Division of Business and Finance Training Guide Procurement and Materials Management, Accounts Payable, Central Motor Fleet, and Travel ELIZABETH CITY STATE UNIVERSITY Division of Business & Finance Training Guide I N D E X I. Procurement & Materials Management III. Motor Pool & Travel Information A General Overview 3 General Information 56 Purchasing Procedures and Unauthorized Purchases 5 Vehicle Selection and Usage 57 Preparing Requisitions 07 Gas Cards 62 How to Access State Term Contracts 19 Car Pooling, Rates and Billing 63 Quotes, Bids & Benchmarks 10 Travel Rates 64 Standing Purchase Orders 12 Vehicle Request Forms 65 Consultant Service Contracts 13 Vehicle Return 66 Central Receiving Office 17 Vehicle Cancellation 67 Fixed Assets Office 20 Overnight Trips 68 Surplus Property Unit 21 Travel Authorization 69 ECSU Credit Cards 23 Subsidiary Ledger Object Codes 70 Risk Management Office 31 Subsistence Rates 71 Frequently Asked Questions 33 Travel Advance Policies 72 II. Accounts Payable Functions of the Accounts Payable Office 38 Accounts Payable Tidbits 39 Check Printing Schedule 41 Staff Directory 43 Frequently Asked Questions and Answers 44 How Can I Find Out If A Check Has Been Written? 53 1 I. Procurement & Materials Management 2 A General Overview The Office of Procurement & Materials ‐ Risk Management Management is a unit within the Division of Business & Finance. Responsibilities of the The department must follow guidelines set department include: forth by the: ‐ acquisition of all supplies, equipment, and services rendered to the University; ‐ North Carolina Division of Purchase & ‐ Contract Administration for contractual Contract; services under $1500 (for services over ‐ North Carolina State Property Agency; $1500, contact the University Attorney at ‐ North Carolina Department of Insurance; ext. 3596); ‐ North Carolina State Auditor’s Office; ‐ management of Fixed Assets and ‐ North Carolina Office of Waste Surplus Property inventories; Reduction; ‐ Rental Property; and all applicable University policies and procedures. ‐ management of Central Receiving and Surplus Property operations; 3 A General Overview continued It is the mission of Procurement & This manual is provided as an official Materials Management to provide guide to all departments, schools, goods and services for the faculty and divisions, offices and other staff of Elizabeth City State University organizational entities of ECSU. It (ECSU) in an efficient manner. should be utilized for Procurement, Accounts Payable, and Travel. These goods and services are procured within the statues of the State of North Carolina as well as the policies and __________________________________ procedures established by Elizabeth City State University. __________________________________ __________________________________ __________________________________ 4 Purchasing Procedures and Unauthorized Purchases Elizabeth City State University The unauthorized purchase is between Purchasing Procedures the faculty/staff member and the vendor. The University’s procedures for the purchase of goods and services is the The faculty/staff member is subject to issuance of a purchase order. The disciplinary action if he/she has Purchasing Office processes the misrepresented the University by purchase order upon receipt of an committing funds without prior approved requisition from a approval. department. The purchase order serves as the official contract between the University and the vendor. _____________________________________ _____________________________________ If this procedure is not followed, the purchase is considered personal and _____________________________________ the individual who placed the order will be held personally responsible for the amount of the purchase. This _____________________________________ is considered an unauthorized purchase. 5 6 Preparing a Requisition A requisition is a form used to purchase office supplies, furniture, equipment and services from a vendor. Requisitions can be purchased in Central Stores. The first step to place an order is to complete a requisition. All requisitions must include: • Vendor Name ________________________________ • Address ________________________________ • Telephone Number ________________________________ • Federal Tax ID Number ________________________________ • Commodity Code (if Term Contract item) ________________________________ • Complete description of each item ________________________________ • Requisitioner must sign ________________________________ • Department Head or Supervisor, Principle Investigator (if applicable) and Account Custodian must approve the requisition. Please Note: Requisitions must be If you have a quote, please attach a typed –there is no template on the copy to the requisition. website. 