User S Guide Table of Contents

Purchasing & Auxiliary Services User’s Guide January 2003

Oberlin College Purchasing & Auxiliary Services Service Building - 2nd Floor 173 West Lorain Street Oberlin, Ohio 44074-1092 440-775-8440

User’s Guide Table of Contents Introduction and General Guidelines Purchasing Department General Information...... 1 Personal Purchases...... 1 Planning Departmental Purchases...... 2 Bidding, Pricing and Purchasing Contracts...... 2 Campus Standardization...... 3 Approved Vendors...... 3 Contract Review...... 3 Requisition Authorization and Approval...... 4 Ordering Procedures...... 4 Ordering from Staples Ordering Office Supplies...... 4 Ordering from StaplesLink...... 5 Handling Returns, Damages, and Shortages...... 6 Staples Business Advantage Monthly Billing...... 6 Purchasing from Local Vendors Local Vendor Purchases under $500...... 6 Local Vendor Purchases over $500...... 7 Purchase Orders and Requisition Procedures Manual Purchase Requisitions...... 7 Online Purchase Requisitions...... 9 Purchase Order Distribution...... 9 Product and Purchase Information...... 9 Blanket Orders...... 9 Purchasing Agreements...... 9 Rush Orders and Emergency Purchases...... 10 Prepayment...... 10 Credit Cards...... 11 Damages and Shortages...... 11 Mistakes in Shipping...... 11 Returns for Credit...... 11 Canceling or Modifying a Purchase Order...... 11 Vendor Invoices...... 12 Maintenance Contracts on Equipment...... 12 Taxes...... 12 Purchasing from the Stockroom...... 14 Purchasing Specialized Supplies/Services...... 14 Purchasing Rubber Stamps...... 14 Purchasing Engraved Plastic Signs...... 15 Sweatshops...... 15 Ordering Equipment Ordering Classroom and Office Equipment...... 15 Ordering Specialized Office Equipment...... 16 Copy Machines...... 16 Ordering Computing Equipment and Supplies...... 16 Renting or Leasing Equipment...... 17 Disposing of and Obtaining Surplus Equipment...... 17 Replacing Missing or Stolen Equipment...... 17 Miscellaneous Services and Information Graphic Design/Printing Services...... 19 Central Receiving...... 19 Shipping Packages...... 19 Arranging for Facility Modifications...... 21 Facilities Operations Funding Guidelines...... 21 Capital Expenditure Budget...... 22 Important Phone Numbers...... 23

November 11/2/87 1st Revision: 7/1/98 2nd Revision 7/1/02 3rd Revision 1/03 Introduction The Oberlin College Purchasing Department has prepared this User’s Guide to provide College departments and offices with a reference tool for purchasing policies and procedures. We hope this information will help individuals and departments insure that College purchasing is handled in a uniform and systematic manner and that the task of requisitioning materials, supplies, and services is as easy as possible. Periodically you may have questions that are not covered in this Guide. If this occurs, please contact the Purchasing Department staff.

General Guidelines Purchasing Department General Information The Purchasing Department is located on the second floor of the Service Building. The Department is staffed by a Director, an Institutional Buyer, an Auxiliary Service Coordinator, and three Administrative Assistants. Normal office hours are Monday through Friday, 8 a.m. to 4:30 p.m. The office is closed from noon to 1:00 p.m. Oberlin College’s Purchasing Department is part of the Finance Division and reports to the Associate Vice President of Finance. Purchasing is responsible for issuing Purchase Orders based on requisitions from campus departments and for processing invoices related to such Purchase Orders. The Purchasing Department is not responsible for payment of invoices that do not relate to an authorized purchase. Responsibility for payment of these invoices lies directly with the department authorizing the purchase. The Controller’s Office issues the actual check for payment of vendor invoices. The primary function of the Purchasing Department is to efficiently procure the materials and services needed by College departments to support their programs and activities. In procuring highly technical or specialized equipment and supplies, the Purchasing Department will rely heavily on the judgment and expertise of the ordering department. However, the order must be placed through the Purchasing Department to qualify for payment from College resources. General purchases are made by the Purchasing Department on the basis of price, quality, reliability of the vendor, and delivery time. The Purchasing Department is experienced in making purchasing decisions that are in the best interest of the College. This department will provide a base for quick and thorough communication, prompt attention and cooperative effort. It is also responsible for seeking out and establishing accounts with reputable vendors who offer the best quality supplies at the most reasonable cost, commensurate with request and requirements. Personal Purchases The Purchasing Department cannot issue Purchase Orders for a personal purchase.

