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How to Buy Goods & Services Purchasing Services Financial Services Division.

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Presentation on theme: "How to Buy Goods & Services Purchasing Services Financial Services Division."— Presentation transcript:

1 How to Buy Goods & Services Purchasing Services Financial Services Division

2 Purchasing Services - Financial Services Division Overview Options for purchasing goods & services Where to obtain goods & services How Purchasing Services can help you

3 Purchasing Services - Financial Services Division Purchasing Options PCard Purchase Order (UniFi) Standing Order (UniFi) (for repeat purchases) Contracts / eMarket U of S Internal Stores

4 Purchasing Services - Financial Services Division U of S Policies & Procedures Procurement & Solicitation of Competitive Bids Use Purchasing Services & request a Competitive Bid Process > $50,000 + Use Purchase Requisition based on 3 written quotations (or request a Competitive Bid Process through Purchasing Services) > $5,000 - $50,000 Use PCard based on market knowledge or verbal quotation < $5,000 REQUIREMENTPURCHASE $

5 Purchasing Services - Financial Services Division PCard for Purchases < $5,000 Mastercard Easy to use & reconcile Efficient Cost effective

6 Purchasing Services - Financial Services Division Purchase Orders To be used: For purchases > $5,000 When Suppliers do not accept the PCard PO Advantages: Audit trail, payment control, proper tax application, inquiry through UniFi

7 Purchasing Services - Financial Services Division Where to Buy Internally USE CAMPUS SERVICES! Biobars (Freezer Programs) CCS DMT FMD Printing Services Radiation Safety Animal Care Unit

8 Purchasing Services - Financial Services Division Where to Buy Externally Contracted Suppliers eMarket – Stationery & IT Supplies Vehicle Rentals Courier Services Laboratory Consumables & Chemicals Accommodation Agricultural Supplies Etc.

9 Purchasing Services - Financial Services Division Three Contracts Units Corporate Administration Purchasing Services Research Services

10 Purchasing Services - Financial Services Division Client Services PURCHASING SERVICES Consulting & Advisory Services Contracts Competitive Bids Purchase Orders (UniFi) Information & Updates Education & Training

11 Purchasing Services - Financial Services Division Supplier Relationships Sourcing & Technical Requirements Competitive Bids Credit Checks Supplier Development Problem Solving Contract Performance Contract Negotiation PURCHASING SERVICES

12 Purchasing Services - Financial Services Division Due Diligence & Risk Mitigation Client Departments External Expertise e.g. Legal Counsel, Funding Agencies, Regulatory Agencies Contract Law Regulatory Requirements Policies Internal Expertise Corporate Admin, Research Services, Risk Mgmt, FMD, HRD, Purchasing Services

13 Competitive Bid Processes Demonstrates due diligence & mitigates risk A legal process all bidders MUST be treated equally Includes: RFP RFT RFQ RFP Purchasing Services - Financial Services Division

14 Imports & Exports (Duty, Brokerage & Taxes) Imports > 2,000 shipments annually U of S Customs Broker No other company s/b authorized to clear shipments! CBSA Requirements Valuation Tariff Treatment End Use Provisions Reporting Requirements Other Gov. Departments (OGDs) Requirements e.g. permits

15 Imports & Exports Nothing is free! University responsible for correctness of all documentation Advise Purchasing immediately if documentation does not match Purchasing Services - Financial Services Division

16 Taxes GST Goods & Services Tax PST Provincial Sales Tax HST Harmonized Sales Tax VAT Value Added Tax NRWT Non-Resident Withholding Tax

17 Purchasing Services - Financial Services Division Additional Charges Freight/Courier/ Postage Packaging Handling Duty/Brokerage Insurance SWEEP (Enviro Handling Charge) Permits Phone/Fax Credit Rating Reports Other

18 Purchasing Services - Financial Services Division Regulatory Agencies & Approvals Agriculture & Agric-Food, Atomic Energy Board CBSA CFIA Health Canada Foreign Affairs & International Trade Canada / PWGSC Department of Justice RCMP Transport Canada Internal approvals: Audiovisual equipment Capital construction / purchases Collective agreement issues Furniture Health & safety issues Insurance, indemnity & liability IT issues Live animals Radioactive products Real property, licensing or leasing Research related issues Refrigerators / freezers Visual Identity

19 Purchasing Services - Financial Services Division Tips Plan ahead Consider TOTAL cost = acquisition, operating, maintenance, disposal Consider timelines Small orders = $ PO Advantages

20 Purchasing Services - Financial Services Division Purchasing Services Room E150, Administration Building Phone: Fax: Website:


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