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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

Purchasing for ExtensionPolicies and Procedures

Patty Gropp, C.P.M.

Washington State University

Purchasing Services

Pullman, Washington October 28, 2004

slide2

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

slide3

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.

slide4

Processes

For Outcomes

slide5

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

slide6

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
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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:
slide10
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,
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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,
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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

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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

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

Avoid Conflict of Interest in Purchasing Transactions

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

Avoid Financial Gainfrom Purchasing Transactions

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

Do Not Purchase Goods or Services from a WSU Employee

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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

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Washington State University

Purchasing Services

Staff Photo

The staff are camera shy!

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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:
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OUR GOALS

adding value to business transactions

lawful transactions

quality products and services

competitive prices

timely deliveries

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

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

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
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

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”.

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INTERDEPARTMENTAL

REQUISITION

AND INVOICE

purchasing tools2
Purchasing Tools

Departmental Requisition

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.
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
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