Purchasing and Auxiliary Services Users Guide 1 Planning Departmental Purchases Taking the time to plan for your supply and equipment needs in a timely manner cannot be overemphasized. The time required to issue an order and secure delivery after the receipt in the Purchasing Department of a properly prepared and approved requisition varies greatly. If Purchasing uses a bidding process, it usually takes from two days (bidding by phone) to 14 days (bidding by mail) and sometimes longer. The work load at any given time within the Purchasing Department is also a factor. Delivery, however, will always depend on the supplier’s stock and the problems it has in producing or securing delivery from their suppliers. We encourage all College departments to order standard, commonly used supplies well in advance of the dates required. Custodial supplies, office supplies, teaching materials, and other such repetitively used items should rarely be designated as “emergency needs.” Equipment items, whether office equipment, furniture, laboratory equipment, or business machines, always require more time for planning, purchasing negotiations, and delivery. College departments looking into the purchase of major items or bulk purchase of smaller items may occasionally come upon prices which appear to be very low and attractive. We appreciate being informed about such prices and the vendor offering them when you submit your purchase request materials. However, it must be understood that major item or bulk purchases will be evaluated on factors other than just price. The vendor’s ability to provide the item(s) in a timely manner, the service, support and warranty behind the item(s), and the proven quality of the item(s) will all be considered prior to our making the actual purchase. In some instances the “low” price and vendor recommended by an office/department may receive the order; in other instances, the associated factors may cause us to bypass the lower priced vendor and deal with a source that meets all the requirements for a responsible College purchase of materials. Bidding, Pricing and Purchasing Contracts Best business practice of the college requires that purchases exceeding $500.00 require a minimum of two (2) quotations; while purchases that exceed $1,000 require a minimum of three (3) quotes. All quotations must be in writing from College approved vendors. The department requesting the purchase can obtain the quotations and attach them to the requisition form, or request that Purchasing obtain the quotations. Depending upon the workload in purchasing, the request for purchasing to handle the quotations will be a minimum of 5 working days after the official request is received in Purchasing. If it is determined the product being purchased has a sole source, a memorandum should be prepared explaining why no other source is available. Purchasing has negotiated and bid contracts for some commodities. If these contracts are accessed for the specific products under contract no additional bids/quotations are required, unless there is a large sum of institutional dollars involved. Some examples of these contracts are: • Staples Business Advantage • Grainger • Ohio Desk – Steelcase Furniture and other furniture manufacturers

2 Purchasing and Auxiliary Services Users Guide • Meritech Blue – Konica Copiers and Panasonic Fax Machines • Alltel – Cellular Phones • Pagers – Verizon Wireless In other cases since we are a non-profit private Ohio college we have special contracts we can access. These particular contracts may in some cases require additional bids/quotations depending upon the product being purchased and the amount of institutional dollars involved. Some examples of these contracts are: • State of Ohio General Services – Department of Administrative Services • State of Ohio IUC (Inter-University Consortium) – Public Colleges in Ohio • E&I Coop (Educational and Institutional Cooperative) Campus Standardization The College has over the years tried to standardize on many products. Some of the standardized products are as follows: • Steelcase Office Furniture • Konica Copiers • Panasonic Fax Machines • Apple Computers • Dell Computers • Simplex Fire Alarms Approved Vendors Some vendors are not approved for College business. Contact Purchasing if you are unsure of your vendors status. Contract Review Generally, all contracts that are related to purchasing of goods and services should be reviewed by the Purchasing Department. Further, all contracts that exceed $50,000 in value may be reviewed by College legal counsel. When contracts are reviewed, the Purchasing Department pays special attention to the following:  Warranty disclaimer of any type  “As is” provision  “Evergreen” clause  Provision for jurisdiction and venue in the event of dispute outside Lorain County, OH  Arbitration provision  Fee or costs reimbursement provision for enforcement proceedings against the College Requisition Authorization and Approval The following guidelines outline which College employees have the authorization to make purchases corresponding to the value of the purchase. The Purchasing Department must have the proper authorization by the appropriate individual before a Purchase Order is issued.

Purchasing and Auxiliary Services Users Guide 3 Department Heads: ...... Purchases up to $5,000.00 Division Heads: ...... Purchases up to $25,000.00 Vice President of Finance:...... Purchases over $25,000.00 President: ...... Trustee’s Guidelines Ordering Procedures Unless there are circumstances that require special ordering procedures, the Purchasing Department will process requisitions in a routine manner, usually on the same day (or the day after) a requisition is received from a College department. The Purchasing Department will issue a Purchase Order and take all necessary steps to forward it to the vendor, Please note: You must indicate on the requisition if you need the requested items by a certain date in order to avoid interruption in your department’s work flow. Such a notation indicates that the your department accepts the possibility of increased costs (such as priority shipping methods to meet the delivery as specified, etc.). These costs will be billed to the your department’s budget. Keep in mind that this does not guarantee that your requested date can be met. Please do not use the word “ASAP” when ordering.

Ordering from staples Ordering Office Supplies The Purchasing Department has negotiated with Staples Business Advantage for the purchase of most needed office supplies . Most commonly used office supply items found in the Staples Business Advantage catalog or at their web site StaplesLink.com are shipped overnight to the College provided the order is placed prior to 2:30 p.m. Monday through Friday. Shipments usually arrive in the Service Building Stockroom prior to noon each day Monday through Friday. The Delivery Department will then deliver the order to the department indicated on the package. Keep in mind that there are some items that may require a longer lead time; these items are usually indicated in the catalog . If you require items that are not found in the Staples Business Advantage catalog or at StaplesLink.com contact the Purchasing Department. The Stockroom does not check the contents of the boxes received from Staples Business Advantage. It is the department’s responsibility to check the contents of the box and report any discrepancy directly to Staples Business Advantage. See below for the procedure to follow . Ordering from StaplesLink Oberlin College has made it college policy that all Office supplies should be ordered from Staples Business Advantage via the StaplesLink.com web site over the internet. NO OFFICE SUPPLY ORDERS SHOULD BE MAILED, FAXED, or PHONED IN by department offices to Staples Business Advantage. Staples has been instructed by Oberlin College Purchasing to refuse orders placed via any means other then the web site.

