Purchasing Training Southern Utah University 2016

SUU Purchasing Office – 2015 Brad Brown – Director of Purchasing 586-7871 brown@suu.edu Dan Camp – Purchasing Agent 586-7732 camp@suu.edu Marisa Foster – Administrative Assistant 586-7717 foster@suu.edu Kennedy Cowan – Purchasing Card Coordinator 586-7733 purchasing@suu.edu

Policy and Procedure State of Utah Procurement and SUU Policy determine the rules, regulations, and order for our University. The University has an extensive policy regarding the purchasing of goods and services. The Purchasing Office is here to help YOU and your department be in compliance with policy and to help with the procedure. The Policy is a guide for employees to use and to insure that all university and state requirements are met. A copy of the policy is available at the Purchasing Office or on the University’s home page. http://suu.edu/ad/purchasing/policies

Normal Day-to-Day Purchasing Activities. Who? What? How? Who is authorized to place orders? Purchasing Forms. Purchasing Requisitions Purchase Orders Types of Purchase Orders Purchasing Cards Bidding Requirements Purchasing Automation Purchasing Contacts. PLEASE DO NOT HESITATE TO CONTACT US FOR HELP!

Placing Orders Only purchasing office personnel are authorized to…. Place Orders Request a Service Sign Agreements that involve University funds No employee may EVER authorize, place, approve, agree, promise, or order any item without prior approval unless expressly authorized through the use of a …… Formal Purchase Order (PO) Purchasing Card

Purchasing Forms Purchase Requisitions Purchase Orders Complete and submit electronically to the Purchasing Office. Used for the majority of purchases of all dollar items. Purchase Orders The binding contract placed between the University and the vendor. Details the goods/services to be purchased including prices, terms, and all other applicable information (info provided in Purchase Requisition). NO ORDER TO BE PLACED WITHOUT A PO

Purchasing Cards Purchasing Card utilizes University owned Visa credit cards for employees’ normal day-to-day requirements and other special needs. Purchasing cards are a PRIVILEGE not a right. Used anywhere that accepts VISA Except on SUU’s campus – use department’s index code Tax exempt in the state of Utah Tax exempt numbers found on purchasing card sleeve Hotels are NOT tax exempt Itemized Receipts MUST keep itemized receipts for every transaction Use of Purchasing Card ONLY the cardholder is allowed to use the purchasing card assigned to them Cardholder’s are personally liable for all transactions If the cardholder allows someone else to use their purchasing card it will result in a loss of purchasing card privileges

Purchasing Cards, cont. Purchasing Card for Food Grocery Store food – NOT restaurants Purchasing Card for Travel Airline Tickets Hotel Rooms Rental Cars – NOT fuel! Purchasing Card for Gift Cards NEVER. Under no circumstances can gift cards be purchased using a purchasing card Purchasing Card for Personal Items NEVER. Under no circumstances can personal items be purchased using a purchasing card then reimbursed to the University

Purchasing Cards, cont. Purchasing Card Transaction Limits Individual transactions are limited to under $1,000 Monthly limits are set at $5,000 Split Transactions (Multiple payments to stay below individual limits) Transactions CANNOT be split to circumvent the cardholder’s per transaction limit Results in loss of purchasing card and potentially other consequences relating to employment and criminal charges (can be charged up to a second degree felony in the state of Utah) Large Transactions (Individual items of $2,000+ - excluding travel) Cannot be purchased using the purchasing card

Purchase Order Types Regular Purchase Order Standing Purchase Order Purchase Order typically used for most purchases (represents a contract) that will be mailed to the vendor. Standing Purchase Order Purchase Order which is issued by a department to a vendor for a set amount; not exceeding $2,000 (State Contract is an exception). The department, during the period of the Standing Order (1-year), will contact that vendor and request goods and services until the value of the Standing Order is completely used.

Important Terms to Know Confirmation Only: Do Not Send Used when the PO information does NOT need to be sent to the vendor (must be justified). Invoice in hand in department and ready for payment (not recommended/preferred) Previous arrangements have been made to inform vendor of PO number. Check with Order… If a prepayment/deposit is required Service contract continuation

When to use Check Req vs. a PO? Purchase Order (PO) Check Requisition Reimbursements for employee expenses Moving expenses Professional fees Non-employee travel Contact Purchasing with questions Supplies Materials Services Equipment Any contractual agreements Contact Purchasing with questions

Small Dollar Purchase Threshold For ALL Orders: $0.00 - $5,000 : Bids are not required. However prudent and competitive business practices are encouraged. It is recommended that University employees compare multiple sources for pricing of goods or services before completing a transaction. It is highly recommended that departments get pricing/quotes in written form.

