Purchasing for extension policies and procedures
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Purchasing for Extension Policies and Procedures. Patty Gropp, C.P.M. Washington State University Purchasing Services. Pullman, Washington October 28, 2004.

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Purchasing for Extension Policies and Procedures

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Purchasing for extension policies and procedures

Purchasing for ExtensionPolicies and Procedures

Patty Gropp, C.P.M.

Washington State University

Purchasing Services

Pullman, Washington October 28, 2004


Purchasing for extension policies and procedures

Extension engages people, organizations and communities to advance knowledge, economic well-being and quality of life byfostering inquiry, learning, and the application of research.


Purchasing for extension policies and procedures

Purchasing Services conducts and facilitates procurement in the best interest of the University, and in accordance with Washington’s laws that govern procurement and the WSU business policies and procedures.


Purchasing for extension policies and procedures

Processes

For Outcomes


Purchasing for extension policies and procedures

State of Washington law governs procurement activities of Washington State University.Revised Code of WashingtonandWashington Administrative Code


Purchasing for extension policies and procedures

State of Washington law governs procurement activities of Washington State University.Revised Code of WashingtonandWashington Administrative Code


Washington law governing procurement activities is concerned with issues such as

Washington law governing procurement activities is concerned with issues such as:

  • Ethical conduct of employees

  • Access to business opportunities

  • Stewardship of State resources

  • Public access to records


Rcw 42 52 ethics in public service act

RCW 42.52 Ethics in Public Service Act

http://www.wa.gov/ethics/home.html

This law contains state requirements concerning:

  • use of state resources

  • confidential information

  • gifts

  • conflicts of interest

  • special privileges

  • outside compensation


Purchasing for extension policies and procedures

State Employees Seeking to Contract with Their Own or Another State AgencyAs a state employee, you are not prohibited from receiving compensation or anything of economic value under a contract or grant outside of your official duties for another state agency or with your own state agency if you meet the following conditions:


Purchasing for extension policies and procedures

  • The contract or grant is legitimate and actually performed;

  • The performance of the contract or grant is not within your official duties, under your supervision, or was created by you in an official capacity;

  • The contract or grant is not performed for nor compensated by a person from who you would not be able to receive a gift; and,


Purchasing for extension policies and procedures

  • The contract or grant would not require the disclosure of confidential or nonpublic information.

  • The contract or grant must be awarded through an open and competitive bidding process and more than one bid or grant application must be received; or,


Purchasing for extension policies and procedures

  • If only one bid or grant application is received, or the process for awarding the contract or issuing the grant was not open and competitive, seek the advice and approval of the Executive Ethics Board to determine whether the contract or grant could create a conflict of interest. 

GO TO: http://ethics.wa.gov/services.html


Purchasing for extension policies and procedures

  • When seeking the advice and approval of the Ethics Board, provide the following information:

  • A description of your official duties;

  • A statement of the work to be performed under the contract or a copy of the contract;

  • The duration and dollar value of the contract;

  • A statement that no state resources will be used to fulfill the contract; and,

  • A description of how the work will be performed without the use of state resources, including paid state time.

Forward this information to: Executive DirectorPO BOX 40149OLYMPIA, WA 98504-0149


Ethical conduct basic guidelines

Ethical Conduct Basic Guidelines

  • No conflict of interest in transactions

  • No financial interest in transactions

  • No personal benefit from transaction

YOUR BEST OBJECTIVE DECISION FOR WSU


Purchasing for extension policies and procedures

E T H I C S W A R N I N G

Avoid Conflict of Interest in Purchasing Transactions


Purchasing for extension policies and procedures

E T H I C S W A R N I N G

Avoid Financial Gainfrom Purchasing Transactions


Purchasing for extension policies and procedures

E T H I C S W A R N I N G

Do Not Purchase Goods or Services from a WSU Employee


Purchasing for extension policies and procedures

E T H I C S W A R N I N G

Do Not Accept Personal Gifts or Special Privileges from Vendors


Wsu business policies and procedures manual

BPPM

WSU Business Policies and Procedures Manual

BPPM Section 70 http://www.wsu.edu/~forms/HTML/BPPM/70_Purchasing/70.00_Contents.htm


Purchasing for extension policies and procedures

Washington State University

Purchasing Services

Staff Photo

The staff are camera shy!


Purchasing for extension policies and procedures

  • Vickie Arrasmith, Director of Purchasing

  • Patty Gropp, Buyer Supervisor

  • Buyers

  • Pam Berry, Kerry Johnson, John Noble, Yve Wight

  • Purchasing Card Program Administrative Manager

  • vacant

  • Purchasing Card Program Coordinator

  • Henri Piper

  • Receptionist and Office Assistant

  • Luzville Goebel

  • http://www.wsu.edu/purchase/

  • http:


Purchasing for extension policies and procedures

OUR GOALS

adding value to business transactions

lawful transactions

quality products and services

competitive prices

timely deliveries


Purchasing services french administration 220

Purchasing ServicesFrench Administration 220


Authority to commit university funds

Authority to CommitUniversity Funds

W A R N I N G:

Personal Liability


Administrative policies authority to commit funds

Administrative PoliciesAuthority to Commit Funds

Do not commit the University to a purchase without the delegated authority of a p-card transaction, K-order, F-Order, blanket order no. or special prior approval from a buyer.