4 Purchasing and Auxiliary Services Users Guide Further, Staples has been instructed to refer the departments to the Purchasing Department that attempt to place order via any other means other then the web site. Each Department Office on the Oberlin College Campus has designated one person and a backup person to order office supplies for their respective office. The employee is required to sign up in purchasing for a user ID and a password to access the StaplesLink web site. Forms for sign up may be picked up in the Purchasing Department during normal business hours. Each person that is set up for ordering has a “User Profile” which includes designated Ship to addresses, all necessary account numbers, a unique user ID and password. The FOAP Account numbers are uniquely tied to the individual profile and password. Only the person that signs on can access their department account numbers for ordering their department office supplies. If a departmental order exceeds $200.00, the order is routed to the Staples Link System Administrator in the Purchasing Department at Oberlin College for approval. The System Administrator will review the order and contact the department if there are any questions or concerns. Otherwise the order will be approved and forwarded to Staples for fulfillment. A few product classes are blocked by StaplesLink by direction of the Director of Purchasing and Auxiliary Services. These products include all furniture items, computer equipment, office copiers, and large ticket office equipment. If a department wishes to order something form StaplesLink that is blocked, they must contact the StaplesLink System Administrator in the Purchasing Department at Oberlin College and this person will place the order for them or advise on purchasing policy for the particular item the department desires to order. When you do place your order prior to leaving the web site you should print out a copy of your order and save it to reconcile with the total amount of your billing to your FOAP. When you receive your monthly accounting statements from the Controller’s Office you should add up the orders that you placed during the period and it should total the Staples charge to your account. Please note that the orders that you place in one month are charged to your FOAP the following month. The only exception is year end when the actual June charges are charged to your budget in the month of June. Handling Returns, Damages, and Shortages from Staples Business Advantage If you receive incorrect items, damaged items, shortages, or overages, contact Staples Business Advantage immediately. Each shipment that you receive from Staples Business Advantage will have a packing slip. Follow the returns procedure as outlined on the back of this packing slip for the Staples “EXPRESS RETURN FORM”. If you still have questions, contact the direct representative at Staples Business Advantage. In addition, you must send via campus mail (or fax) a copy of the return form to Purchasing. Purchasing needs a copy to process the monthly Staples Business Advantage billing.

Purchasing and Auxiliary Services Users Guide 5 You will need to deliver your returns to the Stockroom for pickup by Staples Business Advantage. When delivering your package to the Stockroom, be sure to mention to the Stockroom staff that the package is scheduled to be picked up by Staples Business Advantage. Please be sure to include the proper paperwork, “EXPRESS RETURN FORM” with your return and the product must be in the original manufacturers packing. Staples Business Advantage Monthly Billing The Purchasing Department receives one comprehensive billing statement from Staples on a monthly basis. The monthly bill is processed and forwarded to the Controller’s Office for immediate payment when it is received. Your charges will show up on your accounting statement that you receive from the Controller’s Office. As previously indicate you should add up all of your order forms for the previous month and this total should appear in your detail accounting statement under the description of Staples. If you find an error in your billing contact Purchasing immediately.

Purchasing from Local Vendors Local Vendor Purchases under $500 The College does a sizable amount of business with local Oberlin merchants. The College has established a separate set of guidelines pertaining to purchases made from local vendors. For local vendors, the College does not require an official Purchase Order unless the purchase totals over $500.00. However, in many cases the department or vendor may want documentation to track invoices and/or purchases. The Local Vendor Purchase Order/Invoice may be used for this purpose. Departments and local vendors may use this form both as a Purchase Order for purchases up to $500.00, and vendors may use the same form to invoice the College for purchases charged at their place of business. The use of this form is optional for the department and/or local vendor. Please follow these guidelines if you choose to use the Local Vendor Purchase Order/Invoice:  Local vendors send their monthly invoices and/or statements directly to the departments for approval  The department reviews the charges, approves the invoice, and forwards the invoice to the Controller’s Office for payment  Purchasing is not involved in local transactions under $500.00 Please keep in mind that your office will receive invoices directly from local vendors from whom you purchase supplies and services, regardless of whether you use the Local Vendor Purchase Order/Invoice. Invoices that you receive should be reviewed and approved by the department, and the original of the invoice should then be sent to the Controller’s Office for processing and payment. The payment process will not get underway until the original invoice has been sent to the Controller’s Office. This procedure should be completed in a timely manner so the local vendor may be paid in a timely manner.

6 Purchasing and Auxiliary Services Users Guide Local Vendor Purchases over $500 When making a purchase from a local vendor with a total value of over $500, departments must use the standard Purchase Order issued by the College and follow the polices and procedures that govern such purchases.

Purchase Orders and Requisition Procedures Manual Purchase Requisitions Please complete the Purchase Requisition form carefully and completely, as outlined below. Purchase Requisitions received that are incomplete or contain errors will be returned to you via campus mail for corrections. This will delay your purchase. It is critical that all Purchase Requisition information is correct, as the data will be entered into the BANNER database and errors will cause problems in the Finance system . Instructions for completing the Purchase Requisition are as follows: Date: Enter the date the requisition is completed. Suggested Vendor: If known, enter the vendor from whom you would prefer we order the item, along with the vendor’s complete address and phone number. We will review the request and, if appropriate, order the item from the suggested vendor, provided the vendor meets College standards regarding purchasing practices. If you do not have a preferred vendor, you may leave this space blank . Requisitioner: The requisitioner should complete this box and include their name, department, telephone extension, and exact campus location including building name and room number. Ship To: Specify the department name, street address, and individual to which the shipment should be delivered. Terms: Not required, but if you know the terms you may enter them here . Freight Terms/F.O.B.: Not required, but if you know the terms you may enter them here. Quote Reference: If you have received a quotation, enter the vendor quote number if available. Quote Date: If you have received a quotation, enter the vendor quote date here. Date Required: Enter the date that you need the materials being ordered. Note: the phrase “ASAP” is not an acceptable entry in this space. Item: Enter each line item that you are ordering, with the first item in line 1, the second in line 2, etc. Quantity: Enter the number of units that you are ordering of each specific item. Unit of Measure: Items are shipped by various units. See the Unit of Measure Box on the Requisition form for specific abbreviations. If the unit of measure is not shown, provide a written explanation in this space.

