1. Contracts, Procurement, and Risk Management Thursday, August 21, 2008 9:30 a.m. Open Forum

2. Topics of the Day New “Contracts, Procurement, & Risk Management” Org People Soft 9.0 Requisition Training Accessibility Updates P-card Updates and Changes AP – Hospitality and Guest Lecturer Update Procurement Guidelines Small Business and DVBE Annual Report Travel Update Q & A Stay to learn more about international travel with Joe Risser and John Battenburg

3. Contracts, Procurement, and Risk Management Matthew Roberts Director Greg Melnyk Purchasing Mgr Brenda Tesch Buyer Lead Georgia Wells Buyer Leah Kirklin Buyer Suzanne LaCaro Buyer Joe Risser Risk Mgr Mikie Stock Workers Comp. Tessa Betz Admin. Coordinator Student Assistants Dru Zachmeyer Contracts Mgr

4. People Soft 9.0 Requisition Training Emails to sign up for a training session were mailed out 8/1/08 and 8/15/08 If you have not signed up for training please email Tessa Betz at trbetz@calpoly.edu to request a time. trbetz@calpoly.edu Full

5. E&IT and Accessibility Procurement Workflow Update FY 07/08 progress Guidelines for processing E&IT Acquisitions E&IT Product Procurement Workflow

6. FY 07/08 Progress Cal Poly Accessibility Awareness New Cal Poly Accessibility Web Template Software Accessibility Review and Purchase E&IT Product Accessibility Review and Purchase

8. PCard Handbook Updates As of September 1, 2008, we have a new updated Pcard Handbook. The new handbook includes hospitality changes, new accessible format, and an updated reconciliation report. The new Handbook will be found on our website under http://www.afd.calpoly.edu/purchasing/Forms.htm http://www.afd.calpoly.edu/purchasing/Forms.htm starting September 1, 2008.

9. Hospitality Expenses What are Hospitality expenses?  The provision of meals, refreshments, promotional materials, gifts, awards, or reimbursement of travel expenses to official guests, to students and to employees. Hospitality includes expenses or activities that promote the University to the public, usually with the expectation of benefits accruing directly or indirectly to the University and may include the provision of gifts awards, and promotional materials. How do I determine if the Hospitality expenses I’m requesting be paid are allowable?  Review the Hospitality policy (http://www.afd.calpoly.edu/FiscalServices/Forms/HospitalityPolicy.pdf) this policy spells out common definitions and provides a useful grid that enables the user to determine which expenses are allowable and what funding sources can or cannot be usedhttp://www.afd.calpoly.edu/FiscalServices/Forms/HospitalityPolicy.pdf

10. Hospitality Expenses

11. What payment methods can I use to pay for Hospitality expenses?  Pay for them on your own then submit an expense reimbursement using a Direct Pay Form  Meals provided by campus dining can be billed to the requesting department The Procurement Card may not be used for any Hospitality expenses

12. Hospitality Expenses What kind of documentation do I need to provide for hospitality expenses to be paid?  A list of attendees  Whether or not there was an official guest in attendance at the event (list the name of the official guest)  Whether or not alcohol was served  An itemized receipt

13. Guest Lecture Payments Guest Lecturers are individuals that will be paid thru Accounts Payable as an independent contractor and could be providing any of the following types of services:  Guest Speakers/Lecturers  Artists  Poets/Novelists  Instructors  Performers

14. Guest Lecture Payments Issues to take into consideration prior to engaging a Guest Lecturer to provide services:  What is the frequency of the work to be performed?  Is there a contract with the Guest Lecturer?  What is the dollar value of the contract with the Guest Lecturer?  Is the Guest Lecturer a non U.S. citizen? If so have them call Payroll Services prior to commencing services.  What is the nature of the services to be performed. Are you engaging a chainsaw juggler or a basketweaver?

15. HIGH RISK SERVICES TO BE PROVIDED? MAY WANT TO TALK TO CPRM ABOUT INSURANCE/LIABILITY ISSUES.

16. LOW RISK SERVICES? MAY NOT NEED TO TALK TO CPRM ABOUT INSURANCE OR LIABILITY ISSUES.

18. Procurement Guidelines New Procurement Guidelines Brochure to be available mid Sept Direct Pay forms Reminders about:  State funds and Corp (Discretionary) funds  Donations and loaned equipment All purchasing requirements remain the same especially for contracts/agreements, service contractors and insurance requirements.

19. Small Business & DVBE State mandated goals  Small Business25% of spending  DVBE3% of spending Cal Poly is committed to this initiative Widespread acknowledgement of benefits Significant State and CSU focus Substantial support from business

20. Small Business & DVBE CONGRATULATIONS CAL POLY! In FY 07/08 we performed much better than in past years We achieved:  Small Business27.5% of spending  DVBE1% of spending

21. Travel Update From SLO Airport to LAX and SFO  American Airlines and Delta have suspended services  United Airlines and US Airways remain  This represents a 30% reduction to Cal Poly’s 750 airlines seats per year From Santa Maria Airport to LAX  United Airlines service remains Alternative travel to LAX and SFO  Enterprise Car rental (free airport to airport drop-off)  Silverado Coast Flyer to LAX ($49 one way fare) Book air travel well in advance through Giselle’s to assure State Y-Cal fares and seat availability

22. Question & Answer Thank you for attending! Please stay to hear more about, University guidelines, procedures, insurance and forms necessary for academic program management of risk in international travel.