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PURCHASING AND PROPERTY CONTROL
OPERATING POLICIES AND PROCEDURES MANUAL
March 6, 2008
TABLE OF CONTENTS
A ssets, Fixed (Equipment) Definition …………………………………………………………. 26
Assets, Fixed (Equipment) Inventory ………………………………………………………….. 27
Assets, Fixed (Equipment) Tagging Procedures……………………………………………….. 27
Assets, Fixed (Equipment) Theft of……………………………………………….…………… 29
Assets, Fixed (Equipment) Transfer of………………………………………………………… 28
Authorized Procurement Transactions………………………………………………………….. 15
Award of Bids…………………………………………………………………………………... 13
B anner Requisition (Preparation/Submission)…………………………………………………..32
Banner System Purchase Order Copies………………………………………………………….
3 4
Bidding (Competitive)…………………………………………………………………………… 5
Bids (Award of)………………………………………………………………………………… 13
Bids (Subjective Evaluation)…………………………………………………………………….. 8
Book/Product Examinations……………………………………………………………………. 39
Bus Rentals (Vehicle Rentals)………………………………………………………………….. 38
C .O.D. Orders…………………………………………………………………………………...
2 4
Cancellation of Orders………………………………………………………………………….. 41
Car Rentals (Vehicle Rentals)…………………………………………………………………... 38
Central Receiving………………………………………………………………………………..
4 1
Changes on Orders……………………………………………………………………………… 41
Competitive Bidding……………………………………………………………………………. 5
Complaints against Vendors, Adjustments & Negotiations..……………………………………
2 5
Computer (Disposal of Surplus)……………………………………………………………....... 30
C o m p u t e r P u r c h a s e s
( H a r d w a r e / S o f t w a r e ) … … … … … … … … … … … … … … … … … … … … … 1 8
Computer Source Purchases..…………………………………………………………………... 37
Contracting with a Governmental Entity……………………………………………………….. 21
Contracts (State)…………………………………………………………………………………
1 8
Contracts (University)…………………………………………………………………………... 18
Copying ………………………………………………………………………………………….38
D amaged Goods (Receipt of)…………………………………………………………………... 42
Demonstrations (Equipment Demonstrations)………………………………………………….. 26

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D e p a r t m e n t ’ s R e s p o n s i b i l i t y f o r U n i v e r s i t y
P r o p e r t y … … … … … … … … … … … … … … … … … 2 8
Disposal and Acquisition of Surplus Property/Equipment……………………………………... 29
Disposal of Surplus Computers………………………………………………………………… 30
Documentation (Procurement)………………………………………………………………….. 13
E mergency Purchases……………………………………………………………………………19
Entry Fees (Prepayments)………………………………………………………………………..36
Equipment (Fixed Assets) and Other Property, Theft of..………………….……………………29
Equipment (Fixed Assets) and Other Property, Transfer of……………………………………..28
Equipment (Fixed Assets) Definition…………………………………………………………....26
Equipment (Fixed Assets) Inventory………………………………………………………….....27
Equipment (Fixed Assets) Tagging Procedures………………………………………………....27
Equipment Demonstrations……………………………………………………………………...26
Equipment/Property (Disposal and Acquisition of Surplus)…………………………………....29
Equipment/Property (Personal Use of University)………………………………………………29
Evaluation Criteria (Subjective in Solicitation Document)………………………………………8
Evaluation of Bids (Subjective)………………………………………………………………….. 8
Examinations (Book/Product)……………………………………………………………………39
Exchanges (Returns, Exchanges)………………………………………………………………...40
F ederal Grants (Grants)…………………………………………………………………………37
Fixed Assets (Equipment) and Other Property, Theft of ……………………………………….29
Fixed Assets (Equipment) and Other Property, Transfer of ……………………………………28
Fixed Assets (Equipment) Definition …………………………………………………………...26
Fixed Assets (Equipment) Inventory ……………………………………………………………27
Fixed Assets (Equipment) Tagging Procedures…………………………………………………27
Funding…………………………………………………………………………………………... 5
G overnmental Entity (Contracting with a)………………………………………………………21
Grants ……………………………………………………………………………………………37
I nventory (Fixed Assets – Equipment)…………………………………………………………..27
Invoices…………………………………………………………………………………………. 42
L eases (Rentals/Leases)…………………………………………………………………………39
Limited Purchase Order Numbers……………………………………………………………….
1 6
M ethods of Solicitation……………………………………………………………………….... 6
Minority and Women-Owned Business Purchases……………………………………………... 21
Missouri Products and Firms (Preference to)…………………………………………………....14
N o Substitution Requisition ……………………………………………………………………..18
N o T a x D u e
C e r t i f i c a t i o n … … … … … … … … … … … … … … … … … … … … … … … … … … … . . 1 5
O rder (Copies)………………………………………………………………………………...…34
Order Changes (Changes on Orders)…………………………………………………………….41
Order Numbers (Limited Purchase)……………………………………………………………...16
Orders (C.O.D.)…………………………………………………………………………………..24
O r d e r s ( C a n c e l l a t i o n o f ) … … … … … … … … … … … … … … … … … … … … … … … … … … … … . 4 1

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Orders (Emergency)…………………………………………………………………………...…19
Orders (Types of)………………………………………………………………………………...15
P artial Shipments/Payments……………………………………………………………………. 42
Payment Request ………………………………………………………………………………...35
Payment Request (Preparation/Submission)……………………………………………………..35
Personal Purchases ………………………………………………………………………………25
Personal Services (Procuring)……………………………………………………………………22
Personal Use of University Equipment/Property ………………………………………………..29
Petty Cash Purchases…………………………………………………………………………….39
Preference to Missouri Products and Firms……………………………………………………...14
Preparation and Submission of Payment Request……………………………………………….35
Preparation and Submission of Banner Purchase Order ………………………………………...35
Preparation and Submission of Banner Requisition …………………………………………….32
Prepayments…………………………………………………………………………………….. 36
Printing …………………………………………………………………………………………..37
Procurement Documentation ……………………………………………………………………13
Procuring Personal Services……………………………………………………………………..22
Purchase Order (Preparation/Submission Banner)……………………………………………... 35
Purchase Order Numbers (Limited)………………………………………………………….…..16
Purchase Orders (Types of)……………………………………………………………………...15
Requisition (No Substitution)……………………………………………………………………18
P u r c h a s e s ( C o m p u t e r
H a r d w a r e / S o f t w a r e ) … … … … … … … … … … … … … … … … … … … … … 1 8
Purchases (Emergency)…………………………………………………………………………..19
Purchases (Minority and Women-Owned Business)…………………………………………….21
Purchases (Personal)……………………………………………………………………………..25
Purchases (Petty Cash)…………………………………………………………………………...39
Purchases (Unauthorized)………………………………………………………………………..25
Purchases (University Store)…………………………………………………………………….36
R eceipt of Damaged Goods…………………………………………………………………….. 42
Receiving (Central)………………………………………………………………………………41
Registrations (Prepayments)……………………………………………………………………..36
Rentals/Leases…………………………………………………………………………………...
3 9
Repairs …………………………………………………………………………………………..40
Returns (Exchanges)……………………………………………………………………………. 40
Requisition (Preparation/Submission Banner)…………………………………………………..32
S ales/Use Tax……..……………………………………………………………………………. 24
Shipments/Payments (Partial)……………………………………………………………………42
Shipping Procedures……………………………………………………………………………..42
Single Feasible Source (Sole Source)……………………………………………………………19
Sole Source (Single Feasible Source)……………………………………………………………19
Solicitation (Methods of)………………………………………………………………………… 6
State Contracts………………………………………………………………………………….. 18
State Grants (Grants)…………………………………………………………………………….37

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Subjective Evaluation Criteria in Solicitation Document……………………………………….. 8
Subjective Evaluation of Bids…………………………………………………………………… 8
Subscription (Prepayments)…………………………………………………………………..…36
Substitutions (No Substitution Requisition)…………………………………………………….18
Surplus Computers (Disposal of)………………………………………………………………..30
S u r p l u s P r o p e r t y / E q u i p m e n t ( D i s p o s a l a n d A c q u i s i t i o n o f ) … … … … … … … … … … … … … … .
.
2 9
T agging Procedures (Fixed Assets - Equipment)………………………………………………..27
Tax (Sales/Use)…………………………………………………………………………………..24
Theft of Fixed Assets (Equipment) and Other Property………………………….…..………… 29
Trade-in’s (Disposal and Acquisition of Surplus Property/Equipment)…………………………29
Transfer of Fixed Assets (Equipment) and Other Property…………………………………….. 28
Trucks (Rentals)………………………………………………………………………………… 38
Types of Authorized Procurement Transactions……………………………………………….. 15
U nauthorized Purchases...……………………………………………………………………….25
University Contracts……………………………………………………………………………..18
U n i v e r s i t y E q u i p m e n t / P r o p e r t y ( P e r s o n a l U s e o f ) … … … … … … … … … … … … … … … … … … . 2 9
U n i v e r s i t y P r o p e r t y ( D e p a r t m e n t
R e s p o n s i b i l i t y ) … … … … … … … … … … … … … … … … … … . . 2 8
University Store Purchases………………………………………………………………………36
V ans (Rentals)………………………………………………..……………………………….... 38
Vehicle Rentals (Cars, Vans, Trucks, Buses)…………………………………………………... 38
Vendor Relations……………………………………………………………………………….. 43
Vendors (Complaints Against, Adjustments & Negotiations)…………………………………..25
W omen-Owned and Minority Business Purchases……………………………………………...21