Purchasing and Auxiliary Services Users Guide 7 Vendor Part Number: Enter the vendor or manufacturer number here. Description of Item Request: Enter a description of what you want to purchase, be specific. Include other specifics like size, color, model number, etc. This will help eliminate mistakes in your final shipment. Unit Price: Enter the exact or estimated price in this space. Total Amount: Enter the total amount of your purchase here. This information is optional. Processing Information: Check the appropriate box Reason for Vendor Suggested: Check the appropriate box. Delivery Date Indicated: Check the appropriate box. Source of Price: Check the appropriate box. FOAPAL Account: Be sure to complete this section in its entirety. If you do not know your FOAPAL account number, contact the Controller’s Office. Your Requisition will be returned to you for correction if this number is not accurate. Approval: Your Department Head must sign in this space. If the purchase exceeds the approval guidelines for a department head (see Section on Requistion Authorization and Approval) then the Division Head must approve and sign in this space. The Requisition will be returned to you if it lacks the necessary authorizing signature. Purchasing signature line: Leave this space blank; it will be completed by the Purchasing Department. Index #: Enter your index code here if you know it. If not, you may leave this space blank. Special Instructions: Enter any additional information you wish to convey to the Purchasing Department or the Vendor. Online Purchase Requisitions For information regarding Online Requisitioning contact the Director of Purchasing and Auxiliary Services. Purchase Order Distribution The distribution of Purchase Order copies is as follows:  White copy: Sent to vendor to confirm order  Pink copy: Filed in Purchasing Department  Canary copy: Sent to requisitioning department for departmental records  Blue copy: Used by Receiving Dock staff to check and receive orders and then sent to Purchasing for data entry purposes Departments should keep their copy of the Purchase Order to check against their monthly budget and finance reports received from the Controller’s Office. Based upon the procedures established by the College, the prices indicated on the Purchase Order will be

8 Purchasing and Auxiliary Services Users Guide within 5% and will not exceed $50.00 of the amount of the invoice received from the Vendor. Product and Purchase Information The Purchasing Department maintains a library of catalogs and brochures that are available for College department use. Please do not remove this material from the Purchasing Department so we have it on hand for other departments. The Purchasing Department is also available to assist in writing specifications or in gathering appropriate information desired by the requisitioner. Keep in mind that many vendors make alternate proposals which afford the College a better value by either meeting or exceeding the specifications. In the majority of cases, product and purchasing decisions will be made jointly by the requisitioner and the Purchasing Department provided that College policy is followed. Blanket Orders Blanket Purchase Orders are available to some departments who require ongoing purchases from the same vendor for a particular project, program, or repeated use of a specific item. All of these must be approved by the Director of Purchasing. Contact the Director of Purchasing for more information on the use of Blanket Purchase Orders. Purchasing Agreements Oberlin College is a member of both the Ohio College Association Purchasing Council (OCAPC) and the Educational and Institutional Cooperative service (E&I Coop). Affiliation with OCAPC enables the College to negotiate favorable price agreements for certain items by bargaining for the group as a whole. In many cases the college is authorized to purchase using the State of Ohio Inter-University Contracts (IUC) due to our affiliation with OCAPC. E&I Coop offers a wide variety of recommended contracts. The Purchasing Department has also negotiated other contracts with vendors that may be used. These existing contracts will be used whenever it is in the best interest of the College. Rush Orders and Emergency Purchases In emergency situations or circumstances when a rush order is necessary, a Purchase Requisition should be mailed, faxed, or delivered to the Purchasing Department, where a Purchase Order number will be assigned. The order for items needed may then be phoned in to the vendor by the College department initiating the request or by the Purchasing Department. The Purchasing Department will then complete and send a Purchase Order to the vendor, marked as a confirming order. Currently, the Purchasing Department policy is to call in or FAX orders to vendors who accept phone orders. In cases where an emergency occurs and the Purchasing Department is closed, the Department involved should proceed with the purchase and ensure Purchasing is notified and the proper paperwork is completed first thing the next business day.

Purchasing and Auxiliary Services Users Guide 9 Prepayment In some situations it may be necessary to make advance payment for items. This is often the case for US Government documents from the Superintendent of Documents and for certain other items due to minimum order requirements. When preparing the paperwork in such cases, be sure you have an accurate and complete description of the item required, its price, catalog number (if applicable), and the exact name and address of the supplier. Fill out a requisition and a request for payment as you normally would. In addition, attach to the requisition any supporting evidence such as advertisements, letters from the vendor, Performa invoices, etc. Purchasing will handle the order according to standard procedure except that it will forward all the paperwork to the Controller’s Office for final processing and a check. The procedure described above is known as a prepayment and may not be used to circumvent the College’s purchasing policies and procedures. Please note that in the case of a prepaid order, the requisitioning department accepts full responsibility if the vendor does not deliver the merchandise. Purchasing does not encourage the use of this practice, especially to mail order houses. In cases where deposits are required the amount of the deposit must be approved by the appropriate authority (eg., Department Head, Division Head, or Vice President of Finance). Credit Cards Purchasing has the capability of using an American Express purchasing card to expedite various orders. For more information contact the Purchasing Department Damages and Shortages In case of damage to or shortage of shipments, a written report should be submitted immediately to the Purchasing Department which includes the following details:  Purchase Order number  Date  Vendor  Extent of damage or shortage Government regulations require the College to file claims within a specific number of days. Failure to comply with these regulations could result in a disallowment of the claim. It is critical that all containers, packaging material, wrappers, etc. be retained for the carrier’s inspection. Failure to keep this material will void any chance of obtaining a claim. Claims are handled by the Stockroom and Purchasing Department. Unless otherwise advised, the department must hold the damaged material (and all original packing and crating materials) until inspections have been made and the claim settled. Mistakes in Shipping Mistakes in shipping should be promptly reported in writing to the Purchasing Department. Reference should be made to the Purchase Order number and vendor.

