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Those
Crazy Object Codes |
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| - now known as Account Codes in Banner | ||
| - listing can be found on University's Banner web site (use only 7xxxx series) | ||
| -
detailed explanation of what State codes mean can be found on the Office of
Purchasing
web site: - codes broken into categories of current expense, repairs and alterations, and equipment. - 3 digit State code same as 2nd, 3rd, and 4th digits of Banner code |
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| - used to classify purchases | ||
| - key question to as always: Is it equipment? | ||
| - that is any purchase with a useful life of more than 1 year and also what is cost? | ||
| - if over $5,000 unit cost, codes 70700 through 70780, 71700 | ||
| - if computer equipment over $1,000 unit cost, code 70541 | ||
| - if under $1,000 unit cost, use code 70580 | ||
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Specifications
and the Bid Process |
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| - should be performance based | ||
| - generic description of product | ||
| - performance features defined | ||
| - but most are brand specific | ||
| - if so, catalog number and/or make and model number needed | ||
| - if total cost over $1,000, Purchasing may seek bids; if over $25,000, must get bids | ||
| - bidding must be done by University Purchasing | ||
| - "or equivalent" required to be put on quote by Purchasing | ||
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What
if Sole Source |
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| - if so, need good letter of justification from department as to why this product is the only acceptable one | ||
| - need original signed quote from vendor | ||
| - and
letter from vendor stating that it is a sole source vendor - must not sell through distributors or manufacturer's reps - otherwise not a sole source |
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also not sole source if comparable products out there |
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Reimbursements |
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| - qualify as an "essential service" | ||
| - need original receipts and invoice | ||
| - submit
as an "E" numbered encumbrance in Banner to A/P |
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Artists,
Entertainers and Speakers |
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| - if
no contract with terms and conditions, can be done as "essential service" - BOG 48 may be used with signature of department head - include travel in fee - submit as an "E" numbered encumbrance in Banner to A/P |
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| - if
asked to sign vendor's contract with terms and conditions, submit as a requisition
in Banner to Purchasing - include travel with fee - may need WV-96 addendum though - forward hard copy of contract and invoice to Purchasing - submit 60 days in advance of event |
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Consultants
and other Professional Services |
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| - if under $1,000, submit as a requisition in Banner and forward contract or BOG 48 to Purchasing | ||
| - if over $1,000, will be bid or provide sole source letters | ||
| - sole source letter from vendor | ||
| - letter of justification explaining why only this vendor can be used | ||
| - if okay to bid, provide list of 3 suggested vendors | ||
| - submit 60 days in advance of service or consultant start dates | ||
| - Purchasing makes final decision, but in consultation with department | ||
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Computers |
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| - if ordering standard configurations, approval of Computing Services not needed | ||
| - otherwise if over $500 unit cost, complete questionnaire | ||
| - call x-3141 for copy | ||
| - send to Computing Services with quote | ||
| - all Apple purchases require their approval | ||
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Who
signs Contracts with Requisitions |
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| - should be Director of Purchasing | ||
| - never release a contract to a vendor if signed by department head | ||
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Requisition
based purchases from Open-End Contracts |
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| - use current contract and price list | ||
| - show page numbers beside description on each commodity line of requisition | ||
| - reference
contract and date of price list using Line Item text button for last commodity
line on Banner requisition |
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When
the goods come in |
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| - all po deliveries through Central or MEB receiving | ||
| - for problems with shipment against a po contact Receiving supervisor first | ||
| - for exchanges, warranty returns, etc. contact Receiving supervisor | ||
| - may be told by supervisor to work with buyer | ||
| - never return anything without this coordination and "return authorization" slip from vendor | ||
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Equipment
Inventory |
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| - if item's unit cost is over $5,000 or computer equipment over $1,000 and has useful life of >1 year | ||
| - item tagged and charged to department inventory | ||
| - department head responsible for inventory | ||
| - physical inventory done every 2 years | ||
| - list of equipment given to dept in intervening years to validate | ||
| - what to do when no longer needed | ||
| - cannot throw away university property | ||
| - if cannibalized (computers, e.g.) coordinate removal of tag number from inventory with respective Receiving department (should send letter to formalize removal) | ||
| - can trade-in on new equipment with approval | ||
| - show make, model, tag number on requisition | ||
| - Director of Purchasing approves or disapproves | ||
| - can donate to State, county, city agencies or public schools | ||
| - get Director of Purchasing's approval in advance | ||
| - document in writing and clear dept inventory through Receiving | ||
| - put in yard sale in April or October | ||
| - send letter to Central Receiving | ||
| - tag each item with org and fund codes (securely so it does not come off in weather or handling) | ||
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Help
wanted Ad |
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| - qualified as an "essential service" | ||
| - ad needs advance approval of Human Resources | ||
| - submit as an "E" numbered encumbrance in Banner to A/P | ||
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Space
rental |
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| - one time rentals under $2,000 approved by Purchasing | ||
| - if over 6 months or $2,000, approved by State Leasing Office | ||
| - allow 90 days for approval process | ||
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Carpet
Orders |
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| - contract vendor prepares quotes | ||
| - gets fire marshal's ok if needed | ||
| - submit with requisition to Purchasing | ||
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Hospitality |
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| - may use credit card or "essential services" routine as appropriate | ||
| - not generally allowed for faculty/staff meetings | ||
| - also not for their receptions, awards, luncheons | ||
| - for students ok (should use student funds though) | ||
| - for candidates ok if part of interview process | ||
| - complete TMO 3.0 Hospitality form and submit to A/P | ||
| - show date and place | ||
| - purpose and justification for having hospitality | ||
| - who's attending (educators, students, community leaders, etc.) | ||
| - number of participants (MU and others - show separately) | ||
| - all this required by State Auditor | ||
| - Sodexho must be used for all events catered on campus | ||
| NOTE: If event will cost more than $5,000, submit Hospitality form through Purchasing for State approval | ||
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Independent
Contractor |
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| - an IRS issue | ||
| - employee vs. independent contractor | ||
| - complete questionnaires (Payroll has forms) | ||
| - special requirements for international folks too | ||
| - complete required forms and submit with requisition | ||
| - if approved as contractor, po issued | ||
| - if found to be employee, must process through Payroll and HR | ||
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Subscriptions |
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| - qualify as an "essential service" | ||
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- may use credit card or electronic encumbrance process in Banner |
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Purchasing
from Expiring Funds |
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| - known as State appropriated accounts | ||
| - expire on June 30 of fiscal year | ||
| - purchases must be made, received and invoiced by June 30 | ||
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After
the Fact Orders |
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| - purchases made by individuals without po issued in advance through Purchasing | ||
| - done at individual's own risk (may have to pay personally) | ||
| - if done, requires letter of justification to VP for Finance | ||
| Return to Purchasing Handbook |