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SECTION I: OPERATIONAL POLICIES
INTRODUCTION
The function of the Procurement Office is to provide for the procurement of quality goods and services for all departments of the University in a timely manner in accordance with the requirements of State of Missouri laws, general University regulations, and good business practices.
This Operational Policies and Procedures Manual has been prepared to assist all personnel in the proper procurement of these goods and services for the activities of the University.
Closely following the policies and procedures as outlined in this manual will assure timely acquisition of those items necessary to the fulfillment of your mission and will provide a documented audit trail for review of procurement activities by authorized auditors.
1. FUNDING
All Requisition and purchase orders for equipment, supplies, and services must be approved by the appropriate department head or authorized designee and forwarded to the Procurement
Office. The funds will then be encumbered against the designated account number(s) by the
Procurement Office to aid in budget control. These procedures apply to all University funds.
2. COMPETITIVE BIDDING
The responsibility for the proper expenditure of University funds and good business practices dictate that the University solicit competitive bids for all purchases in excess of $5,000, except as otherwise provided in sections EMERGENCY PURCHASES, SINGLE FEASIBLE
SOURCE, CONTRACTING WITH A GOVERNMENTAL ENTITY, and PROCURING
PERSONAL SERVICES. When possible, a minimum of three (3) competitive bids for each requirement shall be obtained.
The phrase "solicit competitive bids" means that the University must provide legitimate opportunity for prospective vendors to compete by using one of the solicitation methods
(METHODS OF SOLICITATION section) to secure competitive pricing and other information as required to obtain the commodities or services needed.
The act of only identifying prospective vendors for documentation purposes without actually providing those vendors the opportunity to compete by soliciting prices and bid information does not constitute a solicitation of competitive bids.
A "no bid" response from a vendor may be counted towards the requirement for three (3) competitive bids provided that all "no bid" vendors could have reasonably been expected to submit a bid.
3. METHODS OF SOLICITATION

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Competitive bids must be solicited when the total purchase exceeds $5,000 (including any postage, shipping, handling, etc.) regardless of the source of funds. The only exceptions are those requirements needed in an emergency situation (EMERGENCY PURCHASES section), single feasible source requirements (SINGLE FEASIBLE SOURCE section), those items and services on State of Missouri contracts (STATE CONTRACTS section) or University contracts
(UNIVERSITY CONTRACTS section), those supplies and services provided directly by a governmental entity (CONTRACTING WITH A GOVERNMENTAL ENTITY section), and those items and services available through Missouri Vocational Enterprises (information on file in the Procurement Office). The procurement method used in any given situation is determined solely by the Procurement Office, and is predicated on several factors, including, dollar amounts involved, market situation, commodity, etc.
Departments are not authorized to solicit bids for requirements exceeding $5,000.. The
Procurement Office will conduct all bid solicitations exceeding $5,000 and may delegate bid solicitation authority back to the department, if the existing conditions warrant.
Departments may solicit bids for requirements totaling $5,000. or less. May place an on line requisition in the Banner System and /or utilize the Purchasing Card (based on individual limits) after determining the best value.
Methods of Bid Solicitation: Bids for commodities/services may be solicited by one of the following methods:
Request for Quotation –(RFQ)
Invitation for Bid – (IFB)
Request for Proposal – (RFP)
Fax bids
Telephone bids
Catalog comparison
On-Line Internet Services
A Request for Quotation (RFQ) is utilized for the informal solicitation of prices for small dollar purchases of commodities or services. A RFQ may be accomplished in writing, via the telephone, fax or submitted electronically. All potential bidders will be given a target date and time by which quotations should be submitted. The buyer may, at his/her option, award an order immediately upon expiration of the target date/time or continue soliciting and receiving quotations for a reasonable time thereafter. Awards will be made to the bidder whose bid (1) complies with all mandatory specifications and requirements of the RFQ and (2) is considered to be the best value for the University. At the option of the buyer, an award may be made immediately upon the expiration of the target date/time or the buyer may continue soliciting and receiving quotations for a reasonable time thereafter.
An Invitation for Bid (IFB) is a formal request for sealed bids and should be utilized any time weighted subjective criteria will be used in the evaluation of the bids. The document may contain specifications based upon brand name descriptions if generic or functional specifications are not possible or the document may contain a Scope of Work. The Scope of Work/Services

7 specifications should be detailed, specific, and provide for very limited flexibility on the part of the bidders. Bids submitted in response to an IFB must be written, sealed, and delivered to the procurement office or the procurement office’s secured electronic database by the date time specified in the IFB. It will have a formal bid closing date and time with which the bidder must comply in order to be considered for award. Subjective evaluation criteria may be utilized in selecting the best valued bidder (SUBJECTIVE EVALUATION CRITERIA IN
SOLICITATION DOCUMENT section).
A Request for Proposal (RFP) is used for requirements when competitive bidding is either not practicable or not advantageous. The RFP is considered a formal solicitation method that contains written specifications and provides the potential for competitive negotiation with offerors. RFP specifications are normally performance-oriented that describe a desired outcome rather than a specific manner in which that outcome must be achieved. The RFP usually requires that the offeror propose a creative solution to achieve the outcome described in the RFP.
Proposals submitted in response to an RFP must be written, sealed, and delivered to the procurement office or the procurement office’s secured electronic database by the date and time specified in the RFP. When the responses to an RFP are opened, only the name of the offeror is revealed. The contents of the proposal itself is not disclosed at the public opening or published through an electronic medium due to the potential for competitive negotiation. After the evaluation of the proposals (SUBJECTIVE EVALUATION CRITERIA IN SOLICITATION
DOCUMENT section) as submitted, competitive negotiations may be conducted with those offerors who submitted potentially acceptable proposals. After completion of the competitive negotiations, best and final offers may be submitted and evaluated. All proposals are available for public review after a contract is awarded or after all the proposals have been rejected and the
RFP is canceled. Awards shall be made to the offeror whose proposal (1) complies with all mandatory specifications and requirements of the RFP and (2) is the best value to the University.
Advertisement of Solicitation: For procurement of goods and services valued at $25,000 or more, the Procurement Office shall advertise for bids in at least two (2) daily newspapers of general circulation in such places as are most likely to reach prospective bidders at least five (5) days before bids for such purchases are to be opened. This type bid takes a minimum of two (2) weeks.
For procurement of labor and material necessary for the construction, renovation, or repair of improvements to real property, the cost of which exceeds $25,000, the Procurement Office shall advertise as stipulated in 8.250 RSMo.
Annual Wage Orders: All bids for construction, maintenance, and repair must comply with the requirements for Annual Wage Orders as stipulated in Chapter 290 RSMo. Pursuant to 107.170
RSMo all public works with a cost estimated to exceed $25,000 require a performance/material payment bond.
When any bid request is released, you will also receive a copy of the Invitation for Bid (IFB) or
Request for Proposal (RFP) document. Please review and notify the Procurement Office immediately of any discrepancies or omissions. If necessary, an amendment to the solicitation document can be issued by the Procurement Office to all bidders.

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Because of the time elements involved in the preparation of bid specifications, the bidding process and deliveries, pre-planning or lead-time is the most important consideration that must be given to your needs. It is to your advantage to plan ahead. See the PREPARATION AND
SUBMISSION OF REQUISITIONS, the timetable required for processing a Banner Requisition is addressed.
4. SUBJECTIVE EVALUATION CRITERIA IN SOLICITATION DOCUMENT
The University may utilize subjective criteria in addition to cost in the evaluation of the bids, offers, or proposals received. If subjective criteria is utilized, the criteria and the relative weight of each criteria must be stipulated in the solicitation document. The subjective evaluation criteria may include, but not be limited to, any of the following:
Experience and Reliability: Length of time the bidder has been in operation and providing services/equipment; current and previous contract information to include dates, complexity of activities, outcomes; and any other pertinent information.
Expertise: Educational levels, experience, overall qualifications, job descriptions and qualifications, and technical expertise of proposed staff.
Performance Methodology: Evidence of a plan of action which describes a logical, timely, and technically sound method for performing the services or providing the equipment specified and by whom; evidence the plan is sound, feasible, necessary and can be accomplished; identification of organizational charts, staffing patterns, lines of authority, etc., depicting managerial control, quality assurance, timely work completion, etc.
Contractor Support and Reliability: Maintenance service, including the location of the service center and area of coverage, response time for service calls, number of service technicians and their years of experience and type of training; warranty period; parts availability, including the length of time that parts are available and the location of the spare parts stock; installation procedures; delivery and/or implementation schedule; training provided related to installation, operation, etc.
Equipment and/or Materials: Brand and model of proposed equipment; degree to which the proposed equipment/materials meets or exceeds the requirements; performance capabilities; performance and reliability history or service record; quality of construction; and ease of use.
5. SUBJECTIVE EVALUATION OF BIDS
The following evaluation guidelines are used when evaluating bids, offers, or proposals
(hereafter referred to as bids) when subjective criteria (SUBJECTIVE EVALUATION
CRITERIA IN BID DOCUMENT section) in addition to cost is stipulated in the solicitation document.
The evaluation will be conducted in two parts in order to award the contract/purchase order to the "best value" bidder. The Buyer of Record will conduct the objective part of the evaluation

9 relating to the "lowest" cost and shall monitor all tasks related to the evaluation of bids. The
Buyer of Record is the staff member of the Procurement Office who is the contact person for the bid solicitation. The evaluators will conduct the subjective part of the evaluation relating to which bidder "best" meets the criteria published in the solicitation document.
Selection of Evaluators: The Director of Procurement or authorized designee must select impartial and unbiased evaluators qualified to judge the relevant facts presented in the bids in terms of the requirements and evaluation criteria specified. The evaluations committee, in most instances, shall be comprised of an odd number (3, 5, 7) of participants. The Buyer of Record shall serve as chairperson.
Distribution of Bids: The evaluators, with the exception of the Buyer of Record, are instructed not to attend the bid opening. After the bid opening, the Buyer of Record reviews the bids for obvious areas of non-responsiveness (i.e., pricing page not signed), removes pricing information from the copies of the bids to ensure that cost considerations will not affect the subjective evaluation and distributes/delivers a copy of the bids to each evaluator with written evaluation instructions. The original bid, as opposed to a copy, is retained by the Buyer of Record in the official bid file.
Subjective Evaluation Process: The following describes the sequential steps involved when subjectively evaluating bids.
STEP ONE: Determination of Responsiveness
Each bid must be thoroughly reviewed by each evaluator to determine compliance with the mandatory requirements set forth in the solicitation document.
A responsive bid is one that agrees or complies with the mandatory requirements of the solicitation document and, therefore, is permitted to proceed to the next evaluation step.
A non-responsive bid is one that disagrees or fails to comply with the mandatory requirements of the solicitation document and, therefore, is eliminated from further evaluation.
STEP TWO: Determination of Facts
After completing Step One, the evaluators must determine the relevant facts associated with the responsive bids. The evaluators must determine and develop a comprehensive understanding of the relevant facts presented by each responsive bidder. The relevant facts must be determined for each of the evaluation criteria published in the solicitation document with the exception of cost.
Following are guidelines to consider related to criteria that are often utilized.
Experience and Reliability: The determination of facts should include, but certainly not be limited to, the identification of such items as:
Length of time the bidder has been in operation and providing services/ equipment.
The type, number, and duration of current and previous contracts.

