Transcript Procurement Training - Salt Lake City School District

Purchasing Revised F-2:
Administrative
Procedures Updates
Joe Bryant– Purchasing Supervisor
F-2 Administrative Procedures can
be found on the District Website
• http://www.slcschools.org/policies/documents/F2AdministrativeProcedures.pdf
Definitions
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“Department”
• District Purchasing Department employee(s).
“Authorized Employee”
• District employees who have been given authority by their
administrator, director, or supervisor to make small purchases
ranging from $0 - $5,000 with the applicable competitive quote
process.
“Designated Employee”:
• Authorized district employee(s) that have been given
WRITTEN authority by the DEPARTMENT to request
competitive quotes or bid over $5,000 and up to $49,999
Small Purchases
Thresholds for Single Procurement Item(s) under $1,000:
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Single item Procurement Threshold = $1,000
Authorized employees DO NOT need competitive quotes if:
a transaction is less than $1,000; or
a transaction is less than $5,000 and any single item within that
transaction or the cumulative total for each like item is less than
$1,000.
63G-6a-408, R33-3
Compliant to Procedure
Item
quantity
amount
extended total
Tooth Brushes
100
$
3.00
$
300.00
Printing Paper
30
$
15.00
$
450.00
Calculators
5
$
25.00
$
125.00
Basketball Standard
3
$ 327.00
$
981.00
Duct Tape
75
$
5.00
$
375.00
Printer
1
$ 555.00
$
555.00
100 ml Volumetric Flask
48
$
8.50
$
408.00
Potted Plants
10
$
39.99
$
399.90
$
3,593.90
Total Purchase
NON-Compliant to procedure
Item
quantity
amount
extended total
Tooth Brushes
100
$
3.00
$
300.00
Printing Paper
30
$
15.00
$
450.00
Calculators
5
$
25.00
$
125.00
Football Helmets
10
$ 129.99
$
1,299.90
Duct Tape
75
$
5.00
$
375.00
Printer
1
$ 555.00
$
555.00
100 ml Volumetric Flask
48
$
8.50
$
408.00
Potted Plants
10
$
39.99
$
399.90
60" Flat Screen TV
1
$ 1,029.00
$
1,029.00
$
4,941.80
Total Purchase
NON-Compliant to procedure
Item
quantity
amount
extended total
Tooth Brushes
100
$
3.00
$
300.00
Printing Paper
30
$
15.00
$
450.00
Calculators
5
$
25.00
$
125.00
Basketball Standard
3
$ 327.00
$
981.00
Duct Tape
75
$
5.00
$
375.00
Printer
1
$ 555.00
$
555.00
100 ml Volumetric Flask
48
$
8.50
$
408.00
Potted Plants
10
$
39.99
$
399.90
28" Computer monitors
3
$ 333.33
$
999.99
Basketballs
10
$
39.99
$
399.90
Ink Pens
20
$
4.27
$
85.40
$
5,079.19
Total Purchase
Small Cost Purchases
Single Procurement Item(s) OVER $1,000 and less than $5,000:
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Authorized employees DO need at least two competitive quotes
(obtained over the phone or electronically or written`) if:
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a single item, whether purchased alone or in a cumulative purchase,
is greater than $1,000; or
a transaction is less than $5,000 and the cumulative total for any like
item is greater than $1,000.
Competitive quotes should be documented and maintained in the
purchasing file at the school or requesting department.
An authorized employee may contact the Department for
assistance in obtaining the necessary competitive quotes. A
requisition, accompanied by the competitive quotes, must be
submitted to the Department. Upon approval, the Department
will issue a PO.
Non-awarded quotes must be retained for at least 1 year according
to record retention schedules
63G-6a-408, R33-3
Purchases over $5,000
Single Procurement Item(s) OVER $5,000:
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For purchases over $5,000 and up to $49,999, the Department or
designated employee must obtain at least two written competitive
quotes that include minimum specifications and requirements.
Purchases MUST be made from the responsible vendor offering the
lowest quote that meets the specifications and requirements;
Department may determine the proper procurement process to be
used in this procurement. Call Department if you are unsure of what
type of bid process to use or if you would like the Department to
conduct the procurement process for you.
Non-awarded quotes must be retained for at least 1 year according
to record retention schedules;
63G-6a-408, R33-3
Artificially Dividing a Purchase
Law~
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It is unlawful to intentionally or knowingly divide a procurement into
one or more smaller procurements with the intent to make a purchase.
