1. Purchasing Training Southern Utah University 2016

2. SUU Purchasing Office – 2015
Brad Brown – Director of Purchasing
Dan Camp – Purchasing Agent
Marisa Foster – Administrative Assistant
Kennedy Cowan – Purchasing Card Coordinator

3. 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.

4. 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!

5. 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

6. 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

7. 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

8. 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

9. 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, excluding travel)
Cannot be purchased using the purchasing card

10. 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.

11. 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

12. 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

13. Small Dollar Purchase Threshold
For ALL Orders:
$ $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.

14. 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)

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

16. Purchasing Automation

17. Purchasing Automation
Faculty & Staff
Banner Log in

18. Purchasing Automation
Banner Self-Serve
Log in

19. Purchasing Automation
Finance Menu

20. Purchasing Automation
Requisition

21. Purchasing Automation
1- Enter your vendor ID (T#).
-Verify information is correct –
address and etc.
-No default address?
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”, “
to vendor
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) T 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 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 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.

22. 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.

23. 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.

24. 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.

25. Purchasing Automation – Example cont.

26. Purchasing Automation – Example cont.

27. Purchasing Automation

28. Purchasing Automation

29. State Cooperative Contract Search(
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) T 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 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 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:

30. Purchasing Contacts Brad Brown – Director of Purchasing
Dan Camp – Purchasing Agent
Marisa Foster – Administrative Assistant
Kennedy Cowan – Purchasing Card Coordinator