10 Purchasing and Auxiliary Services Users Guide Departments should give a sufficiently detailed explanation concerning the mistake so that the Purchasing Department can take steps to correct the error. Returns for Credit When a vendor has shipped items as specified on a Purchase Order, the vendor has legally complied with his part of the contract and is under no obligation to accept for credit any of those items delivered as specified. Acceptance of a return by the vendor is by no means automatic. A restocking charge may be incurred. This charge, plus all shipping and handling charges, will be assessed to the department requesting the return. If merchandise is to be returned, please return the merchandise to the Purchasing Department accompanied by a detailed written explanation. The Purchasing Department will contact the vendor. Canceling or Modifying a Purchase Order When it is necessary to alter an open Purchase Order, contact the Purchasing Department immediately. Changes are of a minor nature can usually be made without question or penalties. Please keep in mind that such changes require the vendor’s agreement. The cancellation of an open Purchase Order without just cause constitutes the breaking of a contract and may require the supplier’s approval. If the supplier has incurred expenses regarding that order prior to cancellation, a settlement for any nonrecoverable costs may be due to the supplier. Any changes to a Purchase Order must be incorporated into the order by a “change order” initiated by the Purchasing Department. The request for modification or cancellation of a Purchase Order before shipment should be directed to the Purchasing Department as soon as that decision is made. A phone call to the Purchasing Department will expedite the change notice but must be confirmed in writing, stating the reasons for change. It is critical that any change be communicated to the Purchasing Department as soon as a decision to change is made so that proper and timely action can be taken. The sooner you notify Purchasing of your change, the better your chances are of making the change without financial penalty. Vendor Invoices Purchasing does not send copies of invoices to departments. Departments should keep the copy of the Purchase Order for comparison to the monthly budget report received from the Controller’s Office. The amount shown on the budget report should be within 5% (not to exceed $50.00) of the Purchase Order. If for some reason you need a copy for the invoice for a particular purchase, contact the Controller’s Office. Purchasing will no longer keep copies of invoices after they are reviewed, verified against the Purchase Order, and forwarded to the Controller’s Office for processing.

Purchasing and Auxiliary Services Users Guide 11 Maintenance Contracts on Equipment All maintenance contracts on College equipment must be purchased using the Oberlin College Purchase Order. The Purchase Order should accompany any contract that requires a signature. All maintenance contracts that require a signature should be reviewed by Purchasing prior to authorization by the department head. One of the most important clauses in maintenance contracts is the continuous contract clause; this clause should be analyzed and, if possible, negotiated by the Purchasing Department. Departments are responsible for any maintenance contracts that are not part of a College Master Contract. Taxes Oberlin College is exempt from payment of Ohio Sales Tax and Federal Excise Taxes if purchases made are for the sole purpose of the College and its educational endeavors. Oberlin College also has exemption status in various other states. The following chart highlights our exemption status in all 50 states (see the notes following the chart for unique information on individual states): Exempt States Non Exempt States Various Exemptions Colorado – note 1 Alabama Alaska – note 6 Connecticut – note 2 Arizona Delaware – note 6 Florida Arkansas Hawaii – note 3 Idaho California Kentucky – note 4 Indiana Georgia New Hampshire – note 3 Iowa Illinois Maryland – note 6 Kansas Louisiana Montana – note 6 Maine Maryland New Mexico – note 6 Massachusetts Nebraska Oregon – note 3 Michigan – note 5 North Carolina Pennsylvania – note 7 Minnesota Oklahoma Rhode Island – note 6 Mississippi South Carolina Texas – note 8 Missouri South Dakota Utah – note 9 New Jersey Washington Virginia – note 6 New York West Virginia – note 6 North Dakota Wisconsin – note 6 Ohio Wyoming – note 6 Tennessee Vermont Notes: 1. For Colorado the following conditions must be met: a. Payment is made from the organization’s funds and no reimbursement will be made to the organization through direct payment, collection or donation from a person(s) for the use or consumption of the goods or services; and

12 Purchasing and Auxiliary Services Users Guide b. The terms or services purchased are used in conjunction with the organization’s normal religious, charitable, educational or governmental activities. 2. Instructions attached to the certificate Must be filed 3 weeks before the event. Attach a copy of IRC 501©(3) leter 3. No Sales Tax 4. Exempt for lodging, meals, material and equipment 5. Provide vendor with exemption form and IRS 501©(3) letter. 6. States contacted but no reply as of 01 June 2002. 7. Must file for exemption when intend to purchase something. 8. Sales Tax Exempt. 9. Purchase must be over $1,000.00. Oberlin College is responsible for personal property taxes on leased equipment. Departments will be charged directly for any taxes due to leased equipment. Purchasing from the Stockroom The Stockroom, located in the Service Building, is for use mainly by the Physical Plant, although there are some items that can be obtained for College department use. Please use the Purchase Requisition form to obtain any items from the Stockroom. Merchandise delivered to your department should be checked against your request. Discrepancies must be reported to the Stockroom immediately. Purchasing Specialized Supplies/Services Purchase of specialized materials, supplies, and services used at the College is the responsibility of the department accountable to management for proper performance of the functions pertaining to these types of supplies/services. Specialized supplies/services are handled differently than routine items. The following is a listing of specialized items that do not require Purchase Orders or any involvement by the Purchasing Department:  Library books and periodicals at all libraries (not including books for offices)  Magazine and newspaper Subscriptions  Membership dues  Food supplies in the food service  Party/entertainment food supplies  Art objects for the Allen Art Museum  Travel reimbursements and advances  Musical instruments in the Conservatory  Speaker’s fees and honorariums (see note below)  Advertising (All advertising must be reviewed by the Vice President of Communications)  Airline Tickets and ground travel  Mailing lists  Purchases from local Oberlin vendors (when purchase is under $500.00)  Reprints from publications  Taxes of any sort  Utilities

