Buy
Purchasing Services
Financial Services Division

 Options for purchasing goods & services
 Where to obtain goods & services
 How Purchasing Services can help you
Purchasing Services - Financial Services Division

 PCard
 Purchase Order (UniFi)
 Standing Order (UniFi)
(for repeat purchases)
 Contracts / eMarket
 U of S Internal Stores
Purchasing Services - Financial Services Division

U of S Policies & Procedures
Procurement & Solicitation of Competitive Bids www.usask.ca/policies
PURCHASE $ REQUIREMENT
< $5,000
> $5,000 - $50,000
> $50,000 +
Use PCard based on market knowledge or verbal quotation
Use Purchase Requisition based on 3 written quotations (or request a
Competitive Bid Process through
Purchasing Services)
Use Purchasing Services & request a
Competitive Bid Process
Purchasing Services - Financial Services Division

 Mastercard
 Easy to use & reconcile
 Efficient
 Cost effective
Purchasing Services - Financial Services Division

 To be used:
 For purchases > $5,000
 When Suppliers do not accept the PCard
 PO Advantages:
 Audit trail, payment control, proper tax application, inquiry through UniFi
Purchasing Services - Financial Services Division

 USE CAMPUS SERVICES!
 Biobars (Freezer Programs)
 CCS
 DMT
 FMD
 Printing Services
 Radiation Safety
 Animal Care Unit
Purchasing Services - Financial Services Division

 Contracted Suppliers
 eMarket – Stationery & IT Supplies
 Vehicle Rentals
 Courier Services
 Laboratory Consumables & Chemicals
 Accommodation
 Agricultural Supplies
 Etc.
Purchasing Services - Financial Services Division

 Corporate Administration
 Purchasing Services
 Research Services
Purchasing Services - Financial Services Division

PURCHASING SERVICES
Consulting & Advisory Services
Contracts
Competitive Bids
Purchase Orders (UniFi)
Information & Updates
Education & Training
Purchasing Services - Financial Services Division

Sourcing &
Technical
Requirements
Contract
Negotiation
Contract
Performance
PURCHASING
SERVICES
Competitive
Bids
Problem
Solving
Credit
Checks
Supplier
Development
Purchasing Services - Financial Services Division

Client Departments
Internal Expertise
Corporate Admin,
Research Services,
Risk Mgmt, FMD, HRD,
External Expertise e.g. Legal Counsel,
Funding Agencies,
Regulatory Agencies
Purchasing Services
Policies Contract Law
Regulatory Requirements
Purchasing Services - Financial Services Division

 Demonstrates due diligence & mitigates risk
 A legal process
 all bidders MUST be treated equally
 Includes:
 RFP
 RFT
 RFQ
 RFP
Purchasing Services - Financial Services Division

Imports & Exports
(Duty, Brokerage & Taxes)
 Imports > 2,000 shipments annually
 U of S Customs Broker
 No other company s/b authorized to clear shipments!
 CBSA Requirements
 Valuation
 Tariff Treatment
 End Use Provisions
 Reporting Requirements
 Other Gov. Departments (OGD’s)
Requirements e.g. permits
Purchasing Services - Financial Services Division

 Nothing is ‘free’!
 University responsible for correctness of all documentation
 Advise Purchasing immediately if documentation does not match
Purchasing Services - Financial Services Division

 GST
Goods & Services Tax
 PST
Provincial Sales Tax
 HST
Harmonized Sales Tax
 VAT
Value Added Tax
 NRWT
Non-Resident Withholding Tax
Purchasing Services - Financial Services Division

 Freight/Courier/ Postage
 Packaging
 Handling
 Duty/Brokerage
 Insurance
 SWEEP
(Enviro Handling Charge)
 Permits
 Phone/Fax
 Credit Rating Reports
 Other
Purchasing Services - Financial Services Division

 Agriculture & Agric-Food,
 Atomic Energy Board
 CBSA
 CFIA
 Health Canada
 Foreign Affairs & International
Trade Canada / PWGSC
 Department of Justice
 RCMP
 Transport Canada
 Internal approvals:
 Audiovisual equipment
 Capital construction / purchases
 Collective agreement issues
 Furniture
 Health & safety issues
 Insurance, indemnity & liability
 IT issues
 Live animals
 Radioactive products
 Real property, licensing or leasing
 Research related issues
 Refrigerators / freezers
 Visual Identity
Purchasing Services - Financial Services Division

 Plan ahead
 Consider TOTAL cost = acquisition, operating, maintenance, disposal
 Consider timelines
 Small orders = < efficient + > $
 PO Advantages
Purchasing Services - Financial Services Division

Room E150, Administration Building
Phone: 966-6704
Fax: 966-8342
Email: purchasing.services@usask.ca
Website: www.usask.ca/purchasing
Purchasing Services - Financial Services Division