Bidding Requirements Bidding Requirements Large Dollar Threshold *$5,001 - $50,000 : A formal bid document must be prepared and administered by an authorized member of the Purchasing Office. Large Dollar Threshold *$50,000 – UP : The State of Utah Purchasing Policies, Procedures and laws must be adhered to for ALL purchases of this level. *(Note: The Purchasing Office must be contacted by the end-user prior to any contact with any vendor, person, or agency)

Purchasing Automation On-line Requisitioning End-user inputs details and requirements into the Banner system to obtain the Purchase Order.

Purchasing Automation www.suu.edu

Purchasing Automation Faculty & Staff Banner Log in

Purchasing Automation Banner Self-Serve Log in

Purchasing Automation Finance Menu

Purchasing Automation Requisition

Purchasing Automation 1- Enter your vendor ID (T#). -Verify information is correct – address and etc. -No default address? Email address to Marisa in Purchasing to update. -Refer to FPIOPOV for information. 2- Verify Requestor information. 3- Verify Ship code is “REC” 4- In Comments, Item Text, & Document Text share additional information needed (Ex. “Standing Order”, “Check with order”, “Email to vendor vendor@vendsuu.com” 5- Commodity description. -What is being purchased? -Enter quantity and unit price. -Note: standing=LOT, reg=EA 6- Commodity validate. 1- Enter your vendor ID (Example) T00000106 vendor validate make sure the address of the vendor and all the information is correct. If it shows no default address you will need to contact Marisa by email with the vendors current address and it will get updated. If you do not know your vendor address (refer to FPIOPOV) 2- Check the Requester information make sure it is all correct. 3- Make sure Ship code says REC 4- In the comments section and in document text this is where you would put any additional information you would like us to see. In the comments you would indicate how you would like your purchase order (example) standing, ck with order, an email or fax you would like the PO sent to and if you would not like it sent. 5- Commodity description-What you are purchasing-under UM arrow down if you are doing a standing purchase order it need to be LOT for regular purchase order EA, enter your quantity and unit price. 6- Commodity validate.

Purchasing Automation 7. Enter billing information. -Note: Chart of Accounts Code is always “T”. -Enter Index to your account. -Always need % or $ -If multiple accounts, then indicate percent from each account. -Accounting usually 100 8. VALIDATE. -If no errors, complete order. 9. Requisition assigned a number. -Hint: write R# down and/or enter R# in view document tab (bottom of page). -Print a copy for your file. 7. Enter your billing information for chart it will always be T you can enter your Index the numbers to your account. Always needs to be percent. If you are paying with more than one account in the accounting section you would indicate what percent you would like out of each account. Accounting is usually 100 8. Validate- If there are no errors you will complete your order. 9. Your req. will be assigned a number you may want to write it down or at the bottom of the screen there is a view document tab click on it and enter your Req. number then click view document. For your information you can print it off.

Purchasing Automation - Example Comments: Input notes for Purchasing (i.e. “standing order, confirmation only, check with”) and any other necessary/helpful information for concerning requisition. Document Text: Input text in the “Print” or “No Print” text box. Ex. Invoice #, Quote #, etc.

Purchasing Automation – Example cont. Item Text: Input additional “line item” detail. Note: Any information that is itemized in the documentation (invoice) will be detailed in the Item Text.

Purchasing Automation – Example cont.

Purchasing Automation – Example cont.

Purchasing Automation

Purchasing Automation

State Cooperative Contract Search (http://purchasing.utah.gov/purchasing/statecontractsearch.html) Search the State Contracts database for contracts Enter one or more criteria in the fields. Searches are case-insensitive. All fields are optional. Search by the following… Keyword Search (item / service) Contract Number Vendor Name Expiration date Purchasing Agent (State) 1- Enter your vendor ID (Example) T00000106 vendor validate make sure the address of the vendor and all the information is correct. If it shows no default address you will need to contact Marisa by email with the vendors current address and it will get updated. If you do not know your vendor address (refer to FPIOPOV) 2- Check the Requester information make sure it is all correct. 3- Make sure Ship code says REC 4- In the comments section and in document text this is where you would put any additional information you would like us to see. In the comments you would indicate how you would like your purchase order (example) standing, ck with order, an email or fax you would like the PO sent to and if you would not like it sent. 5- Commodity description-What you are purchasing-under UM arrow down if you are doing a standing purchase order it need to be LOT for regular purchase order EA, enter your quantity and unit price. 6- Commodity validate. LINK: http://purchasing.utah.gov/purchasing/statecontractsearch.html

Purchasing Contacts Brad Brown – Director of Purchasing 586-7871 brown@suu.edu Dan Camp – Purchasing Agent 586-7732 camp@suu.edu Marisa Foster – Administrative Assistant 586-7717 foster@suu.edu Kennedy Cowan – Purchasing Card Coordinator 586-7733 purchasing@suu.edu