7 8 How to Access State Term Contracts State Term Contracts is a binding • Enter State Term Contracts web agreement between the purchaser and address: vendor to purchase different http://www.doa.state.nc.us/PandC/. commodities (supplies, equipment, furniture, fuel oil, gas, etc.) under • Click Keyword Listing under State stipulated terms and conditions set forth Term Contracts. by the Division of Purchase and • Click on the letter of the item needed. Contract. Purchasing from a state contract vendor If questions concerning the Purchase guarantees savings, quality, and easy & Contract website, please call the replacement of damaged goods. Purchasing Staff at ext. 3254. The University is not allowed to deviate • Do not call Purchase & Contract from term contracts based on cost. In directly. some situations where the item does not have the specific features required, a justification to purchase outside term contract may be submitted to the Purchasing Office to be forwarded to the Division of Purchase and Contract. 9 Quotes, Bids & Benchmarks All University departments are encouraged to seek competitive pricing when procuring goods and services. Quotes: • Up to $4,999 ‐Quotes must have the vendor’s ‐ Quotes are not required. Name, telephone number, contact person, quantity, complete • $5,000 up to $9,999 description, and pricing including ‐ Quotes are required; freight and/or transportation cost. ‐ Quotes may be submitted by telephone, fax, or written _________________________________ ‐ Quotes must be submitted with the requisition; _________________________________ ‐ Minimum of three quotes required. 10 Quotes, Bids & Benchmarks (continued) Bids Benchmarks • $10,000 up to $99,999 $100,000 is the University’s benchmark ‐ Informal bids required; • $100,000 and above ‐ Department must provide detailed ‐ Formal bids required; specifications and list of prospective ‐ Departments must provide detailed vendors. specifications; and a list of Purchasing will review the prospective vendors. specifications. If specifications are in ‐ Purchasing will submit the requisition order, Purchasing Staff will post on to Division of Purchase and Contract the internet for public bid (IPS – for public bid; Interactive Purchasing System). ‐ Normally takes 30 –45 days. _________________________________ Caution: Orders cannot be split to avoid the bid process. ECSU cannot purchase _________________________________ supplies, furniture, equipment or services covered by term contract from other sources. 11 Standing Purchase Orders __________________________________________________ Standing Purchase Orders are requested for services and/or repairs __________________________________________ that occur on a regular basis. _________________________________________ (i.e., Copier, books, gasoline, fuel oil, minor repairs, propone gas, etc.) __________________________________________ Benefits ‐‐ Reduces paperwork ___________________________________________ ___________________________________________ ___________________________________________ 12 Consultant Service Policy State agencies shall acquire consultant ___________________________________________ services only when such a contract is determined to be in the interest of the ___________________________________________ state agency requesting the services. ___________________________________________ Competition shall be sought whenever ___________________________________________ practical as determined by Purchase & Contract. ___________________________________________ No agency subject to the provisions of ___________________________________________ these rules may contract for service of ___________________________________________ a consultant without the approval of Purchase and Contract. ___________________________________________ ___________________________________________ 13 Consultant Service (continued) Request for Authority to Contract Consultants The University must submit to the Division of Purchase and Contract a written justification. The justification Examples: shall at a minimum explain: ¾ Foundation Audits ¾ Evaluate Educational Programs 9 What services the agency desires to ¾ secure; Marketing Strategy 9 Why the work to be performed by the _______________________________________ consultant cannot be accomplished by the employees of the requesting agency; _______________________________________ 9 How the work to be performed relates to the proper function of the agency; _______________________________________ 9 What benefits the agency expects to receive from the consultant services; _______________________________________ 9 What the agency estimates to be the cost of the service. 14 Central Receiving Office Central Receiving is responsible for receiving, checking,