Transcript How to Buy Goods & Services Purchasing Services Financial Services Division Overview Options for purchasing goods & services Where to obtain goods & services How Purchasing.

How to Buy
Goods & Services
Purchasing Services
Financial Services Division
Overview
Options for purchasing goods & services
Where to obtain goods & services
How Purchasing Services can help you
Purchasing Services - Financial Services Division
Purchasing Options
PCard
Purchase Order (UniFi)
Standing Order (UniFi) (for repeat purchases)
Contracts / eMarket
U of S Internal Stores
Purchasing Services - Financial Services Division
U of S Policies & Procedures
Procurement & Solicitation of Competitive Bids
www.usask.ca/policies
PURCHASE $
REQUIREMENT
< $5,000
Use PCard based on market knowledge
or verbal quotation
> $5,000 - $50,000
Use Purchase Requisition based on 3
written quotations (or request a
Competitive Bid Process through
Purchasing Services)
> $50,000 +
Use Purchasing Services & request a
Competitive Bid Process
Purchasing Services - Financial Services Division
PCard for Purchases < $5,000
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Mastercard
Easy to use & reconcile
Efficient
Cost effective
Purchasing Services - Financial Services Division
Purchase Orders
To be used:
 For purchases > $5,000
 When Suppliers do not accept the PCard
PO Advantages:
 Audit trail, payment control, proper tax
application, inquiry through UniFi
Purchasing Services - Financial Services Division
Where to Buy Internally
 USE CAMPUS SERVICES!
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Biobars (Freezer Programs)
CCS
DMT
FMD
Printing Services
Radiation Safety
Animal Care Unit
Purchasing Services - Financial Services Division
Where to Buy Externally
 Contracted Suppliers
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eMarket – Stationery & IT Supplies
Vehicle Rentals
Courier Services
Laboratory Consumables & Chemicals
Accommodation
Agricultural Supplies
Etc.
Purchasing Services - Financial Services Division
Three Contracts Units
 Corporate Administration
 Purchasing Services
 Research Services
Purchasing Services - Financial Services Division
Client Services
PURCHASING SERVICES
Consulting & Advisory Services
Contracts
Competitive Bids
Purchase Orders (UniFi)
Information & Updates
Education & Training
Purchasing Services - Financial Services Division
Supplier Relationships
Sourcing &
Technical
Requirements
Contract
Negotiation
Contract
Performance
PURCHASING
SERVICES
Competitive
Bids
Problem
Solving
Credit
Checks
Supplier
Development
Purchasing Services - Financial Services Division
Due Diligence & Risk Mitigation
Client Departments
Internal Expertise
External Expertise
Corporate Admin,
Research Services,
Risk Mgmt, FMD, HRD,
e.g. Legal Counsel,
Funding Agencies,
Regulatory Agencies
Purchasing Services
Policies
Contract Law
Regulatory Requirements
Purchasing Services - Financial Services Division
Competitive Bid Processes
Demonstrates due diligence & mitigates risk
A legal process
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all bidders MUST be treated equally
Includes:
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RFP
RFT
RFQ
RFP
Purchasing Services - Financial Services Division
Imports & Exports
(Duty, Brokerage & Taxes)
 Imports > 2,000 shipments annually
 U of S Customs Broker
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No other company s/b authorized to clear shipments!
 CBSA Requirements
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Valuation
Tariff Treatment
End Use Provisions
Reporting Requirements
 Other Gov. Departments (OGD’s)
Requirements e.g. permits
Purchasing Services - Financial Services Division
Imports & Exports
Nothing is ‘free’!
University responsible for correctness of all
documentation
Advise Purchasing immediately if
documentation does not match
Purchasing Services - Financial Services Division
Taxes
 GST
 PST
 HST
 VAT
 NRWT
Goods & Services Tax
Provincial Sales Tax
Harmonized Sales Tax
Value Added Tax
Non-Resident Withholding Tax
Purchasing Services - Financial Services Division
Additional Charges
 Freight/Courier/ Postage
 Packaging
 Handling
 Duty/Brokerage
 Insurance
 SWEEP (Enviro Handling Charge)
 Permits
 Phone/Fax
 Credit Rating Reports
 Other
Purchasing Services - Financial Services Division
Regulatory Agencies & Approvals
 Internal approvals:
Agriculture & Agric-Food,
 Audiovisual equipment
Atomic Energy Board
 Capital construction / purchases
CBSA
 Collective agreement issues
 Furniture
CFIA
 Health & safety issues
Health Canada
 Insurance, indemnity & liability
 IT issues
Foreign Affairs & International
 Live animals
Trade Canada / PWGSC
 Radioactive products
 Department of Justice
 Real property, licensing or leasing
 Research related issues
 RCMP
 Refrigerators / freezers
 Transport Canada
 Visual Identity
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Purchasing Services - Financial Services Division
Tips
Plan ahead
Consider TOTAL cost = acquisition,
operating, maintenance, disposal
Consider timelines
Small orders = < efficient + > $
PO Advantages
Purchasing Services - Financial Services Division
Purchasing Services
Room E150, Administration Building
Phone: 966-6704
Fax: 966-8342
Email: [email protected]
Website: www.usask.ca/purchasing
Purchasing Services - Financial Services Division