Transcript 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
– Meet our Office Max Representative
– “FOR OFFICIAL USE” P-Card stickers
– LEEDS Certification
– Purchasing Quick Tips
Event Planning
Event Planning Guidelines brochure
- Definition of an Event
- Contracting
- Risk Management & Insurance
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!
Cancellation Charges
Buses
- Cancellation less than 30 days = 30% of total trip cost charg
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%
Travel Made Easy
“Travel John”
John Sullivan X6-1717
Travel web page
Financehelp.calpoly.edu
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
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
261 Authorization to Use
Privately Owned Vehicles
Filled out yearly
and keep in your
department for
insurance
purposes.
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.
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
Local State Airfares
San Luis Obispo
YCAL
Los Angeles
$98.00
American
$82.00
American
Sacramento
$226.00
United
$119.00
United
San Diego
$134.00
United
$85.00
United
San Francisco
$264.00
United
$98.00
United
Santa Ana
$170.00
United
$139.00
United
YCAL – Unrestricted
VCAL
VCAL – Restricted
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
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
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 - [email protected]
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
Reception Area
Office Floor Plan A
Office Floor Plan B
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
“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.
Place sticker here
FOR OFFICIAL USE ONLY
A memo went out to all approving officials
regarding this added security measure.
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
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.
The End!
Please follow us out to the Performing
Arts Center to see the newest Bus
from American Star Tours…