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The type and kind of environment, in which the experience occurred, including the complexity of the activities or services involved.
The outcomes of contractual activities previously performed.
Other historical information related to past performance.
Expertise: The determination of facts should include, but not be limited to, the identification of such information as:
Educational levels of proposed staff.
Experience of proposed staff.
Overall qualifications of the proposed staff.
Job descriptions and qualifications for proposed staff.
Evidence of individual staff members' technical expertise in relationship to proposed work assignment.
Quality and Workmanship: The determination of facts should include, but not be limited to, the identification of such information as:
What is being proposed.
Determining that what the bidder says that he/she will do can actually be accomplished.
Identification of how and by what method the bidder plans to provide the product/service.
Examination of samples.
Degree to which the proposed materials meet or exceed the requirements stated in the solicitation document.
Quality of construction.
Performance Methodology: The determination of relevant facts should include, but not be limited to, the examination of bids to ascertain such information as:
Evidence of a concrete plan of action presented in the bid which describes a logical, timely, and technically sound method for performing the work as specified in the bid.
Evidence that the proposed tasks and sub-tasks of the performance methodology are sound, feasible, and necessary.

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Determining that what the bidder says that he/she will do can actually be accomplished.
Identification of how and by what method the bidder plans to coordinate the performance of similar and dissimilar tasks for a successful outcome.
Evidence that ample and reasonable manpower and time is included for any and all required tasks.
Ascertaining by whom, when, where, why, how, and to what extent the tasks will be performed.
Identification of organizational charts, staffing patterns, lines of authority, etc., depicting managerial control, quality assurance, timely work completion, etc.
Reference Verification: The evaluations committee may contact references to identify and verify relevant facts related to the experience and other data presented in the bid. Unless the evaluators have meaningful and current documented knowledge or evidence attesting to the nature and quality of a bidder's experience, the evaluators should contact references.
Clarification Calls: The Buyer of Record and/or evaluations committee as a whole or an appointed sub-committee may call bidders in order to verify or clarify facts presented in their bid. A record of all such calls must be maintained including the person contacted, date of contact, questions asked, and answers received. All clarifications made orally should be confirmed in writing by the bidder.
Question/Answer Conference or Interview: The evaluations committee may conduct a technical question/answer conference or interview with the bidders in order to identify, verify, and/or clarify relevant facts presented in the bid. This conference or interview may be conducted in person or by telephone. The evaluators cannot discuss cost or pricing information with the bidders during the question/answer conference or interview.
On-Site Inspection: At times it may be necessary to tour and inspect the bidder's proposed facility or inspect the bidder's current operations. Such inspections may be conducted if desirable.
Product Sample: The evaluations committee may request the bidders to provide a sample.
STEP THREE: Subjective Evaluation of the Bids
After completing the first two steps, the evaluators independently must conduct a subjective evaluation of the responsive bids. Each responsive bid must be evaluated on its relative merits in comparison to the other responsive bids and in accordance with the evaluation criteria published in the solicitation document. The following are some guidelines and types of issues that should be considered:
Experience and Reliability: The evaluator must subjectively evaluate and compare the qualitative and quantitative nature of the bidders' experience and reliability in terms of the type and complexity of service required by the solicitation document. The evaluator must decide

12 whether the bidder's experience and reliability have characteristics that will be an advantage or a disadvantage when performing the required services. Answering the question " Why " a particular experience factor is considered good or bad is an extremely important aspect of the evaluator's consideration.
Expertise: The evaluator must subjectively evaluate and compare the education, experience, and overall qualifications of the personnel proposed to furnish the service. Important considerations include the appropriateness of the job descriptions and/or resumes for each staff proposed, and their relevance to the assigned task described in the bid. The evaluator should determine which expertise facts are beneficial and which are not, and more importantly, why.
Quality and Workmanship: The evaluator must subjectively evaluate and compare every aspect of the bidder's proposed production method and determine if the method will successfully accomplish the requirements. The evaluator must subjectively evaluate and compare every aspect of the quality and performance of the product proposed. Specifics defining "why" the method is good or bad relevant to this particular procurement is very important and must be included.
Performance Methodology: The evaluator must subjectively evaluate every aspect of the bidder's proposed plan of action (i.e. technical approach) and determine if the plan will successfully accomplish the required service. Additionally, such items as managerial control, quality assurance mechanisms, the compatibility of organizational lines of authority, and adequate staffing must be considered. Just as important is the consideration of logical progressions of individual tasks or the lack thereof, in terms of the needs, complexity, and objectives of the required service.
STEP FOUR: Written Recommendation, Reporting Requirements
Point Assignment Form: A point assignment form must be completed by each evaluator to reflect and document the evaluator's opinion.
When assigning points, the best bid for each evaluation criteria should receive the maximum number of possible points for that subjective category with the other less desirable bids receiving fewer points according to the evaluator's best judgment. Although the scoring of points is a matter of subjectivity, the evaluator's judgment must be based on fact as determined during the evaluation.
Narrative Evaluation Report: In addition to the point assignment form, the evaluator submits a written narrative report as a summary explanation for his/her judgments and conclusions. The report must draw comparisons between the bidders that support the assignment of points for each evaluation criteria.
Non-Responsive Report: The evaluations committee as a whole must also submit a report that documents the reasons why a bid, if any, was declared non-responsive. The report must identify the specific page and paragraph number in the solicitation document that contains the mandatory

13 conditions with which the bidder failed to comply or agree. The report must also indicate where the disagreement was found in the bid.
Supporting Documentation: In addition to the point assignment form, the written narrative report, and the non-responsive report, the evaluators submit documentation related to all reference verification, question/answer conferences, interviews, site inspections, and equipment demonstrations which should include the person contacted and their organization/company, date of contact, and a summary of the questions and answers.
STEP FIVE: Determination of Cost Points and Award of Contract
After receipt, review, and acceptance of the point assignment forms and evaluation reports, the
Buyer of Record will calculate and insert cost points on the point assignment forms. The Buyer of Record will total the points assigned on each form to arrive at the recommended bidder. The bidder with the highest total points will be considered the best value selection. The requesting department may review the pricing information and award recommendation and must determine whether or not their needs will be satisfied by the recommended contract award and whether the prices are acceptable. Upon notification of acceptance of the award notification from the requesting department, the Buyer of Record will proceed with the award.
6. AWARD OF BIDS
All procurements must be awarded to the bidder whose bid (1) complies with all mandatory specifications and requirements of the solicitation document and (2) is the best value, considering price, responsibility of the bidder, and all other evaluation criteria, if any, specified in the solicitation document (SUBJECTIVE EVALUATION CRITERIA IN SOLICITATION
DOCUMENT section).
The time element for evaluation of the bids received is dependent entirely on the complexity of the bid request. Normally, however, bids for less than $150,000 are evaluated and a purchase order or contract award is processed within three (3) working days after the bid closing date.
Bids for $150,000 or more will be forwarded to the University President and Board of Governors for final approval prior to award (30-45 days processing time).
7. PROCUREMENT DOCUMENTATION
All documentation related to each procurement must be maintained in the Procurement Office so that there is a clean audit path linking the solicitation process, evaluation, and award.
The documentation must be preserved as an official public record and should include the following:
Copy of Banner requisition.
Copy of signed Banner purchase order.
Copy of solicitation document.
List of vendors solicited.
List of bid advertisements, if applicable.

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Copies of all bids received.
Bid tabulation summary sheet.
Correspondence concerning the procurement.
A written record of any phone conversations.
Evaluation report.
A written explanation if the order or contract is awarded to anyone other than the low bidder.
Written justification for the use of a restrictive, proprietary, brand name, or no substitution specification.
Written documentation describing the emergency condition that existed if bids are not obtained due to emergency conditions.
All documentation related to each procurement must be made available to the public for inspection and review in accordance with 610.021 RSMo.
8. PREFERENCE TO MISSOURI PRODUCTS AND FIRMS
In making purchases, the University shall give preference to all commodities manufactured, mined, produced or grown within the state of Missouri, and to all firms, corporations or individuals doing business as Missouri firms, corporations or individuals, when quality is equal or better and delivered price is the same or less as stipulated in 34.070 and 34.073 RSMo.
Pursuant to 34.363 RSMo, the university shall make a good faith search of Missouri companies that provide Missouri manufactured products or services. The DPMM’s website
(http://www.oa.mo.gov/purch/purch.htm) provides a listing of Missouri products/service providers to the universities and other interested parties.
Pursuant to 34.076 RSMo, the contractor or bidder domiciled outside the State of Missouri shall be required, in order to be successful, to submit a bid the same percent less than the lowest bid submitted by a responsible Missouri contractor or bidder for public works or product valued at
$5,000 or more as would be the same for a Missouri contractor or bidder to succeed over the bidding contractor or bidder in a like contract or bid in the bidding contractor’s or bidder’s domiciliary state. The contractor or bidder domiciled outside the State of Missouri must submit an audited financial statement as would be required of a Missouri contractor or bidder on a like contract or bid in the contractor’s or bidder’s domiciliary state.
9. NO TAX DUE
In accordance with Section 34.040.6 RSMo, the University of Central Missouri is precluded from contracting with a vendor or its affiliate who makes sales at retail of tangible personal property or for the purpose of storage, use or consumption in this state but fails to collect and properly pay the tax as provided in RSMo 144.
In order for the University to be able to assign the contract to a company, they must verify that they are either registered to collect sales and/or use tax in Missouri, or they are not making retail sales of tangible personal property or providing taxable services in Missouri. The company can

