources (IC section on form is to be signed by Human Resources ONLY)

52 Contract Pre-approval Signatures Required for Each Contract Request: 1.College President/District Office Department Head 2.Vice Chancellor 3.Executive Director of Business 4. If not already approved by the Board, request must be approved by the Chancellor or Chancellors designee (Laurent Pernot)

53 Facilities Use Agreements Separate Request Form Vice Chancellor of Administrative and Procurement Services must approve every request for the rental of CCC facilities.

54 Summary of Contract Request Steps READ THE CONTRACT Contract Request Form – HR approval of Independent Contractor – President/Dept. Head & VC & ED signatures – Approval by Chancellor Submit Request Form, Approved Board Report, Contract, Exhibits & Attachments to OGC Review by attorney, approval by General Counsel Signatures (Execution)

55 Contract Signature Authority $5,000College President $5,001 - $25,000Chancellor > $25,000Chairman of the Board

56 Signature Authority Remember to obtain the signature of the other party on all 3 originals. Return a fully executed original to the Office of the General Counsel.

57 Office of Finance Accounts Payable Services

58 Finance Accounts Payable Services Processes invoices and disburses all vendor payments Help ensure internal payment policy and external regulations are being followed Final reviewer and Approver for all City Colleges payment requests, including travel and reimbursement Processes stop payments, voids and reissues payments, as requested Provide A/P policy and procedure training IRS 1099 reporting 58

59 Campus/Department Goods and Service Invoices Payment Process Overview 1 College/Department procuring good or service requires; A valid purchase order number dated prior to date the goods are received or services rendered. 2 College Dock/Department must verify that the goods purchased are examined, inspected (tagged when applicable) and entered into the PS system within 24 hours of delivery. The packing slips or bill of lading that was delivered with the tangible item should be attached electronically (PDF) to the receipt in the PS system. 3 College/Department must perform the following for all invoices: review, cross-reference the invoice and verify that the goods/services have been received, services rendered or vendor has met the contractual scope of service and pricing before receiving in the PS system. The combined Professional Service/Independent Contractor Agreement Form must be submitted for services under $1,000. The PS receipt must include an attached copy of a fully executed agreement for services greater than $1,000 and any supporting documents that are required for payment such as packing slips, Bid/Cost Estimate form, printed School Dudes Report, time-sheets, etc. 4 Original invoice which includes vendor name, date of purchase, goods/services itemized with exact dollar amounts (e.g. quantity price and extended price and total). 5 Late invoice for Goods/Services requires a detail explanation signed by an immediate supervisor for all invoices that are not submitted timely (30 days or less from the invoice date and/or date specified in their contract). For example: e.g. The invoice is dated 08/15/2012 payment terms net 60 due by 09/14/2012 and; the A/P department does not receive a request for payment until 10/12/2012. Please note the invoice is 21 days past due. Regardless of payment terms, invoices are to be submitted promptly (e.g. within a week of receipt) to insure prompt payment. Any disputes should also be resolved immediately with vendor and any outstanding issues should be reported to A/P on a weekly basis via an . 6 All invoices are to be routed to A/P for processing and attached to an A/P Mail log which has been reviewed, approved and signed by the Executive Directors/DO Managers or designees authorizing the payment. 59

60 A/P Goods and Service Invoices Payment Process Overview 60 1 The following process is followed for vendors that directly submit invoices to AP for processing: Note: A valid purchase order number dated prior to date the goods are received or services rendered. 2 Original invoice must include vendor name, date of purchase, goods/services itemized with exact dollar amounts (e.g. quantity, price and extended price and total). 3 ElectronicAll invoices are reviewed and sorted by business units and placed in each respective A/P Account Analyst departmental in-box for further voucher processing. MailedAll invoices are stamped upon receipt, scanned and placed in the respective Account Analyst departmental in- boxes for further voucher processing. 4 A/P enters all itemized lines into the PS system which matches purchase order(s) and/or receiver(s), where applicable. 5 All annual goods and service invoices are processed and placed on hold until an authorization notification that includes a PS receipt number is sent to the A/P Dept. address to release voucher for vendor 6 The match and budget exception reports are generated weekly, on Fridays, for all system related discrepancies/issues and forwarded to each respective Business Office/Department to be resolved before the following Friday.

61 A/P Vendor Payment Check List A/P check list provides guidance before submitting your invoices, travel and reimbursement requests to management or vendor payment. – Please review the A/P Vendor Payment Check List handout. – This handout can be found on the employee portal. https://admin.intranet.co.ccc.edu/finance/Procurement%20%20Business%20Services/AP%20VENDOR%20PAYMEN%2 0CHECK%20LIST% %20v1.pdf https://admin.intranet.co.ccc.edu/finance/Procurement%20%20Business%20Services/AP%20VENDOR%20PAYMEN%2 0CHECK%20LIST% %20v1.pdf 61

