Student Life
Procurement Services Review
January 6th, 2015
Procurement Services Team Introductions
• Ron Moraski – Director
• Rachael Kruse – Associate Director
• Meaghan Kraft – Manager, Procurement
Systems
• Nicole Runyon – Strategic Sourcing
Manager
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Agenda:
1.
2.
3.
4.
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How to Buy?
Requisition Process/Workflow
Invoice Processing
Support/Training Opportunities
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How to Buy?
OSCAR Marketplace
• Quick turnaround
• eInvoicing
Preferred Suppliers
• Master Agreements
• List of Preferred and Marketplace Suppliers and how to
process orders/payments here
Collegiate Store
• Utilize departmental charge form on Finance website here
Personal Reimbursement
• Email Procurement Support for review and approval
Petty Cash
• Policy for use on Finance website here
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• B2B shopping experience • Rensselaer branded catalogs with pre-negotiated pricing
• Order brought back in to a Requisition in OSCAR
• Orders <$10,000 route only to a Financial Approver before PO
goes to supplier for fulfillment
• Invoices for OSCAR Marketplace orders are sent electronically,
and will flow through the system without any approval required
for payment as long as the invoice matches the PO
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• When an order is not possible through the Marketplace, please
utilize our Preferred Suppliers whenever possible
• ALL orders and/or events taking place with Preferred Suppliers or
Department
any certified supplier
inApprover
OSCAR will be placed using a
Requisition*
Special Approver/s
*orders against blanket orders do not require a requisition
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Master Agreements
What are they?
• Overarching, umbrella agreements –
– Campus-wide or Department-specific
• Govern all purchases with the supplier
• Generated by competitive bids, specific
negotiation, adoption from purchasing
consortiums
• Result in Preferred Suppliers
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Master Agreements
Who are they?
Master Agreements:
•
•
A/V Supplies, Promotional Products, Mailing Services,
Travel, Event Rental, Computer Supplies, Transportation
Services, Scientific Products, Athletic Equipment, Security
Services, Construction, Energy, and more
Both Department-Specific and Campus-Wide
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Your role in the Procurement
Process
Utilize Marketplace Suppliers
Enter Requisitions
Facilitate Quotes / Pricing
Attach Any / All Back-up
As Applicable:
Know your FOAPAL information
• Competitive Quotes Or
Single/Sole Source Justifications
• Select Special Approvers
Process Invoices in
• Submit ICA/IRS Questionnaire
OSCAR / Change Orders
• Provide End User License Agreements (EULA)
• Provide graphics for Promotional Items
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Procurement
Services’
Roles
Facilitate “Where to Buy”/ Sourcing
Negotiate: Payment Terms, Terms
& Conditions, Discounts
Competitively Bid Orders /
Projects >$5,000
Obtain Signatures on Agreements
Obtain Insurance
(Services – Insurance Required)
Place Purchase Orders
Manage Supplier Relationships
Comply with Federal
Acquisition Regulations (FARs)
Facilitate Export Control Review
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2015 PowerPoint Template Guidelines
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Invoice Processing:
•
•
•
•
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ALL invoices should be sent to the DMR
Please refer to the OSCAR User Guide on our
website here
Email invoices@lists.rpi.edu with questions related
to invoices
Allowable Direct Pay items can be found on the
Finance website here
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• Additional Support/Training
Opportunities
•
•
New Oscar User Training – once a month
OSCAR/Concur “Office Hours”
•
•
•
•
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Second Wednesday of every month from 11am-12pm in the
VCC South
Training Materials on Procurement Services Website
Procurement Support email:
procurement_support@lists.rpi.edu
Invoice Support email: invoices@lists.rpi.edu
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