Purchasing and Auxiliary Services Users Guide 13  Other items as determined by the Finance Division Note: The payment of speaker’s fees and honorariums does require you to submit to the Controller’s Office the individual’s social security number and home address. This is a federal law. Purchasing Rubber Stamps When ordering rubber stamps, please include with your requisition a sample of how the stamp should look and read. Please specify the total size, exact wording and spelling, spacing/positioning, and lettering on a separate sheet of paper. Purchasing will forward this copy with the Purchase Order to the vendor. This process minimizes misspellings and other errors. Note: Do not show a border on the sample unless the stamp requires a border. You may order rubber stamps from StaplesLink. Purchasing Engraved Plastic Signs To order engraved plastic signs, please include with your requisition a sample of how the sign should look and read. Please specify the total size and all dimensions of the sign, exact wording and correct spelling, spacing/positioning, the color of plastic you prefer, and lettering specifications (including letter size and capitalization) or on a separate sheet of paper. Purchasing will forward this copy with the Purchase Order to the vendor. This process minimizes misspellings or other errors. Sweatshops Oberlin College has adopted a policy where the college does not purchase any apparel (clothing and shoes) made in a sweatshop environment. For approved manufacturers, vendors, and other information regarding this issue, contact the Purchasing Department.

Ordering Equipment Ordering Classroom and Office Equipment Items such as classroom desks, chairs, blackboards, lecterns, etc., are the responsibility of Facilities Operations. Requests for such equipment must be in writing and addressed to Facilities Operations, with a copy to the Purchasing Department. If approved by Facilities Operations, Purchasing will order the item(s). Office furniture for new staff is also obtained through the Facilities Operations.The standard “package” for a faculty or staff member includes one of each of the following:  Desk  Office chair  ookcase  File cabinet  Waste basket

14 Purchasing and Auxiliary Services Users Guide Due to continued changes in the workplace, Purchasing tries to purchase furniture that is ergonomic and reasonable in price. If additional furniture is required, the requesting department must absorb the cost. Replacement faculty and staff members will be expected to use the furniture of their predecessor. Plan ahead for furniture, as the lead time for some furniture can be as long as 8-10 weeks from the time the vendor receives the order. Ordering Specialized Office Equipment The Director of Purchasing must be contacted with detailed information concerning all requests for the purchase, lease, or rental of equipment desired by an academic or administrative department before steps are taken for acquisition. This includes fax machines and most other office equipment, but excludes computers. For information on the procedure for ordering computers, please see the “Ordering Computer Equipment and Supplies” section of this Guide. If the equipment or service is not available within the College, a requisition to purchase, lease, or rent the specific requirement must be prepared by the department and submitted to the Director of Purchasing for approval. The approved requisition will then be processed in accordance with standard College Purchase Order procedures. For further information on this procedure, contact the Director of Purchasing. Copy Machines It is the policy of the College that copy machines be leased for a period of 60 months with a monthly maintenance contract. All cost associated with the lease including annual personal property taxes are charged to the leasing department’s budget In addition, the College has an agreement with an approved vendor to supply this equipment. This process is reviewed periodically to determine the need to explore new copy machine vendors. Contact the Director of Purchasing for more information. Ordering Computing Equipment and Supplies When ordering standard computer equipment, hardware or software, departments should contact: The Oberlin College Computer Store 775-8628 (or extension 8628) Irvin E. Houck Center for Information Technology Mudd Center, Level A 148 West College Street Computer supplies such as diskettes, ribbons, paper, dust covers, surge suppressers, and toner cartridges (for laser printers) are available from StaplesLink and can and should be order following the standard policy when ordering from StaplesLink. Software and Equipment: Software and equipment such as microcomputers, printers, hard disk drives, and cables are sold by the Computer Store. Generally speaking, each piece of equipment or software sold by the store will fall into one of three categories.

Purchasing and Auxiliary Services Users Guide 15 For fully supported items Store personnel will perform limited hardware modifications (e.g., install hard disks and additional memory) and install software to operate properly within the particular configuration of microcomputer and printer. The second category includes items available from companies with which the College has made special purchase agreements. For items in this category, Store personnel may test equipment before it is delivered, but will not install internal hardware components or software. The last category includes items that are totally unsupported. Store personnel will refer you to the Purchasing Office where your request will be processed. For items in this category, the purchaser bears full responsibility for installation, use, and repair. Renting or Leasing Equipment Equipment which is furnished for College use by outside agencies on a rental or lease basis, whether for a definite or indefinite period, must be covered by a formal Purchase Order. In the case of leased equipment, the department must clearly mark the requisition as “lease equipment” and specify whether it is a new or renewal lease. Prior to accepting lease agreements as submitted by the department, the Purchasing Department will analyze each one. In many cases the lease or rental agreement may be referred to legal counsel for review; the department may be charged for these legal fees. Disposing of and Obtaining Surplus Equipment Facilities Operations is responsible for the disposal of all surplus College-owned property. Whenever a department has surplus equipment, materials, or supplies, the department manager should contact Facilities Operations to arrange for disposal. No credit is given to a department for any item declared to be surplus; however, departments are encouraged to report surplus equipment as it may be of value to other departments. Likewise, no charge is made to a department receiving transferred surplus property. If no other department is interested in the property, the items will either be stored in the Center Storage warehouse for possible future use or disposed of a the annual auction. Whenever possible, such material will be traded in on purchases of new items. Please remember to contact Facilities Operations to see if an item you need is already available from surplus stock. The request for transfer, however, must be authorized by the department head and approved by Facilities Operations. The Stockroom will not deliver an item from surplus stock without prior approvals. Replacing Missing or Stolen Equipment Theft or damage to College-owned equipment is a problem. This is due in part to the increase of valuable equipment used by departments, such as computers, laser printers, and fax machines. In most cases, the department sustaining the loss does not have adequate funds within its budget to replace the item. Due to insurance costs, the College currently carries property insurance with a $100,000 deductible per loss on all College-owned property. Since the majority of losses fall well