15 provide this verification by submitting an official “Vendor No Tax Due” certificate issued by the
Missouri Department of Revenue. The Department of Revenue will issue the “Vendor No Tax
Due” certificate when the company is properly registered to collect and have properly remitted sales and/or use tax, or if the company is not making retail sales in Missouri. Once the “Vendor
No Tax Due” certificate is issued, submit it to the Buyer of Record. (The certificate may also be faxed to the attention of the Buyer of Record at 660-543-8345 or scanned and emailed to that
Buyer.) If the firm does not provide the “Vendor No Tax Due” certificate and/or maintain a compliant tax status, it may render the company unacceptable for further consideration for University of Central Missouri contracts.
Firms may obtain a “Vendor No Tax Due” certificate by contacting the Missouri Department of
Revenue. The attached document provides information on how to obtain the “Vendor No Tax
Due” certificate. Additional information regarding Section 34.040.6 RSMo is available on the
Department of Revenue’s website at http://www.dor.mo.gov/tax/business/sales/hb600.htm
.
10. TYPES OF AUTHORIZED PROCUREMENT TRANSACTIONS
There are four types of procurement transactions:
University Purchase Order generated via Banner
Purchasing Card
Direct pay
Limited Purchase Order
University Purchase Order generated via Banner shall be issued, by the Procurement Office, to the vendor after a completed /approve requisition has been submitted by end user.
The end user / department are responsible for placing a detailed requisition into the Banner system. Instructions on entering a Banner Requisition (FPAREQN) see Procurement Web Page.
Purchase orders may be of any value and often are issued as a result of the competitive bid process and are mailed or faxed to the vendor.
Purchasing Card
The Purchasing Card is another method end users have to obtain good and services. The card is issued to an individual who has been approved to have the card by his/her supervisor. Spending limits on the card can be set up in a combination daily, weekly, monthly and transactional based on the needs of the department. The Purchasing Card is for small dollar purchases $1000.00 or less including shipping. The Purchasing Card Manual contains complete details of this program.
Direct Pay
Direct Pay is used when the end user has received either the product and or services along with the invoice. They submit the invoice along with the Payment Request to the Accounts Payable
Office who will produce the check and send it to the vendor.
11. LIMITED PURCHASE ORDER NUMBERS

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The Procurement Office will issue limited purchase order numbers to a limited number of
University departments. These purchase order numbers will have a special designation alpha character at the beginning such as L 100010 . These purchase orders are referred to as limited because they may only be used for purchases totaling less than $5.000 by that department only.
The total purchase includes any postage, shipping, handling, etc. charges. These order numbers are not to be used to avoid the bid process. (Example: Issuing three or more separate purchase order numbers to a vendor when the total purchase exceeds $5,000.) Limited purchase order numbers will not be issued to departments who fail to follow the procedures as stated below.
Limited purchase order numbers are not to be used for the following:
Computer hardware, peripherals, and software requirements that do not meet the requirements/provisions of the COMPUTER HARDWARE AND SOFTWARE PURCHASES section.
Construction, renovation, or rehabilitation projects. Also, any project that includes the replacement or new installation of carpeting, blinds, tile, air conditioners, heaters, etc. Such requirements must be processed through the Physical Plant Office.
Items for personal use.
Items or services on exclusive term contracts established by the Procurement Office
(UNIVERSITY CONTRACTS section).
Leases or rentals that require signed agreements and/or extend over a period of time.
Any items bearing one or more logo, word mark, nickname, series of letters or acronyms associated with the university distinguishable from those of other universities, teams, mascots or organizations, including, but not necessarily limited to, the following:
Word Marks:
University of Central Missouri, Central Missouri, UCM, CM, C, The Fighting Mules, Mules and
Jennies Mo, Education for Service.
Logos:
The University Seal, University Flag, all Signature logos, UCM logo, Tower mark, Crest series of marks, the Mo character in all poses, the Fighting (or Braying) Mule, C marks, CM marks, C with Mule, UCM mark and UCM mark wit Mule
Other Properties:
The University of Central Missouri Alma Mater (song)
Go Mules (fight song)
Maintenance/Service/Licensing Agreements requiring signature.

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Purchases involving a trade-in of University property.
Services rendered by a University employee. This may pose a conflict of interest or may need to be handled through Human Resources.
The user department is responsible for the following:
Seeking the best valued vendor. Bidding requirements under $1,000 is not mandatory, however, it is the department's responsibility to spend departmental funds wisely. Some grant funds may have more restrictive bidding requirements and may require bidding of items costing less than
$1,000. Departments are encouraged to award their limited purchase order requirements to qualified minority and women-owned businesses whenever possible (MINORITY AND
WOMEN-OWNED BUSINESS PURCHASES section).
Placement of the order whether in person, by phone, by fax, or by mail and making sure the vendor places the purchase order number on all shipping/mailing labels and on all invoices.
Shipments and/or invoices received by Central Receiving and/or the Accounts Payable Office without purchase order numbers on them may be returned by those departments to the vendor for proper processing. The same is applicable to all Purchasing Card orders placed on line or telephoned into the vendor.
Preparing the Banner requisition. After the limited purchase order is placed with the vendor the end user will prepare a Banner requisition as the limited purchase order does not encumber the funds. All detailed information used in the limited purchase order will be placed in the Banner document. The Procurement Office will turn the limited purchase order into a University purchase order which will encumber the user department's FOAPAL (account code) and the item(s) ordered may be delivered to Central Receiving. It is, therefore, imperative that as complete and accurate quantity. description unit cost and total cost as possible be filled out on the Banner Requisition order. A statement such as, "Confirmation Only Do Not Duplicate” This information is beneficial to all concerned so that the order is not duplicated by the vendor.
Follow-up on the order, i.e. delivery, wrong item(s) received, incorrect billing, etc. The
Procurement Office will assist, if requested, in handling complaints, adjustments, etc.
(COMPLAINTS AGAINST VENDORS, ADJUSTMENTS AND NEGOTIATIONS section).
Routing all invoices to the Accounts Payable Office. It is preferred that all invoices be sent to
Accounts Payable by the vendor and not to the user department.
* When the user department purchases items in person, the vendor will most likely issue an invoice at that time. In those instances, the user department will process as a Direct Pay using the
PAYMENT REQUEST and forwarded to the Accounts Payable Office.
12. STATE CONTRACTS

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The State of Missouri, Division of Purchasing has established, through the competitive bid process, contracts with various vendors to provide specific supplies, equipment and services to all state agencies, including the University, at firm prices for a designated time period.
These state contracts cover a multitude of products and services too numerous to list in this document and are available on the Internet at http://www.state.mo.us/oa/purch/contracts. The
University may purchase from the contracts denoted "yes" under the Cooperative Program
(Coop. Prog.) heading.
13. UNIVERSITY CONTRACTS
The University's Procurement Office has established, through the competitive bid process, contracts with various vendors to provide specific supplies, equipment and services at firm prices for a designated time period.
Such contracts are maintained in the Procurement Office and are available for examination at any time. A listing is maintained on the Procurement web site.
14. "NO SUBSTITUTION" REQUISITION
Requisitions for equipment, supplies, or services from one source only, and allowing no substitutes must be completely justified, in writing, as sufficiently unique to preclude the use of another similar item of different manufacture or brand. The justification must be forwarded to the Procurement Office.
In the absence of such a suitable written justification, orders or bids will be placed without restriction, on a "functional equivalent" basis.
15. COMPUTER HARDWARE/SOFTWARE PURCHASES
Purchases of computer hardware and software, other than Apple products, must be approved through the Information Services Purchasing (ext. 8486). A Banner requisition will be generated by the end user/department bearing the Information Services approval number. The completed requisition will be processed by the Procurement Office for order placement.
16. EMERGENCY PURCHASES
An emergency condition is defined as a situation in which there exists a threat to life, property, public health or public safety or when immediate expenditure is necessary for repairs to
University property in order to protect against further loss of, or damage to, University property, to prevent or minimize serious disruption in University services or to ensure the integrity of
University records.
A situation shall not warrant an emergency purchase unless: (1) an emergency condition exists,
(2) the element of time is a crucial factor in seeking relief, and (3) the resolution of the condition receives priority over routine operations and duties of the University. Lack of planning does not constitute an emergency condition.

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Although an emergency procurement requires immediate action, emergency purchases shall be awarded to the best valued vendor whenever reasonably possible to do so considering the conditions existing at the time.
The Procurement Office must be notified of such a situation. If it is deemed an emergency condition, the Procurement Office will conduct telephone/fax bids, if time allows, or delegate to the requesting department the authority to solicit bids. If time does not allow for telephone/fax bids, the Procurement Office will place an order immediately with a vendor or authorize the requesting department to place the order.
Purchase orders issued in a emergency situation must be accompanied by a brief description of the emergency situation. This documentation must be submitted to Purchasing by the requesting department.
17. SINGLE FEASIBLE SOURCE (SOLE SOURCE)
A single feasible source (sole source) procurement exists when:
Supplies are proprietary and only available from the manufacturer or a single distributor; or
Based on past procurement experience, it is determined that only one distributor services the region in which the supplies are needed; or
Supplies are available at a discount from a single distributor for a limited period of time.
The department may use a limited purchase order number (LIMITED PURCHASE ORDER
NUMBERS section) for single feasible source requirements totaling less than $5,000. For requirements totaling $5,000, the department shall submit a Requisition to the Procurement
Office for appropriate processing and shall submit written explanation as to how the procurement meets the definition of a single feasible source and or provide the manufacture’s letter of sole source production / distribution.
All single feasible source procurements valued at $5,000 or more (except those outlined below) must be posted in the public access area that other procurement notices are posted. The posting should include: title, description, contract period, renewal options, supplier, buyer, phone number, and posting date.
A single feasible source procurement contract may be established for an initial contract period not-to-exceed 12 months. The university may include renewal options not to exceed 12 months per option in the contract provided that the renewal option(s) were included in the posting of the single feasible source procurement. Prior to exercising a renewal option, the university must determine if the procurement still meets the definition of a single feasible source procurement. If circumstances have changed and the procurement can no longer be defined as a single feasible source procurement, the university must competitively bid the procurement and not exercise the renewal option.

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Any single feasible source procurement valued at $25,000 or more must also be advertised in at least two daily newspapers at least five days before the contract is let.
The sole source justification must be documented to explain how the procurement meets the legal definition of a single feasible source, the functionality of the supply that makes it a single feasible source and why the functionality is the only one that will meet the needs of the university, and documentation from the vendor. For single feasible source procurement contracts that include renewal options, documentation must be included in the file for each renewal option exercised.
Single feasible source procurement may be processed for the following:
Repair parts and services which are only available from the original manufacturer or sole distributor.
Software maintenance which is only available from the original manufacturer.
Copyrighted books, publications, subscriptions which are only available from the publisher or a sole distributor. This does NOT include copyrighted software purchases.
Examinations requiring interstate reciprocity which are only available from the publisher or a sole distributor.
Direct advertising space or time that is intended to target a specific audience. This does NOT include advertising agency services and production services.
Charges for booth space at conferences.
Fees to attend seminars, conferences, training, and classes when the event is promoted and open to the general public. (A payment request may be submitted to Accounts Payable if prepayment is required. See PREPAYMENTS and PAYMENT REQUEST sections).
Accreditation fees.
Honorariums (not fees) for convention and conference speakers and entertainers. An honorarium is a reimbursement for actual and reasonable travel expenses (PROCURING PERSONAL
SERVICES section).
18. CONTRACTING WITH A GOVERNMENTAL ENTITY
The University Procurement Office may contract directly with other state universities, state agencies, or governmental entities for supplies or services provided directly by such entity without conducting a competitive bid process.