62 Invoice Payment Timeline Business Services Office/District Departments Review and verify Vendor Invoices, Travel and Reimbursement Requests before processing or submitting to A/P for payment processing: Verify timely submission of reimbursement request (within 15 day from purchase); only one exception to the 15 day requirement will be allowed. Verify that all proper forms/documentation and reasons for purchase; Verify mathematical accuracy; Verify original receipts with proof of payment; Verify expense account(s) associated with all cash advances and determine if any funds should be returned from the cash advance received; Verify if all expenditures (i.e., travel, agency purchases) that require pre-approval signatures have been obtained; Verify that the Reimbursement Form has been properly signed by all parties; Verify proper allocation of expense according to budget procedures and to the proper budget account string; Please be advised it is the responsibility of the Supervisor or Manager (first-line Approver) to ensure that an Employee's Expense Reimbursement Form and Vendor Invoice requests are complete and that adequate documentation has been provided to substantiate the expense. The Reimbursement Expense requests will be returned to the Supervisor or Manager (first- line Approver) if not complete, as noted in the policy. 62

63 Invoice Payment Timeline Finance Accounts Payable Services Invoices are processed for payment within five business days of receipt from Colleges and District Office, however any missing documentation /support will impede this timeline. Checks are issued weekly based on either vendor contract terms or CCC vendor payment terms, as follows: US Bank Payment Plus Virtual Card program –15 days or less ACH (Automatic Clearing House) – net 45 days Checks – 60 days Reimbursements – Due now Emergency payments are processed upon receipt of written approved request. Immediate payment requests are processed within 24 hours if received by 11:30 a.m. each day. Please note there is a $50 charge for each off-cycle A/P Quick Check requests. Invoice payment requests received after 3:00 p.m. are considered next business day requests. A/P checks (vendor, agency and foundation) are processed and disbursed to vendors from Ohio by JP Morgan Chase via the United States Postal Service. 63

64 The Travel Conference Leave Pre-Approval Process Part I Complete part I of the Travel Conference leave form found on the employee portal at (http://portal.intranet.co.ccc.edu/finance/default.aspx ) and have it properly approved for all travel expenses including prepaid expenses which include registration fees, and airline/transportation costs.http://portal.intranet.co.ccc.edu/finance/default.aspx Supporting documentation, such as quotes must be submitted with the form at least 30 days prior to scheduled date of attendance or the early registration deadline. Include an official announcement, agenda or invitation to the conference, seminar or training. – Registration Fees –CCC pays the early registration rate for any conference, seminar or training; therefore early submission of the form and supporting documentation is necessary to avoid missing the early registration cut off date. – Hotels – Are a reimbursable expense for employees. When making reservations, request government rates and compare these rates to the conference rates prior to making hotel reservations. Every effort should be made to obtain the lowest possible rate. – Car Rental - requires prior approval on the conference leave form and an explanation to substantiate the expense. – Meal Allowance and Incidentals – Must be estimated using the US General Services Administration website These rates are based on the destination city.http://www.gsa.gov/portal/category/21287 o First and last day of travel is to be calculated at 75% of per diem rate o Per diem rates include incidentals (e.g., tips for meals and bellman) o Any meals provided as part of a conference should not be included as part of the meal expense request; therefore the daily rate should be lowered to exclude these meals since CCC would not be reimbursing the traveler. The GSA website, noted above, breaks down the per diem and incidentals for each rate for your convenience. 64

65 Travel Conference Leave Reimbursements Process Part II Part II: Supporting documents that should be included are: – Actual Travel Expense Form must include all original receipts pertaining to travel. President or Vice Chancellor must re-Approve if the total dollars request is in excess of 10% or $100 whichever is less and/or when an expense was not included and approved with the original estimated cost cited on Part I of Travel Conference Leave Form – Chart Mileage using MAP Quest. A printed copy of all mileage is to accompany all submitted documentation for reimbursement. (Current 2013 Mileage Rate: $0.565 per mile as of January 14, 2013) – Conference, Seminar or Training itinerary or agenda is a requirement to support reimbursement expense – All original detailed itemized receipts, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts are required for reimbursementno copies (Please note meals within the 50-mile Chicago Metropolitan Area and/or one day travel is unallowable expenditure) 65

66 Required Pre-Authorized Signatures for all Travel & Reimbursement Expense Requests Staff/Administrator Supervisor/Manager, Dean/Dept Head, Executive Director/Business Manager, President and the respective programmatic Vice Chancellor Faculty and 1600 Professionals Supervisor and/or Dean, Executive Director/Business Manager, President, the Chairperson of the College-Union Committee and respective programmatic Vice Chancellor Student Club President, Club Treasurer, Dean, Executive Director/Business Manager, Associate Vice Chancellor of Student Affairs Vice President/Associate Vice Chancellor Executive Director/Business Manager, President and/or respective programmatic Vice Chancellor President Provost, Executive Director/Business Manager and Finance CFO Vice ChancellorChancellor/Designee, DO Business Manger, Finance CFO ChancellorChairperson of the Board and/or Designee 66

