Purchasing, P Card and Property Control: Your Role in Helping Us Work Together Maureen Lintel, Senior Buyer Contracting and Purchasing Services

How Do We Work Together?  EXAMPLE: A computer purchase over $5,000 that was split into two transactions to circumvent limit. Sent invoice to property control to get the computers tagged. Property Control contacts P Card administrator and…

Purchasing Limits  $0-$5,000 Department is Buyer  $5,001-$24,999 Buyer’s discretion  $25,000-$99,999 Three quotes required  $100,000+ Formal bid required  You can use your P Card for any amount, however, procurement guidelines still apply.

Example 1 Q: The College of Education is organizing an event in the Spring. The cost is over $25K. They have contacted three hotels for quotes and have moved forward (with Purchasing approval) with the low bid vendor. There is now a fully executed Contract in place, can they pay with their P Card? A: YES! Submit a change request form, along with the documentation to and we will increase your

Example 2 Q: Billy wants to pay for his department’s monthly window washing service on his P Card. There is not a contract in place, just a local vendor that they use. Is this allowable? A: NO. P Cards are not able to be used for services UNLESS there is a Contract in place where the insurance has been reviewed. There are no terms/conditions/insurance associated with a P Card transaction. It is simply a payment tool.

Example 3 Melanie received three quotes from a vendor for a transaction over $25,000. She submits a change request form with her quotes and wants her card increased for prompt payment. What is wrong? Purchasing did not approve the procurement for the purchase. This needs to be done before the change request is submitted.

Purchasing Services Links Commodity List by Buyer Policies and Procedures Questions? to be directed to the appropriate

P Card  $5,000 single transaction limit (matches $5,000 DPT limit for purchase orders).  Other limits are decided by department (daily & monthly)  Required to follow CPS policies for all purchases

Property Control  What is a capital asset?  Individual items with a value of $5,000 or more  Vehicles with a value of $5,000 or more  $5,00 INCLUDES all associated shipping/freight/installation Warranty and training prices are not included

Example 1  A microscope is purchased for $4,500. The quote includes shipping and tax for $600.  Is this a capital item?  YES. The total is $5,100 when the shipping and tax is included.  The microscope will need to be tagged.

Example 2  100 heart rate monitors are purchased for $100 each.  Is this a capital expense?  NO. Although the total purchase is over $5,000, the individual items are only $100.  These items do not need to be tagged.

Example 3  Jerry buys 50 computers from Dell for a total order of over $10,000.  Is this a capital purchase? It must be, because computers need to be tagged!  No…let’s talk about non-capital assets…

Non-Capital Assets  A non-capital asset is an individual item that is less than $5,000 but is still required to have a University asset number assigned.  Examples  Computers  I-Pads and other tablets  Vehicles  Networked printers

NAU has approximately 22,000 tagged assets All assets must be tagged with an NAU asset #

Property Control and PeopleSoft  Use the correct capital PeopleSoft account for capital purchases.  These begin with 78…  If the item is not capital, do not use a capital account.  Non-capital assets should not have a capital PeopleSoft account code.  Incorrectly coded purchases skew our inventory data and can cause auditing issues.

Account Codes

How to Report an Asset  Complete a tagging request form.tagging request form  Questions? Contact Brenda Oliver  Control/ Control/

QUESTIONS?  Thank you!!