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Governmental entities are those who derive their funding from a public tax base; i.e. federal agencies, cities, counties, public school districts, colleges, etc. Quasi-public governmental bodies as defined in 610.010 (4) RSMo are not included in this definition.
The University may participate in, sponsor, conduct or administer a cooperative purchasing agreement to procure supplies or services in accordance with a contract established by another governmental entity provided that such contract was established in accordance with the laws and regulations applicable to the establishing governmental entity.
19. MINORITY AND WOMEN-OWNED BUSINESS PURCHASES
The University must comply with all applicable laws, regulations, and executive orders affecting equal opportunity and nondiscrimination in the selection of contractors/vendors.
Affirmative action must be taken by the university to assure that minority-owned and womenowned businesses that are certified by the Office of Administration, Office of Supplier and
Workforce Diversity (OSWD) are provided an equitable and fair opportunity to submit bids and proposals and to receive an award. Executive Order 05-30 states that all state agencies shall continue to make every feasible effort to target the percentage of goods and services procured from certified MBEs and WBEs to 10% and 5%, respectively. These efforts shall include participation in an Executive Branch Contract Compliance Council which shall, in cooperation with the OSWD, review procurement efforts to assist in meeting the requirements of this Executive Order.
A Minority-Owned Business (MBE) must be at least fifty-one percent (51%) owned and controlled by one or more persons who are United States citizens and members of one of the following racial minority groups: Black, American Indian, Hispanic, Asian American, or other similar racial minority group.
A Women-Owned Business (WBE) must be at least fifty-one percent (51%) owned and controlled by women who are United States citizens.
The university can utilize the Missouri Minority/Women Business Enterprise Program
Directory as a source for identification of potential bidders. The directory is available on the
Internet at http://www.oa.mo.gov/oswd .
Departments using limited purchase order numbers (LIMITED PURCHASE ORDER
NUMBERS section) are encouraged to award their requirements to certified MBE/WBE vendors. The Procurement Office will also assist departments in their efforts to identify and secure the participation of MBEs and WBEs.
20. PROCURING PERSONAL SERVICES
Personal services may be secured to provide professional, technical, scientific, or artistic services. The following procedures for securing personal services must be adhered to by all departments regardless of cost, type, or source of funds.

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Cost of the service and the contractual relationship between the individual and the University will largely determine the method of procurement.
Services Involving University Faculty/Staff and Students
Regardless of cost, if the individual providing the service is a member of the University faculty or staff and the service is outside the scope of the person's regular duties, the department must contact the Office of Human Resources or the Provost Office for procedural assistance. Payment for services of this nature will be processed through the Payroll Office. Students not currently employed on campus, providing a service that is non-recurring in nature, may be paid through
Accounts Payable (PAYMENT REQUEST section) from an invoice for services if they are acting as an independent contractor and the total cost does not exceed $5,000. If the total cost exceeds $5,000, a Banner Requisition must be submitted to the Procurement Office for competitive bidding (PREPARATION AND SUBMISSION OF BANNER REQUISITION section).
Services Involving Independent Contractors
According to guidelines established by the Internal Revenue Service, individuals contracted to provide a personal service for the University may do so on an independent contractor basis.
Independent contractors are often described as persons engaged in occupations who contract to perform work according to their own methods, without being subject to the control of the employer except for the result. The Internal Revenue Service examines the following factors in determining whether an individual is an independent contractor or an employee. Each factor will be considered separately or in combination with others. These factors are guides to the primary question of whether the worker is in fact independent or subject to the control of the employer and, therefore, an employee.
The extent of control that the employer may exercise over the details of the work.
Whether the worker is engaged in a distinct occupation or business.
The kind of occupation, with reference to whether, in the locality, the work is usually done under the direction of the employer or by a specialist without supervision.
The skill required in the particular occupation.
Whether the employer or the worker supplies the instruments, tools, and place of work for the person doing the work.
The length of time the work will take.
The method of payment, whether by the time or by the job.
Whether the work is part of the regular business of the employer.
Whether the parties believe they are creating an employment relationship or an independent contractor relationship.

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Independent Contractor Services Costing $5,000 or Less:
If the services provided are non-recurring in nature and the total expenditure is less than $5,000, a payment request must be completed and submitted to Accounts Payable for payment
(PREPARATION AND SUBMISSION OF PAYMENT REQUEST section). When completing the payment request provide as much information as possible concerning the following: type and scope required; date(s) of service required; name, address and social security number of individual providing service.
Note: Purchases using "split tickets" (purchases greater than $5,000 being placed on more than one payment request to avoid the competitive bid process) are strictly prohibited.
Independent Contractor Services Costing More than $5,000:
If individual services provided will cost more than $5,000, procurement is necessary through the competitive bid process conducted by the Procurement Office. The requesting department must submit a Banner requisition to the Procurement Office. The Banner requisition must contain the following: type and scope of service required; location of where service is to be performed; date(s) of service; names and address of individuals and/or vendors who provide the type of service required.
Services of Individuals as Employees
If an individual cannot meet the criteria as an "independent contractor," the Office of Human
Resources or the Provost Office must be contacted before the individual may be hired as an employee of the University.
Honorariums
Occasionally, a unique qualification or credential may allow a specific individual to perform a service costing more than $5,000 as an exception to the competitive bid process. The requesting department must submit a Banner requisition to the Procurement Office. In addition to the required information as stated above written justification stating the rationale for not competitively bidding the service must accompany the Banner requisition in the document text area.
An exception to the competitive bid requirement may be made for any individual who presents a speech or entertains and who, in return, is normally reimbursed for actual and reasonable travel expenses and given an honorarium, as opposed to an hourly rate or per diem fee, for the donation of his or her time.
Based upon the information submitted, the Procurement Office will determine if competitive bidding is necessary.
21. SALES/USE TAX
Section 144.030.2(20) exempts educational, religious, and charitable institutions and political subdivisions from the payment of sales/use taxes on purchases for use in the conduct of their regular function and activities.

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The Missouri Department of Revenue has qualified the University for this exemption.
To benefit from this exemption, purchases must be paid for by check or draft drawn on funds of the University.
This exemption cannot be used on purchases by individuals for their own personal use, nor can it be used by organizations, clubs, groups, etc., for purchases for which payment will be made by other than University funds.
Some vendors will allow purchases to be made without charging Missouri sales/use tax, while others will require an exemption letter from the Department of Revenue. for the current exemption letter. Departments may make copies, as needed, of this letter to mail or give directly to the vendor.
Some cities and political subdivisions have imposed special room taxes on hotel and motel rooms. This tax is subject to be paid by the University.
22. C.O.D. ORDERS
The Procurement Office discourages the placement of orders on a C.O.D. basis, however, when this situation occurs the following procedure shall be followed.
Central Receiving notifies the Accounts Payable Office of the C.O.D. shipment, giving all pertinent information, i.e. purchase order number, vendor name, amount due and name of payee.
Accounts Payable then notifies the department of the impending C.O.D. delivery and informs them when a check will be ready for pick-up.
The department representative signs for the check in the Controller's Office and then delivers it to Central Receiving.
Central Receiving gives the check to the freight company.
The Physical Plant delivery personnel delivers the order to the department.
It is imperative the department acts promptly, as there is a very short time span in which to respond (usually two days).
23. UNAUTHORIZED PURCHASES
If an individual purchases equipment, supplies, or services by other than the established procedures, the purchase shall not be an obligation of the University, and the individual may be responsible to the vendor for all costs involved in the transaction.

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All transactions, except those funded by University Foundation, must be handled in accordance with the established purchasing policies and procedures as stipulated in this manual.
24. PERSONAL PURCHASES
The dictates of law and ethics prohibit the Procurement Office from acting on behalf of faculty and staff members in purchases from funds other than those administered by the University.
Purchases of University property by faculty or staff members are prohibited except through auctions, sealed bids or pre-established prices determined under the auspices of Property
Control.
25. COMPLAINTS AGAINST VENDORS, ADJUSTMENTS AND NEGOTIATIONS
The responsibility of the Procurement Office is not completed when a purchase order is issued or a contract has been awarded. It continues until the vendor has fully performed under the contract/purchase order and has delivered the item(s) or performed the service(s) and all warranties and opportunities for recourse against the vendor are over. In addition, the
Procurement Office will assist departments in handling complaints, etc. against vendors involving limited purchase order numbers (LIMITED PURCHASE ORDER NUMBERS section).
Departments shall report to the Procurement Office when any of the following conditions exist:
Damaged goods received. Do not destroy the shipping carton.
Late delivery.
Unauthorized substitution.
Poor quality/workmanship.
Failure to return/respond to a letter or phone call.
Poor service.
Failure to respond promptly to service calls.
Incorrect invoices.
Failure to meet specifications.
Failure/slow replacement of damaged goods.
Unacceptable overshipment.
Shipment of used or shopworn goods.
Shortage(s) in delivery/shipment.
False or misleading information.
Wrong item(s) received.
Other.
All orders are to be inspected by the department when they are received. The department should provide the vendor name, purchase order number, details or documented evidence of the impropriety immediately to the Procurement Office. If the problem involves a commodity, do not return the item(s) until advised to do so by the Procurement Office.

