Comments from the 1/12/12 Department meeting: Draft
Purchase of Services Policy
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Create the HR Independent Contractor policy and issue with the Purchase of Services policy.
Concerns: 1) The current practice is no form required for <$5,000 and 2) the regular 5 day turn
around for independent contractor form and then 5 days for procurement is not efficient for us and
3) identify any pre-determined groups of independent contractors, such as performers, translators,
etc.
Scholarship process: Not all scholarships go to the Bursar's Office. Some go to Enrollment
Management. Please clarify.
Include definition for honoraria in the Definition Section and define formal bid.
Include request/liquidation process for a PO in the procedures.
What are the rules for quote? Verbal vs. written
Since written contracts are required for services >$10,000, what is the process for an $8,000
contract in the fall and another $6,000 contract in the winter with the same individual/corporation?
Provide and answer for 1) the contract has expired and 2) the contract has not expired.
Are competitive contracts required at $1 similar to goods? Please consider $5,000.
Please confirm that consultants can’t supervise state employees.
There is a disconnect between the account codes that are on the ORSP Budget Worksheet when
we put in a grant proposal and what gets set-up in the Chart of Accounts when a proposal is
awarded. Recommendation: ORSP should use regular account codes. ORSP response: there are
Budget Account Codes and Expense Account Codes in PeopleSoft. The Expense Account Codes
‘roll up’ to the Budget Account Codes. We will explore this issue further with the departments to
determine what, if any, are the negative impacts of these; and if so, how they can be managed.
Please define “impracticable” in Section 5.0 No Bid Justification? Please define.
Comments from the 1/12/12 Department meeting: Draft
Purchase of Services Policy (continued)
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University Sub-Contracts, Section 3.0 on page 13 needs to be clearer. It’s just a different contract.
For payments to Individuals(Non-UMB students and Non-UMB employees) it indicates that account
code 769100 should be used. This account code is charged Indirect. Please provide an account
code for situations when Indirect should not be charged.
What are the account codes for reimbursements to students?
Are the PO, DV and an attachment all necessary? Exactly what attachment is required?
Add independent contractor to Section 9.0, STEPS on page 16/17.
In Section 10.0, Blanket Purchase Orders for Services, please clarify the term: “Billing purposes
only” Does it need to be stated on the PO?
What is the account code for refunds?
Please make clear that “accounted for” reimbursements go to the Controller’s Office.
Please confirm and highlight that written contracts are no required for < $10,000.
Please add a table of contents.
Comments from the 1/12/12 Department meeting: Draft
Purchase of Services Policy (continued)
Attendees:
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Janis Mahoney, Procurement
Eleanor Leonard, CEHD
Mette Kreutzmann, Mass. Office of Dispute Resolution
Dee McNamee, University Advancement
Candyce Carragher, McCormack Graduate School
Daniel St. John, College of Nursing & Health Science
Stephanie Michel Moore, College of Nursing & Health Science
Kelly Meehan, Student Affairs
Jeanette Castonguay, VPASS
Jamie Scott, University College
Marsha Florio, Athletics
Catherine Burke, Institute for Community Inclusion
Stephen Honton, CSM
KrisAnn O’Herron, Controllers
Darryl Mayers, Contract & Compliance
Diane Murphy, Student Activities
Elizabeth Kilcoyne, Administration & Finance
Susan Goranson, College of Liberal Arts
Kim Ho, College of Liberal Arts