16 Purchasing and Auxiliary Services Users Guide below this deductible, the chance of reimbursement under the current policy is unlikely. In view of this, and recognizing the financial burden such a loss places on individual departments, the following program has been established to assist departments. 1. If you incur a loss of or damage to equipment, call Campus Security immediately and request that an officer respond and make a full report. Be prepared to give the officer complete details on serial numbers and value of the equipment (if the damage/loss constitutes a felony offense under Ohio Revised Code, Campus Security may have a City police officer also respond). Copies of the report(s) will be forwarded by Campus Security to the Director of Purchasing. 2. A application may be submitted by the Dean or Division Head of the department to the Director of Purchasing for reimbursement of funds to cover the lost equipment. Please keep in mind that the College account for reimbursement of lost or damaged equipment is limited and certainly insufficient to cover all but a very small number of claims. Requests for reimbursement will be considered only to the extent that funds are available, and if approved, reimbursements may be less than requested. 3. Applications for reimbursement will be reviewed by Director of Purchasing. In some cases the Vice President and/or Associate Vice President for finance will be consulted. 4. Requests for reimbursement may not be carried forward to the following fiscal year. Please note that all individual losses of $500 or less are to be covered by the department; if an individual loss exceeds $500, a claim may be submitted for reimbursement of the amount in excess of $500. It is also important to note that this procedure applies only to College-owned property. Guidelines for missing or damaged personal property can be found in the “Faculty Guide.” Departments are encouraged to purchase security devices to protect their equipment. These devices can be ordered by contacting the Purchasing Office. If you need help in determining what device would best suit your needs, contact Campus Security for assistance. It is a always good idea to lock your doors when you leave your office or when working after regular business hours. Report any main doors which are unlocked after hours or during other unusual times to Campus Security. Also report to Campus Security any suspicious individuals seen in your office area. In this instance it behooves all of us to remember and apply the old adage that “an ounce of prevention is worth a pound of cure.”

Purchasing and Auxiliary Services Users Guide 17 Miscellaneous Services and Information Graphic Design/Printing Services All requests for graphic design or printing of books, brochures, flyers, posters, business cards, stationery, and other publications for external distribution must be submitted to the Director of College Relations or to Printing Services. No “outside” printing requests will be processed by the Purchasing Department unless approved in writing by either the Director of College Relations or the Department of Printing Services. After the design has been approved, a requisition must be prepared by the department and will be processed in accordance with standard College Purchase Order procedures. Central Receiving The College Purchase Order instructs the vendor to ship or deliver commodities to the Stockroom located in the Service Building, 173 West Lorain Street, Oberlin, Ohio 44074. A centralized receiving point with responsibility for accepting shipments insures that the interests of the College and its vendors are protected to the extent that inspection and accountability are controlled. Commodities received are compared to the specifications and conditions stated on the Purchase Order. Verification of the quantity and physical condition of the commodity will be made. Liability for any damage will be determined and necessary action initiated by the Purchasing Department (except for Staples orders/shipments). Final delivery is made to the requesting department along with the receiving report which acts as a packing slip. A signature is required when deliveries are made to the requesting department. The department receiving the merchandise is responsible for promptly unpacking and carefully inspecting shipments to verify the count and condition of the merchandise. Any shortages, over-shipments, and incorrect shipments must be reported to the Purchasing Department immediately in writing so arrangements can be made to rectify the error. Occasionally a shipment does not pass through the Stockroom. This occurs when a service (such as equipment repair or cleaning) is purchased or when a shipment is picked up by a department or received through the mail. If the service or product was received directly, the Purchasing Department must be notified immediately so a receiving report can be prepared. Invoices cannot be paid unless a completed receiving report is on file. Shipping Packages Arrangements for the shipment of parcels via UPS (or another shipping company) should be made through the Stockroom in the Service Building. All shipping charges will be charged against the department’s budget. Stockroom hours are 8:00 a.m. to noon and l:00 p.m. to 3:00 p.m., Monday through Friday. Parcels for shipment will not be accepted after 3:00 p.m. The Stockroom is closed Saturday, Sunday, and all holidays including Labor Day and Memorial Day. If you send parcels by UPS, please note the following:

18 Purchasing and Auxiliary Services Users Guide 1. The Stockroom does not ship packages outside the United States. If you require this service it will be necessary for you to contact UPS, prepare all forms required for Customs and make arrangements for the pickup at your location. 2. No parcel, trunk, carton, package, etc. exceeding specified UPS limitations will be accepted for UPS shipment. The weight limit for interstate packages is 150 pounds per package; the intrastate (within the State of Ohio) weight limit is 150 pounds. The maximum size for a package is 130" (length and girth combined), with the length measuring no more then 108”. The minimum charge for a package measuring over 84" in length and girth will be equal to the charge of a package weighing 25 pounds. 3. All parcels must be securely boxed, taped, and have a legible address and ZIP code affixed to them. Masking tape and Scotch tape are not acceptable; strapping or filament tape must be used. Do not use wrapping paper on packages. Any parcel that does not meet these specifications will not be accepted by UPS for shipment. UPS charges an additional fee for any packages not in standard corragated cardboard boxes (eg., no plastic, metal, wood or heavy paper packages/boxes). 4. You may choose one of three UPS methods of shipment: ground rate, 2nd day air, or next day air (covers continental US only). Ground rate is the least expensive option; next day air is the most expensive. 5. Declare the content value of each parcel for insurance purposes. The cost is $0.35 per each additional $100.00 declared value over and above the automatic minimum insurance coverage of $100.00 per parcel. Items valued over $1000.00 will not be shipped. 6. A service charge of $1.00 per package will be added to the overall cost of your shipment. 7. In the event that a package exceed the limitations of UPS, the Stockroom will contact a freight line to arrange for shipping for departments only. Several freight lines with which the College does its normal business are Chapin Trucking, Federal Express, Emery, and CCX. 8. Oberlin College cannot accept responsibility for shipping or receiving packages for individuals. Oberlin College provides the UPS service only as a convenience to the College community. 9. AShipping Record MUST be completed for all shipments. The following Conditions of Shipment statement is printed at the bottom of the Shipping Record Form and MUST be adherred to: READ BELOW - IMPORTANT CONDITIONS OF SHIPMENT By submission of this form shipper certifies that the contents of this shipment may be legally shipped and are not hazardous materials or firearms of any type (including handguns). Unless a greater value is declared in writing on this receipt the shipper hereby declares the released value of each package or article not enclosed in a package covered by this receipt to be as follows: $100 for each package or article. The shipper agrees that tariff provisions upon which parcel rates assessed hereon are based shall apply for all deliveries

Purchasing and Auxiliary Services Users Guide 19 tendered during the same calendar week. Claim for loss or damage must be made within 9 months from the date of this receipt. A claim not made within the time limit specified is deemed waived. Only prepaid shipments are accepted, NO C.O.D’s. We accept no responsibility for shipping or receiving packages for individuals. Oberlin College provides the UPS service and other freight service only as a convenience to the college community. An administrative fee of $1.00 per parcel is charged on all parcels to cover Oberlin College’s cost in adiministering the program. We will not ship anything with a declared value of $1,000 or more. This receipt must be returned if you wish to make a damage or loss shipment claim. Should you have any questions regarding freight line shipping, contact the Stockroom. Arranging for Facility Modifications Requests for any facility modification or remodeling of College facilities must be approved by Facilities Operations. Facilities Operations/Planning has responsibility for initiating and coordinating all construction and renovation projects including the use of Architectural/Engineering services and the development of work specifications. The Purchasing Department is responsible for ordering the materials specified by Facilities Operations/Planning to carry out the modification or remodeling. For further information on facility modifications, contact Facilities Operations/Planning or the Director of Purchasing. Facilities Operations Funding Guidelines Facilities Operations maintains existing College facilities, including repairs and maintenance of building structures, and necessary repairs or replacement of furniture and equipment that are part of the regular complement of general purpose furniture and equipment for the building. This also includes such things as re-painting offices and classrooms, replacing carpet, and replacing or repairing furniture. Facilities Operations’ operating expense budget does not cover the cost of specialized departmental equipment, remodeling, structural alterations, or the creation of new facilities. For example, computing, laboratory and telephone equipment, or an office FAX machine must be paid for from the appropriate equipment fund (either departmental or divisional). Remodeling, renovation, or creation of facilities to meet new program needs or improve the quality of existing programs will normally be funded by the College’s capital expenditure budget, discussed more fully on the following page. All purchases of equipment, whether covered by departmental, divisional or Facilities Operations’ funds, should be coordinated with the Director of Purchasing in order to assure compatibility with purchasing policies and to provide necessary accounting information. Facilities Operations should also be consulted prior to making an equipment purchase decision if such equipment will have an impact on electrical, plumbing, or HVAC (heating, ventilating & air conditioning) systems.

20 Purchasing and Auxiliary Services Users Guide Capital Expenditure Budget The College’s routine capital expenditure budget is funded by annual allocations to divisional capital equipment accounts. Major renovation and construction projects are normally beyond the capacity of such funds and must typically be financed by debt or gifts. Approval of the annual capital expenditure budget usually occurs in late winter or early spring of the preceding year. Requests for capital projects are reviewed in light of available capital funds and institutional priorities. The list of projects is produced by the Vice President of Finance’s Staff, reviewed by the President’s Senior Staff, and ultimately approved by the Board of Trustees. From time to time new priorities arise during the course of the year which may require modifications to the approved budget. In reviewing capital spending requests, priority is normally given to those projects which correct safety hazards (e.g., replacing unsafe electrical wiring, upgrading campus lighting, or installing more effective fire alarm systems); replace inoperative facilities or equipment that are necessary to maintain operations (e.g., a ruptured section of steam line, essential food preparation equipment in a College dining hall or a badly leaking roof); reduce operating costs (e.g. energy conservation measures, electrical co-generation equipment); or enhance the attractiveness of Oberlin to students (e.g., facilities to support new or improved educational programs, refurbishing dormitory rooms and lounges, or improving the appearance of campus grounds). Please keep in mind that many capital expenditure projects require a long lead time for design, procurement, and installation. In addition, work schedules have to be set to avoid conflict with ongoing programs and events. In addition, once the capital budget has been established for the year, it is highly unlikely that any new request can be accommodated unless it is of an emergency nature or of critical importance to the institution.

Purchasing and Auxiliary Services Users Guide 21 Important Phone Numbers The following extension numbers may be helpful for you to keep on hand when working with Purchasing:  Purchasing & Auxiliary Services Office:...... x8440  Campus Security:...... x8444  Computer Store:...... x8628  Controller’s Office: ...... x8428  Facilities Operations ...... x8445 • Facilities Planning...... x8422  Printing Services: ...... x8423  Stockroom: ...... x8421 • Telephone Office...... x8178

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