Authority to commit funds

Authority to Commit Funds

Authority presumes knowledge of policies and procedures.

Policy violations require written explanation.

Educational memo may be sent to your Dean or Chair and the Internal Auditor.


Authority to sign contracts on behalf of the university

Authority to Sign Contracts on Behalf of the University

W A R N I N G

Do you have a letter of delegation from President Rawlins?


Spending thresholds

Spending Thresholds

  • $1 to $2500 departments may buy without competition, department order, blanket order or p-card.

  • Without competition = direct buy

  • $2500 must include tax & shipping.


Spending thresholds1

Spending Thresholds

  • $2501 to $42,300, buyers obtain competitive quotes or bids from 3 or more sources.

  • Buyers issue purchase orders or blanket orders.


Spending thresholds2

Spending Thresholds

  • At $42,300 state law mandates formal sealed bid procedures conducted by Purchasing Services.

  • Advertising is required.

  • Buyers issue purchase orders, blanket orders or contracts.


Sole source procurement

Sole Source Procurement

State law allows a few exceptions to the requirement for competitive quotations or bid process:

Special Features

Special Conditions

Special Services or Facilities


Purchasing tools

Purchasing Tools

Department Order


Bppm 70 07 department order policies and procedures

BPPM 70.07 Department Order Policies and Procedures


Purchasing for extension policies and procedures

DEPARTMENT ORDER


Department order

Department Order

  • Up to $2500 with tax & shipping included

  • Printed in department

  • Sent to vendor by department


Purchasing tools1

Purchasing Tools

Blanket Order


Bppm 70 19 blanket order policies and procedures

BPPM 70.19 Blanket Order Policies and Procedures


Blanket orders

Blanket Orders

  • Purchasing Services authorizes a vendor to provide a WSU department with goods or services for a specified period of time with a Blanket Order.

  • Vendor gets one copy of the Blanket Order, and only verbal orders from department to ship goods against that order number.


Blanket orders1

Blanket Orders

  • One blanket order covers many low value purchases.

  • Department may call in orders.

  • Department may pick up orders.

  • No hard copy or encumbrance.

  • Invoices require manual coding and authorized signature.

  • Limitedusage.


Invoices

Invoices

  • The bill for goods or services provided by an outside vendor

  • Vendor’s name and address(REMIT TO)

  • Addressed to WSU (BILL TO)

  • Description of goods and charges

  • Payment terms


Purchasing for extension policies and procedures

INVOICE


Invoice voucher

Invoice Voucher

Departments prepare this form when the vendor cannot invoice, for example:

  • the vendor is a private individual

  • personal reimbursement

    Must have original signatures


Purchasing for extension policies and procedures

INVOICE VOUCHER

add title


Interdepartmental requisition and invoice

Interdepartmental Requisition and Invoice

To purchase goods or services from another WSU department,

the internal form to use is the “IRI”.


Purchasing for extension policies and procedures

INTERDEPARTMENTAL

REQUISITION

AND INVOICE


Purchasing tools2

Purchasing Tools

Departmental Requisition


Bppm 70 10 departmental requisition policies and procedures

BPPM 70.10 Departmental Requisition Policies and Procedures


Departmental requisition

Departmental Requisition

  • Prepared by department

  • Tells what is needed, quantity, estimated cost, suggested vendor(s)

  • May attach quote, specifications, other documentation

  • Sent to Purchasing for action


Product specifications

Product Specifications

  • Clear and orderly specifications

  • Please proof read carefully

  • Basic qualities and openness to “equals” or alternates

  • Catalog pages or descriptive literature can be attached, but are not specifications for a bid.


Competitive quotes bids

Competitive Quotes & Bids

  • $2500 and over.

  • At least three sources solicited.

  • 5 to 10 days allowed for response.

  • Offers reviewed by end user.

  • Buyer approves end user’s review.

  • Buyer issues purchase order.


Purchasing for extension policies and procedures

BID DOCUMENT


Review of bids

Review of Bids

  • Follow all instructions on Bid Transmittal Sheet

  • May query bidder about specifications only

  • Never discuss quoted price or negotiate

  • Never write on bids; may copy

  • Return all documents to Purchasing


Bid transmittal sheet

BID TRANSMITTAL SHEET


Bppm 70 10 purchase order policies and procedures

BPPM 70.10 Purchase OrderPolicies and Procedures


Purchasing for extension policies and procedures

PURCHASE ORDER


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