WPUNJ Purchasing Department What’s New in Purchasing Fall 2018

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Agenda Operational Update and Changes Purchasing Process Flow Chart Requisition Processing Requirements Competitive Quotes and Bid Waivers New Vendor Set Ups Requisition Data purchasing@wpunj.edu P-Card Program Coming Attractions Electronic PO Distribution Upgrade to Banner 9 Purchasing Website Enhancements

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Mission and Operating Strategy Assist the University community in making purchases for the operation while assuring compliance with State of New Jersey and University procurement and contracting policy. Through strategic purchasing initiatives, the Purchasing Office is focused on leveraging the University’s expenditures to reduce cost, avoid cost, and improve processes to increase efficiencies.

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Purchasing Staff Angela Abreu Jacqueline Bunch Carrie Harris Steve Sondey Location: College Hall Room 320

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Requisition Processing Requirements State Requirements $17,500 PL2005 Chapter 51 and Equal Employment Opportunity (Cumulative by fiscal year) $10 Million $2 Million Report to Comptroller before bid Report to Comptroller after award $4,995 BRC (one time) $6,000 $10,000 $33,300 Public Advertised Bid or Bidding Exception* or Board of Trustees Bid Waiver (Cumulative by fiscal year) 3 written Quotes or Bidding Exception* or Purch. Dept. Bid Waiver 3 verbal Quotes or Bidding Exception* or Purch. Dept. Bid Waiver Bidding Requirements Applicable for all orders and change orders. * Bidding requirement is satisfied by using: State contract, GSA contract Schedule 70 or 84, nationally recognized public bid co-operative contract. Bid Waivers: < $33,300 issued by Purch. Dept. $33,300+ issued by Board of Trustees. Due diligence is required for all purchases.

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Competitive Quotes 3 quotes from 3 different companies Counts if vendor does not respond Document in e-mail or use new form Forward to purchasing@wpunj.edu

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Waivers Not Automatic - Must match one of 27 allowable categories Must provide a justification as to why bidding is not feasible Under $33,300 – Purchasing Department Waiver No longer University Waiver Document in e-mail or use form Forward to purchasing@wpunj.edu $33,300 and Above – Authorized by a resolution issued by the Board of Trustees (Board Waiver) Submit request to your Divisional Vice President Divisional Vice President requests are routed to Steve Bolyai Sr. VP A/F

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Process for New Vendor Set Ups Improve data entry at start of process Protect SSN information Reduce the need for changes Quicken requisition and invoice processing

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Process for New Vendor Set Ups W-9 is required for all new Vendors Forward W-9 to purchasing@wpunj.edu Wait for ID number in e-mail Enter requisition Do not submit a requisition without a vendor ID DO NOT put a SSN on a requisition

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 IRS 1099 Reporting W-9 BRC Vendor Name & TIN Invoice Political Contributions Disclosure

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Independent Contractor or Employee Use the questionnaire to determine correct classification when services are being provided by an individual. Contact Glenda Jara Automatic Clearing House (ACH) Payments Increase utilization of ACH payments to vendors

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Requisition Data Items must be descriptive Do not use Confirming Order In Doc. Text enter Do Not Send PO

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Requisition Data Updated Account Code Listing Definitions provided Listing is on the website 76020 Equip. < $1,000: Based on Unit Price 76030 Equip. =/> $1,000: Based on Unit Price Purchase Orders Custom PO Numbers P199 – SO, P198 – Capital, P193 - Grants

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 purchasing@wpunj.edu Instead of e-mailing staff members send requests to generic e-mail W-9 and vendor changes Close purchase order Delete requisition Increase/decrease PO Competitive quotes Purchasing Dept. waivers

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 P-Card Program Now administered by Purchasing No changes in program Program Administrator Jacqui Bunch bunchj1@wpunj.edu 973.720.2846

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Electronic PO (PDF) Requestor Name and Department added Terms and Conditions added Send PO as PDF attachment on e- mail Copy to vendor Copy to requestor Will implement in October. Look for announcement.

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 PO Distribution to Vendor e-PO to Vendor: Enter vendor e-mail in vendor e-mail cell on requisition Mail PO to vendor: Do not enter a vendor e-mail on the requisition. No PO to vendor: Do not enter a vendor e-mail on requisition. Enter Do Not Send PO in requisition document text print. Will implement in October. Look for announcement.

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Upgrade To Banner 9 New requisition form Save requisition “In Progress” View requisition as PDF before completing Delete requisition Vendor address drop down list

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Purchasing Website P-Card Page Additional enhancements are under development Updated policy and procedures Common purchases Contract listing Preferred vendor listing

WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018 Thank You Questions? Suggestions?