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FM Procurement Procedure Revised January 2018

PURPOSE

To ensure that Facilities Management follows sound business practices in the acquisition of goods and services, all procurement and payment activities are to meet the following objectives:

1. Maintain mandated, economical, competitive and ethical purchasing practices.
2. Ensure timely and efficient supply of goods and services.
3. Compile complete documentation regarding all procurement and payment activities.
4. Aligning costs with appropriate cost centers
5. Maintain a qualified, reliable and competitive database of vendors.
6. Present a uniform purchasing and tendering policy to the University and business communities.
7. Ensure that all purchasing decisions are based on the best value to the University as determined by weighing relevant factors such as compliance with specifications, quality, cost, service, delivery, safety, and technical capability.

P-Cards

Any requests for a P-Card, travel card etc. must go through the Work Center Manager to process.

It is the responsibility of the P-Card holder to review all related policies. This document contains guidelines and does not contain an inclusive list of the links to policy.

P-cards to be used for travel, emergency situations and items not available in BobcatBuy. The University policy for Purchasing Cards can be found here: https://www.ohio.edu/policy/55-074.html

There are additional policies within this main policy for review. Be mindful to inform the merchant we are tax exempt.

Instructions for purchasing equipment with a cost greater than $5000. https://www.ohio.edu/finance/accounting/buying-capital-equipment-on-a-pcard Do not sign any contracts on behalf of Ohio University.

Travel:

Employees without a P-Card can obtain a travel card. Travel card applications can be obtained from the Accounting Support Senior Specialist at least two months prior to the travel date. Travel cards will have a start date and an expiration date.

Altour Travel Agency can assist with travel and hotel reservations.

Itemized receipts are required and must be turned in to the Accounting Support Senior Specialist upon the traveler’s return.

Parking and Transportation provides shuttle service to and from the airport if you choose not to drive your personal vehicle.

• If driving to a business event, Parking & Transportation can rent vehicles if you choose not to drive your personal vehicle.
• Refer to Transportation Services website for additional information
  • https://www.ohio.edu/transportation/

P-Card purchase guidelines

Any P-Card purchase must be approved by an Asst. Director, Assoc. Director, Director or Procurement Supervisor. The Resource Center employees may be able to get better pricing than the vendor who is not in the Procurement system. The Resource Center employees are the exception to this rule.

After hours and emergency situations:

Managers may spend up to $500 without a Director’s approval in an emergency situation. Work orders must be created for any and all purchases. The use of a shop stock work order must be approved by Asst. Director, Assoc. Director, Director or AVP.

• Approval for purchases must be obtained prior to purchase.
• Procurement supervisor and Accounting Support Senior Specialist have been instructed to follow- up with Asst. Director, Assoc. Director, Director or AVP.

Concur

All Concur reports will be compiled by the Accounting Support Senior Specialist. Receipts are to be delivered to USC 108 the same day as the purchase or upon return from traveling. All receipts must have an associated work order (except for travel).

A travel itinerary, conference or training information flyer must be given to the Accounting Support Senior Specialist before a Purchase Order can be created. Do not use a P-Card for any conference registrations or travel accommodations without an Assoc. Director, Director or AVP’s approval.

Conference information must contain how many meals will be covered by the conference.

• https://www.ohio.edu/policy/41-121.html

Monthly P-Card reports are reviewed by the AVP for Facilities Management and all Directors of Facilities Management.

Continued misuse may be subject to disciplinary process.

Tools (revised January 2018)

Tools < $500 must be ordered and approved by a Manager. Tools > $500 and < $1500 must be approved by an Asst. Director, Tools > $1500 must be approved by Assoc. Director, Director or AVP’s

• All trades will have a yearly tool purchasing work order.
  • Tool information, price and technician name will be entered on the “other” tab with the cost.
  • To replace a tool, the old tool must be returned as trade-in.
  • Manager must email Procurement Supervisor with their approval to hand out tools

Clothing (non-uniform items)

Clothing purchases must be approved by Assoc. Director, Director or AVP’s.

• All trades will have a yearly clothing work order.
  • Clothing information, price and technician name will be entered on the “other” tab with the cost.
• A Manager must be present and must sign the receipt at the vendor when purchasing clothing.

Local Vendors

P-Cards will not be used at local vendors where accounts have been established. FM has an account with the following local vendor’s:

The following vendors are in Bobcat Buy and will send a quote to fmprocurement. Vendor must write your name and work order number on the paperwork. (Do not use a shop stock work order unless the purchase falls into the proper guidelines of using a shop stock work order.) Proper approvals are required if applicable.

The following vendors will give you an Invoice. You must write your name and the work order number on the Invoice to use as a reference number. (Do not use a shop stock work order unless the purchase falls into the proper guidelines of using a shop stock work order.) Proper approvals are required if applicable.

All Invoices must be turned into the Procurement Supervisor or placed in the bin on the door the same day the purchase was made.

1. OHIO id must be shown to purchase an item. All vendors will ask for the employee identification and work order number.

1. The work order given cannot be a shop stock work order number
2. The person purchasing the item(s) must sign their name – not someone else’s.
3. Receipt/weigh slip must be given to Procurement Supervisor the same day with the applicable work order number.
   1. Resource Center staff will post the items on the work order.
4. Resource Center staff receives the invoice from the local vendor and processes for payment.

Bobcat Buy

All blanket PO’s must have prior approval by Assoc. Director, Director or AVP.

If a vendor needs added in BCB it could take 7-14 days. Please plan accordingly.

Bobcat Buy (material purchases)

1. Manager obtains quote for materials and parts.
   1. Manager can approve purchases for a work order up to $1499.00 without additional approval. Purchases > $1499 must have approval from Asst. Director, Assoc. Director, Director or AVP.
   2. Quotes > $1499.00
      1. Asst. Director, Assoc. Director, Director or AVP must approve purchase by either signing the quote or approving via email.
2. Final approval Quote sent fmprocurement@ohio.edu. – not Pat, not Tony
3. All requests for materials or parts must have a work order prior to entering a requisition in Bobcat Buy.
   1. The use of a shop stock work order must be approved by Asst. Director, Assoc. Director, Director or AVP. Resource Center staff or Accounting Support Senior Specialist will question items placed on shop stock work order if warranted and will not place an order until an appropriate work order is provided.
      1. Equipment should not be on a shop stock work order unless it is a spare to keep on hand.
      2. (TBD) All spares should be ordered through the Resource Center and kept in the Resource Center.
4. Requisition/PO will contain work order number in XXXXX (TBD) field.
   1. Cart name, description verbiage TBD
   2. Product description TBD
      1. Catalog vs non-catalog process
5. Resource Center will post the cost to the work order.
6. Bulk orders i.e. seed, mulch, topsoil, fertilizer, salt, sand, puremelt
   1. Bulk items will go on shop stock work orders and dispersed among the applicable work orders across all applicable shops by the Managers via log sheets/iPads.
   2. Bulk material pricing can be found on shop stock work orders. (If the material was not purchased for a specific job/work order)
7. Small Contracts may be an option for purchase. See small contract process.

BCB (Service PO’s)