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After receiving the complaint information from the department, the appropriate Procurement personnel will contact the vendor (if deemed appropriate), arrange for resolution of the problem, and notify the department as to the status thereof.
26. EQUIPMENT DEMONSTRATIONS
It is permissible for vendors to demonstrate equipment to departmental personnel. These demonstrations should, however, be held strictly at the convenience of departmental personnel.
This practice is encouraged by the Procurement Office, and no prior clearance is required.
If equipment is left in the department, it must be understood by all concerned, that the vendor does so at his/her own risk. The University cannot and will not in any way assume responsibility for the equipment, other than to exercise normal and usual care.
It should also be made perfectly clear to the vendor by the Department that the University will in no way commit to the purchase of the equipment, and that the bidding process must prevail
(COMPETITIVE BIDDING section).
27. FIXED ASSETS (EQUIPMENT) DEFINITION
Non-expendable property, or fixed assets, are those assets for which a department has custodial responsibility and which possess the following attributes:
Real or personal tangible property;
Useful life of more than one year;
Cost (or estimated fair value if actual cost is not available) of $5,000 or more at the time of acquisition.
28. FIXED ASSETS (EQUIPMENT) TAGGING PROCEDURES
All fixed assets (FIXED ASSETS (EQUIPMENT) DEFINITION section) whether obtained by direct purchase, donation or other means are required to be tagged with a "PROPERTY OF
UCM" bar code label.
Equipment will be tagged upon arrival at Central Receiving by Property Control. Occasionally, items may be delivered directly to or picked up by a department due to the size or complexity of the equipment. In those instances, it is the responsibility of the department to notify Property
Control immediately so that the item(s) may be tagged and inventoried.
Equipment must be tagged so that the bar code label is in a conspicuous place for inventory purposes. If an item cannot be tagged due to size or use, a bar code number must be assigned to the item and logged to the department. Items purchased or donated through the University
Foundation will be tagged with a bar code label beginning with "Z."
Property Control will enter the tagged equipment acquisition data (i.e. inventory number, serial number and location) on the Banner System. This information may be obtained from the purchase order, payment request, shipping document, etc.

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29. FIXED ASSETS (EQUIPMENT) INVENTORY
The importance of having a complete and accurate accounting of fixed assets cannot be emphasized too strongly. Accounting procedures and records for fixed assets are essential for financial reporting and the protective custody of University property. The value of fixed assets for all departments is substantial and the responsibility of stewardship involved in safeguarding such investment is of utmost importance.
Inventory records must be maintained on all fixed assets (FIXED ASSETS (EQUIPMENT)
DEFINITION section). This inventory requirement necessitates that property tags (inventory numbers) be placed on all fixed assets by the Property Control Office (FIXED ASSETS
TAGGING PROCEDURES section). The Property Control Office is responsible for entering the equipment acquisition data (i.e. inventory number, serial number and location) on the Fixed
Asset Scanner than down loaded to the Banner System.
Property Control will schedule annual inventory verifications with departments.
Departments will be required to identify equipment items (FIXED ASSETS (EQUIPMENT)
DEFINITION section) to be added that are not presently on their departmental inventory. These potentially could be items that may have been reported missing by another department or omitted during the tagging process (FIXED ASSETS TAGGING PROCEDURES section).
If applicable, Property Control will forward a missing equipment (items not accounted for) listing to departments after the inventory verification. Departments must account for/or locate the missing equipment within 30 days. If after 30 days, a department has not accounted for the missing item(s), Property Control will provide notification to the appropriate Dean, Vice
President or Executive Assistant to the President indicating the item(s) to be reported as missing
(lost) on the departmental inventory. Such report will be available for Board of Governors' review.
Audits will be made on the inventories reported. It is extremely important that some type of departmental control be maintained on the location of all inventoried items. Such controls will not only facilitate an audit, but will also make future inventories easier for departmental personnel. For auditing purposes, care should be exercised in keeping records of circumstances surrounding missing property. A complete and accurate inventory must be taken.
30. DEPARTMENT'S RESPONSIBILITY FOR UNIVERSITY PROPERTY
Each department chairperson or administrative official is responsible for:
All property and equipment purchased, donated, or constructed for and assigned to the department regardless of its cost or value.
Verifying and correcting all information relating to the department's equipment inventory listing
(FIXED ASSETS (EQUIPMENT) INVENTORY section).

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Returned to vendor for exchange, replacement, etc. (RETURNS, EXCHANGES section).
Establishing and maintaining records and controls for sensitive or easily pilfered equipment, such as guns, cameras, calculators, typewriters, television sets, audiovisual equipment, power tools, etc. which are not inventoried (tagged) under the provisions of the FIXED ASSETS
(EQUIPMENT) TAGGING PROCEDURES section.
31. TRANSFER OF FIXED ASSETS (EQUIPMENT) AND OTHER PROPERTY
A University department may transfer property or fixed assets (tagged equipment) to a second
University department.
If the transferred item(s) is not a tagged fixed asset (FIXED ASSETS (EQUIPMENT)
DEFINITION section) and there is an exchange of funds involved, an Interdepartmental
Transaction (IDT) form (Exhibit #5) shall be completed and forwarded to Accounting Services.
If the transferred item(s) is not a tagged fixed asset and there is no exchange of funds, the departments involved in the transaction may handle the transaction informally without notification to Accounting Services or Property Control.
If the transferred item(s) is a tagged fixed asset and there is an exchange of funds involved, an
IDT form shall be completed and forwarded to Accounting Services.
If the transferred item(s) is a tagged fixed asset and there is no exchange of funds, the departments involved must update their respective equipment inventory.
Once a department determines the equipment or property will not be transferred intra or interdepartmentally and there is no longer a need for it within the department, the item(s) must then be declared surplus as addressed in DISPOSAL OF SURPLUS PROPERTY/EQUIPMENT.
32. PERSONAL USE OF UNIVERSITY EQUIPMENT/PROPERTY
The removal of University equipment/property for personal use is prohibited.
Equipment/property may be taken off-campus only for use in direct relation to University business. Authorization for off-campus use requires written approval by the department head.
When approval is granted, the department having ownership must keep on file, until such time as the item is returned, the following information:
Date removed
Inventory tag number, if applicable. If not, complete description of property
Where property will be located
Name of person using property
Date property is to be returned

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The individual removing the property will be totally responsible for the care and return of the property to the University department.
33. THEFT OF FIXED ASSETS (EQUIPMENT) AND OTHER PROPERTY
A theft of fixed assets (FIXED ASSETS (EQUIPMENT) DEFINITION section) or of other
University property must be immediately reported to the Public Safety Department by the department which had custody of the equipment or property. If after ninety days the tagged equipment has not been recovered, it will be retired from the department's equipment inventory by the Property Control Office upon receipt of the police report from the Public Safety
Department.
34. DISPOSAL AND ACQUISITION OF SURPLUS PROPERTY/EQUIPMENT
Surplus property is any tangible supplies, materials, or equipment for which the University has acquired ownership by means of purchase, donation, dedication, transfer, exchange or any other lawful means, which is no longer needed by the department.
Disposal of surplus property must be made through the Property Control Office.
The policy of declaring property surplus in lieu of using as a trade-in is in force. Exception to this policy requires specific approval of the University Procurement Office.
Once a department determines property, other than computers, is surplus and a trade-in is not possible, a Declaration of Surplus Property (DSP) form must be requested from Property
Control. See DISPOSAL OF SURPLUS COMPUTERS for procedures to follow. When the DSP form is received, the following procedures will be followed:
The department completes the DSP form and forwards the appropriate copies to Property Control and retains the departmental copy. It is imperative that all declared surplus property be itemized on the DSP, since the Physical Plant Warehouse personnel will not pick up items not listed.
Property Control forwards the appropriate copies of the DSP to the Physical Plant Warehouse in those instances when this service is required.
The Warehouse personnel picks up the declared surplus property at the request of the Property
Control Office and delivers to the Hale Lake Road surplus property location or other designated location.
Property Control maintains a listing of such property and periodically publicizes or circulates the listing to departments stating inspection dates and times. The property is available to departments only on a first come basis, at no cost to the department. Departments may also make an appointment with Property Control to view the surplus items at any time.

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Surplus property, that is not redistributed to another University department, will be disposed of by the Property Control Office. The Property Control Office will determine the best method to dispose of the property, i.e. public auction, sealed bid, sell to another public entity through negotiation, etc.
Proceeds from the sale of University owned property, less expenses, will be credited to the appropriate fund in accordance with the formula listed below. Sale proceeds from scrap/salvage or other than auxiliary owned property may be retained in the Surplus Property fund for operational costs. In extenuating circumstances, an exception may be permitted.
SALE AMOUNT
$ 0 - $99: formula credit 0%
$100 - $4,999: formula credit 80%
$5,000 - $9,999: formula credit 85%
$10,000 - $14,999: formula credit 90%
$15,000 and over: formula credit 95%
35. DISPOSAL OF SURPLUS COMPUTERS
The Property Control Office requests all departments follow these procedures when declaring a computer as surplus property.
The computer hard drive contains licensed software, and in some cases, user data which may also be copyrighted and legally private. Allowing this "soft" material to be released from its original owner has a high potential for University liability.
Property Control and Information Services jointly created the functional/age criteria to assist your department in determining the proper category for your computer's disposal. Your computer's age can be found in your departmental equipment inventory list or by contacting
Property Control at 4970 with the inventory number or serial number. Note: Please use July 1 of the previous calendar year to ascertain the number of years.
Your cooperation in following these procedures will ensure the University is complying with legal requirements associated with the disposition of surplus computers (software).
Category I Part A: FULLY FUNCTIONAL AND LESS THAN 4 YEARS OLD
Department creates a work order through User Services Help Desk at 4357 to finalize computer's category. The Help Desk will need the following information:
Inventory number and/or serial number
Model: PC or Macintosh
Specific location of equipment
Contact person for pickup (name and phone number)
Field Services technician will assess equipment's specific hardware configuration and condition.

