1 / 25

Contracts and Procurement Services

Contracts and Procurement Services. Open Forum March 12, 2008. Topics of the Day. Purchasing Procedures related to Events Travel with John from Accounts Payable Furniture Accessibility Guidelines Other Important Quick Tips Accessible Software and Equipment

malia
Download Presentation

Contracts and Procurement Services

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Contracts and Procurement Services Open Forum March 12, 2008

  2. Topics of the Day • Purchasing Procedures related to Events • Travel with John from Accounts Payable • Furniture Accessibility Guidelines • Other Important Quick Tips • Accessible Software and Equipment • Meet our Office Max Representative • “FOR OFFICIAL USE” P-Card stickers • LEEDS Certification • Purchasing Quick Tips

  3. Event Planning • Event Planning Guidelines brochure - Definition of an Event - Contracting - Risk Management & Insurance

  4. Bus Contracts • Regardless of value, CPS must handle requests, quotes, and awarded orders. • Department staff must not contact the bus companies directly for quotes. • Request for Quote form available on campus contracts page of CPS website. • Allow adequate planning time. • Pay the invoice afterwards!

  5. Cancellation Charges • Buses - Cancellation less than 30 days = 30% of total trip cost charge. • Hotels - Mark your calendars to manage your event • Catering contracts cancelled less than 30 days = 100% charges - Room Blocks Agreements use a Percentage Scale 90 days = 25% 60-90 days = 40% 30-60 days = 60% 4-30 days = 80% 72 hrs or less= 100%

  6. Travel Made Easy“Travel John”John Sullivan X6-1717 Travel web page Financehelp.calpoly.edu

  7. 1A Travel Request Before your trip you must fill out a 1A travel form with… • Name • Employee ID • Dates • Times • Purpose of trip • Funding source • Advance needed and date needed • Travelers signature • Approval signature

  8. 262 Travel Expense Claim After you trip you must fill out a 262 Form that includes… • Header info • Date and time • Purpose of trip • Vehicle license • Hotel • Per diem • Airline • Rental car charges • USE MOST CURRENT FORMS

  9. 261 Authorization to Use Privately Owned Vehicles • Filled out yearly and keep in your department for insurance purposes.

  10. 236 Hotel/Motel Tax Waiver Form • Hotel/Motel Transient Occupancy Tax Waiver Form • Some Hotels also provide State or Government Rates • You will need to show them your Cal Poly I.D.

  11. Airline Tips • State Airfares • Are for Official State Business Only • Official State travel Agencies • Giselle’s Travel can be reached at (800) 523-0100 or https://www.globaltrav.com/ • Provide chart field string • Charges are billed directly to Cal Poly

  12. Local State Airfares YCAL – Unrestricted VCAL – Restricted

  13. Rental Car Info • State contracted companies • ENTERPRISE RENT A CAR • VANGUARD CAR RENTAL USA ALAMO / NATIONAL Please use the Rental Car Form on the Website Financehelp.calpoly.edu

  14. Travel FAQ • NEVER USE WHITE OUT • Checks • Advances are at the Cashiers Desk for pick up • Reimbursements are mailed to the department address • If you have to return cash, Checks Only • All Signature Must Be Filled In • Tape All Receipts

  15. Meet Our Office Max Representative • Kimberly Pearson Worked with Office Max for over 13 years Rep for CSU Monterey and Cal Poly, SLO Kimberly’s Contact Information Phone (510) 861-6859 Email - KimberlyPearson@officemax.com

  16. Furniture Accessibility Cal Poly’s guidelines on accessibility compliance Handout #1 - Memo, dated 1/28/2008 (Office buildings, personal, and public service facilities) Mike Hogan, Cal Poly Building Inspector, 6-7227

  17. Reception Area

  18. Office Floor Plan A

  19. Office Floor Plan B

  20. Procurement Process for Software & Equipment Accessibility • Software Acquisition -http://www.afd.calpoly.edu/purchasing/Whats%20New.htm • Equipment Acquisition • Accessibility Evaluation Time: 2-4 weeks • Involve Us Early • Other helpful Websites -http://security.calpoly.edu/policies/std_guideline_practice.html http://www.calstate.edu/Accessibility/EIT_Procurement/VPAT_Guide.html

  21. “FOR OFFICIAL USE ONLY”P-Card Stickers • All P-Cards should now have the “FOR OFFICIAL USE ONLY” sticker adhered to the front of the card. • A memo went out to all approving officials regarding this added security measure. Place sticker here FOR OFFICIAL USE ONLY

  22. LEEDS Certification • Leadership in Energy and Environmental Design • Green Building Rating System from the US Green Building Council • and the CSU EO 987 directing us to strive for Silver standard Faculty Offices East is pursuing certification in June’08 Categories requiring pre-certification where we can make the most impact: - Sustainable Purchasing - ongoing consumables - durable goods

  23. Purchasing Quick Tips • We will be sending out a draft of a “Purchasing Quick Tips Brochure” • They should be available for your review and input by May. • After final proofreading, it should be available for distribution to your departments by August.

  24. The End! Please follow us out to the Performing Arts Center to see the newest Bus from American Star Tours…

More Related