Procurement Training

PROCUREMENT TRAINING An approved purchase order is required BEFORE any goods or services can be ordered An invoice with no purchase order in place, or dated before the purchase order, can lead to audit findings An employee who orders goods or services without a purchase order will lead to the employee being put on the procurement violation list and possible loss of purchasing privileges No contracts should be signed on behalf of HMS without the approval of the Procurement Officer

PROCUREMENT TRAINING No phone orders allowed!! All orders will be processed by the Business Office The Business Office will mail purchase orders (unless other special instructions are noted on the PO). This will help to prevent any duplicate orders and will allow the Business Office to have a record of when the PO was processed. Walk thru POs (such as Walmart) should be used very sparingly and can only be used one time Walk thru POs must be picked up in the Business Office When using a walk thru PO, receipts must be turned in within 24 hours

PROCUREMENT TRAINING Orders over $9,999 ($3,500 for federal funds) but under $20,000 require three quotes. Attach the quotes to the requisition Orders over $9,999 with no quotes will be denied The only exception is if the vendor is a CES vendor or has an approved state contract

PROCUREMENT TRAINING Items or services over $20,000 require a BID or RFP BIDS and RFPS are handled by the Chief Procurement Officer The only exception is if the vendor is a CES vendor or has an approved state contract

PROCUREMENT TRAINING There are no more cash packets All travel or purchases paid by an employee will be processed on a reimbursement basis Be sure to encumber funds in advance for any reimbursements to employees

PROCUREMENT TRAINING Employees traveling with students (ex: coaches) may check with their Supervisor about checking out a Pcard Every employee checking out a Pcard MUST sign the Pcard agreement and follow all the rules of the agreement Any purchases not approved, or that do not follow the Pcard agreement, will be deducted from the employee’s payroll check

PROCUREMENT TRAINING All employee expenses that are reimbursed or on the Pcard require ITEMIZED receipts Receipts that are not itemized will NOT be reimbursed or will be deducted from the employee’s payroll check if they were on the Pcard In order for tip expenses to be reimbursed, the tip must be printed on the receipt Tips will be reimbursed up to 15% unless otherwise added by the restaurant (ex: auto gratuity for large parties For hotels, the nightly rate (plus tax) must not exceed $215 unless sharing a room. Amounts over $215 a night will require board approval

PROCUREMENT TRAINING An after travel trip expense form must be completed to be reimbursed for travel expenses An agenda must be included for travel related to professional development