Director of Procurement: Cindy Conlon. Reporting into the Vice President of Business and Financial...
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Transcript of Director of Procurement: Cindy Conlon. Reporting into the Vice President of Business and Financial...
UNIVERSITY OF
NORTH ALABAMA
PROCUREMENT
Director of Procurement: Cindy Conlon
PROCUREMENT OFFICE RESPONSIBILITIES
Reporting into the Vice President of Business and
Financial AffairsThe Office of Procurement is responsible
for services in the following areas:Purchasing of goods & services (bids,
contracts, etc)Inventory ControlUniversity Printing Services & Central
StoreUniversity Mane Card (Campus Debit & ID
Card)
UNIVERSITY PRINTING SERVICES / CENTRAL SUPPLY
Printing Letterhead Stationary Large volume B/W Duplication Color printing options: single page,
invitations, brochures, booklets and posters Color paper printing Binding options: Saddle-stitch, Plastic
Spiral, Plastic Comb, Metal-back Book styleCentral Supply Paper, toner, inkjet cartridges, CD’s,
envelopes
Located in the Basement of Bibb GravesMr. Chuck Montgomery
MANE CARD SERVICES Identification CardBuilding AccessLibrary Copier UsageStudent Athletic AdmissionDebit Card Capabilities Discount ServicesVending Services
Located in GUC Lobby AreaManager: Mrs. Karen Kennedy
PROCUREMENT TEAM
Zethelyn Johnson x4206
Jack Belew x4335
Cindy Conlon x4293Located in Bibb Graves Rm21
UNA PROCUREMENT POLICY BASICS
All expenditures greater than $200.00 require a purchase order.
Only the University Procurement Office has authority to create a purchase order or change a purchase order.
Only a few individuals are approved to sign contracts and obligate University funds.
UNA is subject to the AL Bid Law 41.16.2.
It is the responsibility of the Procurement Department to ensure compliance with this law through policies and guidance to the UNA community.
BID LAWS
Code of Alabama Title 41 Chapter 16 Article 2: Competitive Bidding on Public Contracts Generally
Code of Alabama Title 39: Public Works
http://purchasing.alabama.gov/rulesreg.htm
http://www.legislature.state.al.us/CodeofAlabama/1975/coatoc.htm
BID LAW REQUIREMENTSAny purchase of goods or services
exceeding $7500.00 within one fiscal year must be formally bid using a
sealed bid process.Examples: Any item that independently costs $7500.00
or more. Service or Maintenance contract that will
exceed $7500.00 over life of agreement. Common items bought across campus that
fall subject to the bid law: computers, printers, office supplies, furniture, printing, t-shirts, etc.
BID PROCESS Submit desired requirements to
Procurement office (preferably electronically)
Procurement will create bid & send invitations for sealed bid responses. Bid award factors may be set to ensure adequate needs are met.
Bids are opened & tabulated in public The tabulation results will be forwarded
back to the Requisitioner with an Award Recommendation.
Upon agreement the Bid Award is posted At this time the Requisitioner is free to
submit a requisition for purchase. 2 Week Minimum/ 4 weeks Preferred
METHODS OF PROCUREMENT
Online Requisition Requesting a Purchase Order
Staples online
Purchasing Credit Card******************************************
Disbursement /Payment Request(or Reimbursement)
REQUISITION PROCESS FLOW1. Create Requisition On-Line (Una Portal)2. Forward Signed Requisition Copy to
Procurement Office (include 2 copies of documents that detail item(s) needed)
3. Mailed orders are printed in 3 copies: White Copy – Vendor Blue Copy – Requisitioner Pink Copy – Accounts Payable
4. E-Mailed orders are sent directly to the Supplier and the Requisitioner
5. Upon receipt of goods/services sign the Blue copy (or print e-mailed copy)& forward to Accounts Payable to authorize payment.
Time Required – 1 Week
PURCHASE REQUISITION
Requisition Purchase Order
A Requisition is a Request for approval to order; the Purchase Order is the
commitment of the UNA Funds.
An invoice cannot pre-date a purchase order
LOCAL BUSINESSES THAT ACCEPT UNA PURCHASE ORDERS
Office Depot (O.D. Card with P.O.)
Hobby Lobby (H.L. Card with P.O.)
Michael’s Sam’s Club (Sam’s ID Card with P.O.)
Southern Family Market Lowes (Commercial Service Desk)
Target (Target Card with P.O.)
Goodman Sporting Goods Local Hotels Most Hardware StoresSubmit Itemized List of Required items with Requisition
STAPLES ON-LINE Must have a User ID tied to Department
Index code. (set up in Procurement Office)
All orders are reviewed for compliance to policies & then approved for shipment or removed.
Minimum Order placement $30.00 Orders that exceed $200.00 require a
UNA Purchase Order (follow the requisition process & include the Staples order # >$200)
Orders normally arrive within 24 to 48 hours.
Send signed Receipt (and Blue copy of purchase order if applicable) to Accounts payable to confirm receipt of items.
USING THE UNA PURCHASING CARD OR “P-
CARD”
Walmart (get tax id card at customer service desk)
On-line Airfare Registration Institutional Memberships Subscriptions Unique On-Line Purchases Student Group Travel Other approved purchases
<$200.00
SIGNATURE REQUIREMENTS
Department Funds -> Cost Center
Head
Travel (including registration for
travel) -> Supervisor of the individual
traveling
Contracts –> consult the Business
Office
Student Travel -> Department Chair
and Dean
Grants -> P.I. and Grants Accountant
DISBURSEMENT REQUEST/OR PAYMENT REQUISITION
Reimbursement of Small Purchases made <$200.00
Payment Request of Institutional Memberships, Dues, Subscriptions, etc.
Payment of Invoices not tied to a University Purchase Order.
GUIDELINES TO REMEMBER Do not commit to a supplier until you have
an official purchase order. Do not change a purchase order without
approval from procurement. Remember to return the “blue” copy of the
purchase order to Accounts Payable. Remember to submit a Credit Card Usage
form with original receipts for any P-Card use immediately.
Try to Plan ahead & avoid Impulse buying!
If you have any doubts regarding Procurement Please Call us
(x4206)