Transcript Purchasing - Texas A&M University–Central Texas

Kristine Hughes
Procurement & Inventory Coordinator
Warrior Hall 425G
Where to find info?
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 www.tamuct.edu/purchasing
 [email protected]
 Ext. 5477 *If I don’t answer send an email!
 Mon-Thurs 7:30-5:30
Fri 8-12
 What I do: purchasing, P-cards, Inventory, HUB
coordinator, food trucks
Do we need to buy this?
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 Is there a need?
 Is it cost effective to make this purchase?
 Do we have this item in storage or surplus?
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Desks
Tables
Bookshelves
Computer parts-IT
 Is this purchase allowed?
Special Items - IT
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 Computers, printers, software, and encrypted drives
must be approved by IT.
 Cameras and TVs over $500
 Items such as wireless keyboards and mice can be
purchased without approval.
Special Items - Marketing
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 Advertising, printing, and promotional items
(tumblers, pens, etc.)-Minimum 2 weeks notice
 Anything using the logo must go through Public
Engagement & Brand Strategy
 Assistance: catering, rentals (tablecloths & tables),
reserving classrooms, conference rooms, and lecture
halls
Special Items – Misc.
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 Food orders must follow policy and be accompanied
by a food purchase justification form, NO alcohol
 Memberships must follow policy and be
accompanied by an Individual Membership form
Where should you buy from?
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 Always check a HUB first! In accordance with 34
TAC §20.13 we are required by law to make a “Good
Faith Effort” to purchase from certified HUBs.
 A state contracted vendor (DIR or TXMAS)
 A vendor that is not on hold with the state (check
canopy, ask me, or A/P)
 Be competitive and find the best value!
Search a vendor on Canopy
What is a HUB?
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 Historically Underutilized Businesses are small
businesses 51% owned by Asian Pacific
Americans(AS), Black Americans (BL), Hispanic
Americans (HI), Native Americans (AI), American
Women (WO), and Disabled Veterans.
 A list is provided on the purchasing webpage
 The vendor must be certified not just qualify! If they
have questions about becoming a HUB I am happy
to give them information
Search for HUBs
Search by name
We are in
District 9
https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp
Purchase Order or P-card
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 P-card has a transaction limit of $5,000
 Purchase Orders should be used for contracts,
contract renewals, services, and assets
 P-cards cannot be used to purchase a controlled asset
(things we inventory)
 A PO will create an encumbrance on your account,
which is visible in Canopy as an Open Commitment
 A PO is a great way to plan ahead and make sure the
funds are there when you need them
If a P-card is used
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 Try to use a HUB!
 Keep a paper copy of every receipt and email
 If items are shipped, keep packing slips and record
the received date
 Respect the cardholder!
 No Sales TAX!! Unless eating IN a restaurant.
Bids
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 Up to $10,000 – No bids required
 $10,000 to $25,000 – Informal or formal bids
 $25,000 and over – formal bids only
 You may not break purchases down into smaller
amounts to stay under delegated purchase amounts
To request a PO
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 Obtain a quote from the vendor, invoice only if renewal
 Fill out a Requisition form
 Include a good description of the item(s) and a vendor contact
(name, phone, email), every account being used
 Account holder approves and signs, as well as any signatures
required
 Deliver requisition, quote, and backup documentation to
Shaena Cannon in WH425
 If this is a new vendor you will need a W-9 from them (check
Canopy)
 The PO can be requested well in advance, do not wait until the
payment is due
 You will not get back what you turn in so keep a copy
Account splits
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 The PO can be divided into several accounts by
percentage or by amount
 Each account must have approval from a signing
authority
 The PO can be divided over several years. A 3 year
contract can be done on one PO. Otherwise you must
remember to request a new PO each year.
 You can pay more than one invoice with one PO.
You cannot use more than one PO to pay one
invoice.
PO Process
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 After there are 2 signatures from Accounting I will
receive the packet
 I create the PO
 If the PO is under $5,000 I will sign, if it is over
$5,000 it will be signed by TAMU. This can take a
little longer. Not usually more than a couple days at
the most.
 Once the PO is closed it will be visible in Canopy
After the PO is created
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 The Vendor copy of the PO
• should be sent to the vendor by me, TAMU, or the
department contact to initiate the order
 Department keeps the department copy for records
 Department requests an invoice from the vendor
with the PO# referenced
 That invoice is then used to request payment from
Accounts Payable with a Voucher Prep form
 You must reference the PO# on the Voucher Prep
form!
You are responsible
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 For paying the invoice!
 Monitor your open commitments on Canopy
 If you decide to cancel the items or service you must
tell me so that I can complete the PO. Otherwise that
amount will stay encumbered and you will not be
able to use that money.
 At the end of the fiscal year make sure to check that
you do not still have funds encumbered in a PO or it
will roll over to the next fiscal year.
Open Commitments (Open POs)
Controlled Assets
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 These are items that we inventory and require an
asset tag (barcode) and are entered into FAMIS
 Examples:
• Cameras $500 – 4,999.99
• TV/VCR/DVD/Camcorder $500 – 4,999.99
• Tablets/IPads $500 – 4,999.99
Assets
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 When the asset is received you must record and send to
inventory:
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PO#
Description
Cost
Manufacturer
Serial Number
Model Number
Acquisition Date (received)
Department Code
Building Number (FH=1, WH=4)
Room Number
Other Information (Name of the user)
Questions?
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