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If the system has potential to remain on the University's network, the technician will inform the department to proceed to Category I Part B.
Category I Part B: RELEASE EQUIPMENT OWNERSHIP
Department must complete a Declaration of Surplus Property form (Exhibit #7), listing only
Category I computer equipment and its accompanying peripherals. Example: monitor, keyboard, speakers and mouse.
Annotate on form "EQUIPMENT REMOVED BY FIELD SERVICES" and attach a copy of the signed work order.
Promptly forward the completed form to the Property Control Office to ensure a timely and accurate change to your departmental inventory. NOTE: Do not list any other surplus property on this form. A separate Declaration of Surplus Property form must be completed for any other surplus property items.
Category II: PROBLEMATIC. INOPERABLE OR OVER 4 YEARS OLD
Department must complete a Declaration of Surplus Property form listing the computer(s) and accompanying peripherals. Additional surplus property items may also be listed on the form.
Forward completed form to the Property Control Office.
Property Control will arrange for the pick-up and subsequent disposition of the property.
Property Control will coordinate with User Services to remove and disable all hard drives before they are disposed.
SECTION II: PROCEDURES
1. PREPARATION AND SUBMISSION OF BANNER REQUISITION
The end using department will prepare the FPAREQN Banner Requisition form. This electronic from consists of four tabs which are the Requestor/Delivery Information, Vendor Information,
Commodity/ Accounting and Balancing/Completion.
Requestor/Delivery Information Screen
Starting with the Requestor/Delivery Information Screen the end user will provide all appropriate information which includes but not limited to the order and delivery dates, requestor campus location, the order deliver to and other information.
Vendor Information Screen
The next step is to click the Vendor Information Screen tab. End users may select the vendor or elect to have the Procurement Department do so. Vendor information can be located by clicking on the Search button arrow and selecting the FTIIDEN. A vendor search will be executed on that screen. Upon finding the vendor of their choice and clicking on that vendor the information will populate into the Vendor Information Screen.
Commodity/ Accounting Screen
The end user will enter the commodity code, item description, unit of measure, quantity and price for each item they would like to order. Next, they will provide the appropriate FOAPAL

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(Fund, Organization, Account, Program, Activity and Project for which the purchase is to be charged.
Balancing/Completion Screen
The final screen is the Balancing/Completion Screen which indicates if the accounting lines of the document are balanced. If so the end user will click on the Completed Button/Icon of the form which will complete the transaction and take it to the Banner Posting Process.
The Procurement Office will solicit competitive bids on all Requisition totaling over $5,000 and will also solicit competitive bids on requirements totaling less than $5,000, if you note on the
Banner Requisition.
A funded Banner Requisition is required before any action may be taken toward the purchase of any supplies, equipment or service, regardless of the funding source.
The Completed Banner Requisition Less than $5000.00 Not Requiring a Bid
The completed Non Bid Banner Requisition should have the following information:
General nomenclature or description of product.
Quantity needed and unit of measure of the product
Price of the product. (Price of $1.00 when you are uncertain of the final price and are requesting
Procurement to find a price).
The Completed Banner Requisition $5000.00 or More Requiring Competitive Bid Action
For those purchases exceeding $5,000, complete specifications must be given as follows to allow for competitive bids:
Specifications shall, to the extent practicable, emphasize functional or performance criteria while limiting design or other detailed physical descriptions to those necessary to meet the needs of the
University. Listed below are examples of broad categories of functional/performance specifications.
General nomenclature or description of product.
Quantity needed and unit of measure of the product
Price of the product. (Price of $1.00 when you are uncertain of the final price as the market will dictate upon the completion of the bid process conducted by Procurement).
Required minimum and maximum performance characteristics: speed, storage, production capacity, usage, ability, etc.

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Equipment operational requirements: such as requirements and/or limitations on environment, water or air cooling, electrical requirements, magnetic-free operations, etc.
Site preparation requirements: Any requirements for which the vendor will be responsible, such as electricity, plumbing, etc.; also indicate any requirements for which the University will be responsible.
Compatibility requirements: such as requirement for compatibility with the existing equipment.
Conversion requirements: such as maintaining the operation of a system while installing a unit and then switching to the operation of new equipment.
Installation requirements.
Maintenance requirements.
Expendable supplies and parts requirements.
Specifications should be prepared so as to preclude restrictive provisions and encourage open and free competition.
If the needs of the University can only be met by a specification which has the effect of exclusively requiring a proprietary supply (SINGLE FEASIBLE SOURCE section), written justification must be submitted with the Banner Requisition.
Specifications may be based upon brand name descriptions if generic functional specifications are not practicable provided the phrase "or functional equivalent" is added as an inherent part of the description. If possible, identify two or more brands equal to the specifications. Always include manufacturers specification sheets with the Banner Requisition, if they are available.
In the event the item requested represents a part, or an item to be used in conjunction with existing equipment, make this notation on the request. This will insure compatibility with the existing equipment.
In the event your requirement is for a professional or general service, submit a detailed Scope of
Work with the Banner Requisition. The Scope of Work should describe specific requirements, i.e. specific tasks, sub-tasks, parameters, limitations, by-products, equipment, supplies, and/or final products, etc.
The timely submission of the Banner Requisition to the Procurement Office is very instrumental in assuring the required goods and/or services arrive in the desired time. The timetable below lists the approximate number of working days needed by Procurement and the Departmental
Approver to process a Banner Requisition into a purchase order or annual contract.
General Processing Schedule

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Requirements totaling $5,000 or less or requirements available on State or University contracts regardless of total— Procurement 1 day, Approver(s) 1 day.
Requirements exceeding $5,000 to $99,999— Procurement 1 day, Approver(s) 2 days, 5 to 30 days bid process. This is dependent upon the complexity of the requirements and the time required for bid preparation, solicitation, and evaluation.
Requirements totaling $100,000 or more— Procurement 1 day, Approver(s) 2 days, 30 to 45 days bid process with notification to the Board of Governors of the impending purchase ten (10) days prior to the next regularly scheduled Board meeting. After bids have been solicited and evaluated, University President recommends award to the Board of Governors ten (10) days prior to the next regularly scheduled Board meeting. Upon Board approval, the purchase order or contract award is issued.
2. BANNER SYSTEM PURCHASE ORDER COPIES
The Procurement Office processes a Banner System generated purchase order FPAPURR in response to the department's Approval Banner Requisition and. Purchase orders are distributed as follows either in hard copy of electronically:
One – Faxed or mailed to the vendor.
One – End user Department.
One - Procurement Office file copy.
One - Accounts Payable file copy.
One - Central Receiving file copy.
3. PREPARATION AND SUBMISSION OF PURCHASE ORDER
The Procurement Office will take the Banner Requisition (1) review it for completeness (2) gain clarification from end user on any item of ambiguity (3) process the FPAREQN document into the FPAPURR Banner Purchase Order (4) send the Purchase Order to the Departmental
Approval Queue (5) after Approval send the < $5,000.00 Purchase Order to the
Vendor/Contractor for fulfillment or if > $5,000.00 conduct the appropriate bid action (6) award the Purchase Order to the Contractor for fulfillment (7) make the appropriate distribution of the
Purchase Order (8) after complete fulfillment of the Purchase Order retire it into the Procurement files
4. PAYMENT REQUEST
A Payment Request form is processed under any of the following conditions: (1) When a purchase order number was obtained from the Procurement Office and an invoice was received at the time of purchase (i.e. purchases made at local businesses); or (2) when making payment to the University's food service provider, paying for services rendered (i.e. copy machine lease/purchase and/or maintenance, telephone service, etc.), which have been procured in accordance with policies and procedures outlined in this manual; or (3) when prepayment is required for items, such as: memberships, subscriptions, advertising, conferences, registrations, entry fees, and hotel/motel accommodations. (Proper documentation must be attached to the

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Payment Request. Refer to PREPAYMENTS section.); or (4) when paying independent contractors procured in accordance with the PROCURING PERSONAL SERVICES section.
A purchase order number is not required for those types of payments addressed in items 2, 3, and
4 above, but may be helpful when tracking a payment. The Procurement Office will issue purchase order numbers for this purpose (TYPES OF PURCHASE ORDERS and LIMITED
PURCHASE ORDER NUMBER sections).
5. PREPARATION AND SUBMISSION OF PAYMENT REQUEST
Completing the Payment Request
Should have the following information provided before submitting to Accounts Payable :
1. Date - Enter the date of the payment request.
2. Check Needed By - Complete only when there is a deadline for a check to be received by the vendor to avoid penalties (LATE PAYMENT PENALTY section).
3. Vendor/Address - Enter complete vendor name and address.
4. Social Security Number - If paying an individual as an independent contractor (stipends, honorariums, services) the social security number must be provided as well as a Certificate of
Self Employment form the first time the contractor serves the University (PROCURING
PERSONAL SERVICES section).
5. Accounting Information - Enter FOAPAL in the account section and total cost in the amount section. If more than one FOAPAL is to be charged, the amount each FOAPAL should indicated in the amount area. Up to seven (7) FOAPALs can be charged on one Payment Request Form. If not enough space is provided, type "see additional form(s)".
6. Description - Enter a brief description of the items purchased and their use. If payment is for services, enter the date of service and what services were provided.
7. Authorized Signatures - Must be signed by the authorized cost center administrator(s) before sending to Accounts Payable.
8. Copy Distribution - The original white copy and original invoice must be sent to Accounts
Payable in order to effect payment and avoid potential late payment penalties.
6. PREPAYMENTS
Procurements requiring prepayment must be accompanied by prepayment and price verification from the vendor. This should be in the form of a letter from the vendor, current price list, pro forma invoice, advertisement, renewal notice, etc.

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Verifications for prepayment of entry fees, registrations and subscriptions shall be submitted on a "Payment Request" by the department to the Accounts Payable Office (PREPARATION AND
SUBMISSION OF PAYMENT REQUEST section). All other verifications for prepayment shall be submitted on a "Banner Requisition" to the Procurement Office.
Prepayment checks will not be issued on the basis of telephone quotes.
7. UNIVERSITY STORE PURCHASES
University departments may make purchases totaling $5,000 or less at the University Store without prior authorization from the Procurement Office. Requirements exceeding $5,000 must be submitted to the Procurement Office for review and determination on the best procurement method.
The University Store stocks basic office supplies: paper, envelopes, file folders, labels, computer supplies, etc. An office supplies list of the most popular office supply items is produced and distributed annually by the University Store. Updates to this list are produced on an "as needed" basis. The office supply list should not be interpreted as a complete list of all items that are available at the University Store.
The end using department may use the Purchasing Card or an IDT to purchase these and other business related items. Office supplies are generally delivered by the University Store on
Tuesdays and Thursdays of each week. When your order is delivered, check to see that proper items are received and sign for the merchandise.
University departments will receive a 20% discount on office supplies that are stocked by the
University Store on a regular basis. No discount will be extended on special order merchandise.
For those items which cannot be found on the Office Supply List, contact the University Store for assistance.
8. COMPUTER SOURCE PURCHASES
As a result of the University's participation in Apple's Collegiate Partnership Program,
University departments may purchase Apple products through the Computer Source, University
Union Room 125. Computer Source is an authorized campus reseller and as such will sell Apple products to University departments at Apple's higher education pricing. Therefore, competitive bidding (COMPETITIVE BIDDING section) will not be required regardless of the purchase amount.
The following procedure should be used when placing an order for Apple products.
Call or stop by the Computer Source for presale consultation, if needed. Computer Source will verify that the systems/components/software meet approved University standards (COMPUTER
HARDWARE/SOFTWARE PURCHASES section).