This includes:
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Making 2 or more separate purchases;
Dividing an invoice/P.O. into 2 or more invoices/P.O.s; OR
Making smaller purchases over a period of time;
If violated~
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Depending on amount of the procurement, the penalty varies from a
class B misdemeanor to a 2nd degree felony and possible termination.
63G-6a-408, 2305, 2306; R33-3-3
On-line Requisition Training
To access the training videos, you need to go to Employees > More…
> under “School Employees”, click on Online System Training > Login
with your computer username and password > Business Plus
Training.
There are currently 7 videos with the following titles:
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BusinessPlus Online Standard Requisition Entry
BusinessPlus Online Blanket Requisition
BusinessPlus Online Attachments
BusinessPlus Online Print Copy of Requisition
BusinessPlus Online Look Up Requisition
BusinessPlus Online Look Up Account
BusinessPlus Online Split Accounts
Year End & New Year PurchasesSpecial Instructions for Processing
We estimate that we will start to open Business Plus for
NEW YEAR purchases on May 4, 2015. Initially we will only
be in new year a couple of days per week and only for 2-3
hour blocks of time. We will keep you posted on dates and
times. As we move forward into late May and early June,
we anticipate that we will be open in new year more often
and for longer periods of time.
Schools and departments are NO longer allowed to submit
PAPER requisitions for new year purchases.
Things to remember for New Year
purchases!
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Date Change: When entering requisitions for the next year you
must first MANUALLY change to date field to read 07/01/15.
Failure to do so will encumber funds in the current year and not
in the 2015-2016 budget year;
Delivery Dates: Please note on your requisition a “deliver
before” (for Current Year purchase) or “deliver after” (for New
Year purchases). Request for critical items must be submitted
in a timely manner. Please consider that vendors are especially
busy near the start of school. Ensure that staff will be available
at your school to receive orders during the summer;
Product Detail: Thoroughly describe the desired product(s) and
double check your input entry, attachments and funding
sources. Failure to provide attachments, details or incorrect
information may cause your orders to be delayed until the
required information is obtained;
Online requisition entry for DISTRICT
P-CARD (CREDIT CARD) Purchases
For orders that only accept credit card payments,
and the school/department does not have their
own Visa P-Card (Purchasing Card); or the order
total exceeds the single transaction limit for the
school/department P-Card, please do the
following:
• Create an online requisition for a standard purchase order using
the accounting line(s) that this purchase will be charged to.
Account lines MUST have available funding. Orders WILL
NOT be processed until proper funding or override approvals
have been obtained;
• Use vendor# V005610 labeled “District P-Card”;
• Include item quantities, item/catalog numbers, description, price,
etc. on the line items;
• In notes, please indicate vendor name, internet address (if online
order), and any special shipping instructions if you need
something other than standard delivery (i.e. “Two day shipping”);
• If you have been in contact with a sales representative, please
include their name, phone number, email, etc. for payment
correspondence;
• Your order will be purchased with a District Visa
P-Card, and shipped to your school or
department location;
• A copy of the receipt/invoice for the purchase
will need to be signed and dated by the
school/department secretary or administrator
and returned to Purchasing once items have
been received;
• The online requisition will be deleted from
Business Plus and no purchase order will be
assigned;
Online requisition entry for DISTRICT
AMEX P-CARD TRAVEL Purchases
For conference registrations that will only
accept credit card payments, please do not
use a school/department Visa P-Card. Please
do the following:
• Create an online requisition for a standard purchase order. Please
use vendor# V005611 labeled “District P-Card: Travel” using
the accounting line(s) that this purchase will be charged to. Account
lines MUST have available funding. Orders WILL NOT be
processed until proper funding or over ride approvals have been
obtained;
• Include name of conference, dates of training, city location, and
names of attendees along with which classes/sessions they need to be
registered for;
• In notes, please indicate vendor name and internet address for online
registration/payments;
• If you have been in contact with a conference representative, please
include their name, phone number, email, etc. for payment
correspondence;
• Please contact Business Administration if there is any additional
information needing to be indicated in the registration process (i.e.
CACTUS ID info; meal selection preference, etc.);
• Your online registration and conference payment
will be made using the District American Express
credit card designated for travel purchases by the
Business Administration office;
• Your online requisition will be forwarded in
workflow for all required travel/conference
approvals prior to registration;
• Once registration and credit card payment are
completed, the online requisition will be deleted
from Business Plus and no purchase order will
be assigned;
District Purchasing Staff
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Joe Bryant, Purchasing Supervisor- 801-578-8264
Tonya Hodges, Buyer- 801-578-8261
Tony Field, Buyer- 801-578-8257