67 Reimbursement Requests for Public Transportation and Non- Purchase Order Related Expenditures Meals for In-District Travel up to 50 miles and/or one day travel is an unallowable expenditure All original receipts, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts are required for reimbursement no copies – Miscellaneous expenses will be reimbursed for items under $100 with an original receipt(s) and requires only immediate Supervisor & Executive Director/Business Manager approval; over $100 requires additional signatures of the President and the programmatic Vice-Chancellor – Must provide a reason and purpose for the purchase Submit the Employee or the Non-Employee Reimbursement Expense Form within 15 days of last date of travel to your Home Business Service Office/Department. – Please note: These expenses require prior Approval by immediate Manager and/or Dean. The Employee Reimbursement Expense Form must include all Appropriate signatures to be processed: (see Approval matrix slide 7) 67

68 All Travel & Reimbursement Expenses Canceled checks or Credit Card Statements – The front and back of the canceled check or credit card statement, together with a bill from a payee, ordinarily establishes cost However, a canceled check or a credit card statement by itself does not prove a business expense without other evidence to show that it was for a business purpose Missing Receipts and supporting documentation – Affidavits must accompany a written explanation and signed by the employee stating the reason the original is unavailable – There is a limit of 1 per fiscal year Travel & Reimbursement Policy Agreement – Employee Reimbursement Acknowledgement Agreement must be completed on-line. The link is located on the Districts HR website. Reimbursement Agreement is required only once until the policy is changed. (Please note if this form is not completed your reimbursement request will be denied.) 68

69 Local Mileage Reimbursement Policy Overview Key components of this policy include the following : – The preferred method of local travel for CCC employees should be public transportation; however, it is recognized that there are times when this mode of transportation may not be feasible due to location, timing, equipment/materials, and/or security reasons. – Timely completion of the monthly Local Mileage Reimbursement form; as well as supporting documentation is to be submitted within 10 days of the last day of month end travel. Annual acknowledgement form certifying the employee has read and understands the policy that must include prior authorization by manager for the employee to use personal vehicle while performing district business. Annual Certification of Drivers License and Automobile Liability Coverage form. Valid IL drivers license, vehicle registration and current city sticker for FT employees. Certification of the following: – Seat belt used – Cell phone usage is via hands free device – No debt owed to the City of Chicago – No more than 3 moving violations in the last 3 years or DUIs in the last 5 years – Attach MAP Quest/Google maps – Unallowable mileage restrictions » Less than 2 miles per segment » No more than 50 miles per day or accumulative 1,000 per month – Timely and accurate submission and approval requirements. – Reimbursement of parking fees is limited to $25 for each segment of travel with a maximum of 2-two segments per day. 69

70 A/P Travel Matrix 70

71 Tips for Travel Is the expense necessary and reasonable? For every purchase determine if the purchase is necessary to your position and department. Is so, is the price reasonable? Would you pay this price on your own for this purchase? Reimbursable Expenses Charges to/from the airport; meals in transit snacks and desserts (includes coffee/water) are part of the per diem rate; car rental when applicable requires an additional pre-approved signature from the President/Vice Chancellor Part I of the conference leave form. Travel within One day Polices for one day conferences differ considerably from longer trips. If traveling to meetings over 50 mile radius the Travel Conference Leave form is required. If traveling less or within a 50 miles radius please use the Local Mileage Travel Expense form to request reimbursement. Receipts, receipts, receipts! An original detailed itemized receipt is required for all reimbursements Lost receipts: You are allowed only one (1) per fiscal year with an affidavit and copy of your credit statement to provide proof of payment. Group meal: Please obtain individual receipts for reimbursement. Tips paid in conjunction with meals are included in the meal allowance and cannot be claimed separately. 71

72 Accounts Payable Services Personnel Cherrise Harper A/P Manager (312) Marilyn Sullivan DO & HWC A/P Coordinator (312) Nate Imoniruwe A/P Travel Coordinator (312) Yolanda Canales MXC, OHC & WYCC Account Analyst (312) Dawn Cunningham RDJC & WRC Account Analyst (312) Sandra Moses KKC & TRC Account Analyst II (312) Velina Walker Intern (312) China Bouldin Associate Director of Business Services (312)

73 Procurement Services Key Personnel Diane Minor Vice Chancellor, Administrative and Procurement Services (312) Sheila R. Johnson District Director of Procurement Services (312) Sherri Hutcherson Senior Buyer II (312) Stephanie Lewis Senior Buyer (312) Marietta Williams Senior Buyer I (312) Keisha Patterson Staff Assistant (312) Kimberly Sangster Chief Procurement Officer (312) Debra King Procurement Support Staff (312) John Mc Garry Senior Buyer (312) Marcus Roebuck Contract Compliance Officer I (312) Ralph Passarelli Director of Risk Management (312) Procurement Services

74 Resources for Assistance 1.Local Campus Executive Director of Business Operations 2.District Office Department Business Manager/Designee 3.Procurement Services Staff a.Check out Procurement Services department webpage for additional resource information. 4.Accounts Payable Analyst a.Check out Accounts Payable on the employee portal for additional resource information. 5.General Counsel Office staff a.Check out the General Counsel Office on the employee portal for additional resource information. 74

75 75 Questions


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