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Computer Source staff will process a purchase order to Apple upon receipt of a departmental account number(s), authorized departmental signature, and after the necessary funds have been encumbered.
Computer Source staff will follow-up with Apple for delivery status, problem resolution, etc. and will keep the department informed.
University departments shall follow the policy addressed in the COMPUTER HARDWARE/
SOFTWARE PURCHASES section for purchases other than Apple products.
9. GRANTS
A funded Banner Requisition is required to be submitted to the Procurement Office for the purchase of goods and services from funds obtained through Federal or State Grants.
The procedure for obtaining all items, regardless of the type of grant, will be exactly the same as any other University purchase. Bids will be solicited when necessary.
10. PRINTING
All requests for printing must be directed to Printing Services. In the event Printing Services does not provide the type of work needed, or if the job for some valid reason is needed prior to
Printing Services' capabilities to complete it, a Banner Requisition (PREPARATION AND
SUBMISSION OF BANNER REQUISITION section) must then be submitted to the
Procurement Office requesting the job be done off campus. Complete specifications detailing the printing requirements must accompany your Banner Requisition. Printing Services will assist you in preparing the specifications. It is important to remember that if the job is to be done off campus, it must be bid if the cost exceeds $5,000. The time required for the bidding process must be taken into consideration.
Departments must pre-plan your printing needs, allowing ample time for Printing Services to do the job, and/or enough time for the bidding process and an off-campus printer to do the job.
11. COPYING
All copying that represents the University, is paid for from University funds, and is not performed within the department shall be done by the University Copy Center. Copying requests that cannot be completed by the Copy Center within the required time frame must be approved in writing by the Director of Printing Services before the work may be taken off campus.
In the event that such approval is given, the department shall issue a limited purchase order number (LIMITED PURCHASE ORDER NUMBERS section) to the vendor or submit a Banner
Requisition (PREPARATION AND SUBMISSION OF BANNER REQUISITION section) to the Procurement Office for the issuance of a purchase order or for soliciting bids, if appropriate.
The written approval from the Director of Printing Services must accompany the limited purchase order or Banner Requisition in order for the transaction to be paid from University

38 funds. Otherwise, the transaction will be deemed an unauthorized purchase (UNAUTHORIZED
PURCHASES section).
12. VEHICLE RENTALS - CARS, VANS, TRUCKS
University vehicles may be scheduled by calling the Physical Plant Office. Rentals of vehicles for trips originating in Warrensburg can be handled via the University’s Rental Vehicle Contract with Enterprise. Vehicle rental conducted at the local Enterprise Branch should be completed as a direct billing process from Accounts payable to the end user department.
See Travel Policy Manual for details on reimbursement for the cost of vehicles rented out of town.
Buses
Rental of buses needed for large group transportation requires a Banner Requisition
(PREPARATION AND SUBMISSION OF BANNER REQUISITION section) be submitted to the Procurement Office. At a minimum, the following information should be provided:
Name of group or activity
Size of bus needed (passenger capacity)
Type of bus needed (motor coach or school bus)
Destination
Departure date
Departure time
Will it be an overnight trip
Will local service be needed at destination
Departure date and time for return trip
13. RENTALS / LEASES
Items to be rented or leased must be handled in the same manner as those items to be purchased.
Bids are required to be taken when the total cost exceeds $5,000 (METHODS OF
SOLICITATION section).
In addition to the regular information required in preparing a Banner Requisition
(PREPARATION AND SUBMISSION OF BANNER REQUISITION section), if the item is to be rented or leased, indicate so, and indicate the term of the proposed rental or lease.
Also indicate if the item is to become University property upon the termination of the rental or lease period.
14. PETTY CASH PURCHASES

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Cash purchases for amounts up to $25 may be made for any commodity. Prior authorization from the Procurement Office is not required for petty cash purchases.
For reimbursement, submit an original paid receipt from the vendor from whom the purchase was made, with a Petty Cash Issue Voucher to the Revenue Office. The Petty Cash Issue
Voucher must have the signature of the cost center administrator, must include the name of the individual to be reimbursed, and a description of materials/services purchased.
15. BOOK / PRODUCT EXAMINATIONS
A Banner Requisition (PREPARATION AND SUBMISSION OF BANNER REQUISITION section) shall be submitted for all book and product examinations, and a formal purchase order will be issued by the Procurement Office. The department may use a "limited purchase order"
(LIMITED PURCHASE ORDER NUMBERS section) in lieu of submitting a Banner
Requisition to Purchasing.
This not only lends authenticity to the request, but also establishes a means to pay for the book or products should the decision be made to keep it and allows for payment without having to resubmit an additional request. Further, it helps to identify the shipment when received by
Central Receiving.
If the decision is to keep the book or product, forward the packing slip or invoice received to the
Procurement Office noting your wishes. Purchasing will notify the vendor and the University
Accounts Payable Office.
If the book or product is to be returned, send a copy of the packing slip or invoice to Purchasing noting "RETURNED" and specify the date of the return. Package the item, along with the original packing slip or invoice, affix a completed address label and make arrangements for the return through Central Receiving (SHIPPING PROCEDURES section) or through University
Mail Service.
16. REPAIRS
No University property should be taken or sent off campus for repair without first submitting a
Banner Requisition (PREPARATION AND SUBMISSION OF BANNER REQUISITION section) for that purpose to the Procurement Office or submitting a purchase order (LIMITED
PURCHASE ORDER NUMBERS section) to the vendor with the item.
The Banner Requisition or purchase order must give a complete description of the item being returned, including serial number and/or inventory number, and the nature of the repair needed.
If it is to be repaired under warranty, the purchase order number and the vendor name and address from the original purchase order must be provided.
The department is responsible for the packaging of the item for shipment to the vendor. See
SHIPPING PROCEDURES section.

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Following the above procedures will ensure that the repaired items will be returned to the correct department when it arrives back on campus.
17. RETURNS, EXCHANGES
No University property shall be taken or sent off campus for return or exchange without first contacting the Procurement Office either in person or by phone.
The appropriate Purchase Order Processor will make arrangements with the vendor for return or exchange authorization and will notify the department of any required action on their part.
If the item being returned or exchanged has been tagged with an inventory number and that item will not be returned to the University, the department must contact Property Control to arrange for the inventory number to be removed from the item and deleted from the department's equipment inventory.
The department is responsible for the packaging of the item for shipment to the vendor.
(SHIPPING PROCEDURES section).
18. CANCELLATION OF ORDERS
The cancellation of an order is the breaking of a binding agreement and should not be done without just cause.
Acceptable causes includes:
Vendor's inability to deliver
Failure to ship in a timely manner
By mutual agreement
Should you desire to cancel an order for just cause, a memo should be sent to the Procurement
Office stating the reasons for the cancellation request.
The vendor will then be contacted, and an agreement to cancel will be negotiated.
19. CHANGES ON ORDERS
Changes may be made on outstanding orders, but should be avoided if at all possible.
If a change is required, contact the Procurement Office immediately.
The Procurement Office will attempt to effect the change, but circumstances may prohibit this from being done.

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20. CENTRAL RECEIVING
A central receiving point has been established in the General Services Building for all incoming shipments for all departments.
It is important that all items received on campus be checked in at Central Receiving in order to establish a proper audit trail and to properly account for all items. In addition, all misrouted freight deliveries must be promptly reported to Central Receiving for proper handling; otherwise, the department may be held financially responsible.
On occasions, pre-arrangements may be made with vendors and/or departments for commodities to be delivered directly to the requesting department, especially when installation is required. In these instances, the Procurement Office must be notified when the order has been received.
Personal packages should not be addressed to individuals in care of the University without first notifying Central Receiving of the impending arrival of such a package.
No personal C.O.D. shipments will be accepted.
21. PARTIAL SHIPMENTS/PAYMENTS
Partial payments to vendors for partial shipments received will be made by the Accounts Payable
Office with the requesting department's approval.
22. INVOICES
An invoice received by a department must be sent to the Accounts Payable Office immediately upon receipt. If item(s) on the invoice have been received, payment is in order, and a purchase order has been processed through the Procurement Office, the department cost center administrator should sign, date, and note "item(s) have been received and payment is in order" on the invoice and forward it to the Accounts Payable Office.
23. RECEIPT OF DAMAGED GOODS
If damaged goods are received, DO NOT destroy the shipping carton.
Notify the Procurement Office at once giving the vendor name, item damaged, purchase order number and description of the damage.
You will be advised of disposition as soon as possible.
24. SHIPPING PROCEDURES
Pack and wrap packages carefully. Be sure to use a strong, suitable shipping container. The contents must be cushioned to protect against shock. It is recommended that filament or packing tape be used over all seams to assure good closure during transit.

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Address package properly. Place a printed or typed address label on the top of the package, providing the vendor's or consignee's complete name and address including the zip code. The address of the shipper (the department making the return) must also be shown on the label. Be sure that each package has the departmental account number (budget number) included in the return address. It is recommended that filament tape be placed over the address label.
Take the packaged and addressed item to Central Receiving or make arrangements with Central
Receiving to have the item picked up and delivered to them for dispatch.
Weight limitations to any one vendor/consignee via UPS is 70 pounds per package.
To declare a value in excess of $100 for any package, a memo to Central Receiving stating the value must accompany the package.
25. VENDOR RELATIONS
While the Procurement Office does not prohibit departmental personnel from contacting vendors, it is suggested these contacts be held to a minimum. The following information and suggestions may be helpful when contacting vendors.
SOLICITATION OF PRICES: While such information sometimes provides a guide, prices quoted are rarely the same given to Procurement Office personnel. It takes a vendor time to provide pricing information, and time is money to them. Also, some vendors don't fully realize we must abide by the bidding process, and that any information given, while helpful and appreciated, does not assure them of an order.
If you must contact a vendor, please make certain they understand the bidding process
(COMPETITIVE BIDDING section).
EXPEDITING: Before checking with a vendor for delivery information, check first with the
Procurement Office to determine if such information is available.
SALESPEOPLE: It is permissible for salespeople to call on departmental personnel to make you aware of new products, etc.
Three points to remember: you are not obligated to receive salespeople; you meet with them at your convenience; and it is important that all salespeople be aware of the bidding process.