EBIO Purchasing - University of Colorado Boulder

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EBIOPurchasing
ProcurementCard(A-Card):
1. EBIOfacultycanobtainaUniversityProcurementPurchasingCard(A-Card).Ifyoudonothavea
UniversityProcurementPurchasingCardandwouldliketoobtainone,pleasecontactRuth
Mansbachtoobtainanapplication.
2. GraduateStudents,ResearchFaculty,ornon-facultyUniversityemployeeswillneedtoobtain
approvalfromtheirfacultyadvisorbeforeapplyingforaProcurementPurchasingCard.The
facultyadvisorwillneedtosendaProcurementPurchasingCardrequestemailto
[email protected]
3. OnceyourProcurementPurchasingCardapplicationhasbeencompletedandreturnedtoRuth
Mansbach,youwillberequiredtotakethreeonlinecourses:Procurement-Purchasing&
ContractManagement,ProcurementCardCardholderandFiscalCodeofEthics.Course
informationandaccesswillbesenttoyouviaemailoncethemainaccountingofficereceives
yourapplication.
Interdepartmentalpurchases(IN):
1. ForMCDBStockroompurchases-
• youwillneedtoobtainanINformfromRuthMansbachbeforegoingtotheMCDB
Stockroom.
• Youwillneedtohavethespeedtypenumberyouwishtochargeforthispurchase
whenobtainingtheINform.
• Afteryourpurchase-IfyoureceivethepinkcopyoftheINfromtheMCDB
StockroompleasedropitoffwithRuth.
2. ForChemstorepurchases-
• NoINisneeded
• YouwillneedyourCUBuffOnecardandthespeedtypenumberyouwishtouse
forthepurchase..
3. ForallotherInterdepartmentalpurchasespleaseworkwithRuthMansbach.
LabandResearchsupplypurchases:
PurchasesmakewiththeUniversityProcurementPurchasingCard(A-Card)
1. Purchasescanbemadeatlocalstoresoronline.
2. Purchasesmustbetaxexempt.TheUniversitytaxexemptnumberisonthecard.
3. Receiptsmustbeitemized-
4.
5.
6.
7.
• Nameofvendor
• Dateofpurchase
• Descriptionoftheitem(s)purchased
• Unitpriceoftheitem(s)
• Quantity
• Shownotaxwascharged
• Foronlinepurchase–Shippingamount
• Totalamountofthepurchase
TurninallreceiptstoRuthMansbachwithin5businessdaysofthepurchase.
• Writespeedtypenumberonthereceiptyouwishthepurchasebecharged
• Writeyounameonthereceipt
• Weunderstandthattheremaybetimeswhenan“outoftheordinary”purchase
mayneedtobemade.Examplesofunusualitemswehaveencounteredinclude
legos,microwaveandcontainersfromahomebrewstore.Inthesecases,youwill
beexpectedtoprovideashortexplanationastowhythispurchasewasmade,and
howtheitempurchasedwillbeused
BesuretofollowalltheotherProcurementCardrules.Forexample-
• Notravel(ConferenceRegistrationistheonlytravelrelatedexpenseallowedon
A-Cards)
• NoLiquor/Alcoholbeverages
• Onlythecardholdercanusethecard
Purchaselimitis$3,000pertransaction-Forpurchasesbetween$3,000and$4,999contactRuth
Mansbach
RuthMansbachwillallocateallA-cardchargesintheConcursystemonamonthlybasisand
notifyyouwhenthereportisreadytosubmit.PleasemakesureyousubmitthereportASAP.
Purchasesmadewithpersonalfunds
PleaseseeReimbursementsunderDepartmentResourcesontheEBIOwebsite.
PurchasesmadethroughRuthMansbach
IfyoudonothaveanA-cardandhaveanonlineorderthatneedstobeplaced,pleasecontactRuth
Mansbachtoplacetheorderforyou.PleasenotethatRuthcannottraveltolocalstorestomake
purchasesforyou.YouwillneedtoprovideRuthwiththefollowinginstructionssoshecanplacethe
order:
1. Vendor
2. Itemnumber
3. Shortdescriptionoftheitem
4. Quantity
5. Speedtypenumbertocharge
Youwillbecontactedoncetheorderhasbeenplaced.
CUMarketplaceorders
ThevendorsintheCUMarketplacearevendorswithwhomwehaveaUniversity/Statecontactwith
givingtheUniversitydiscountedprices.
ThefollowingaretheSciencevendorsintheCUMarketplace-
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Fisher
Affymetrix
AgilentTechnologies
B&HPhoto
BioExpress
Bio-Rad
CellSignalingTechnologiesInc.
Clontech
eBioscience
Millipore
Grainger
IDT
LifeScienceProducts
LifeTechnologies-LifeSciences,Invitrogen,ThermoFisherScientific
LightLabs
NewEnglandBioLabs
PerkinElmer
Qiagen
Roche
SantaCrustBiotechnology
Sigma-Aldrich
USAScientific
VWR
OrderswiththosevendorsneedtobeplacedthroughtheCUMarketplace.
1. AllFacultyshouldhaveaccesstotheCUMarketplacetoplaceorderswiththeaforementioned
vendors.IfyouareaFacultymemberandyouwouldliketoobtainaccess,pleasecontactRuth
Mansbach.
2. GraduateStudents,ResearchFaculty,andUniversityemployeeswhoarenotfacultymemberswill
needtoobtainapprovalfromtheirrespectivefacultyadvisorsbeforeobtainingaccesstotheCU
Marketplace.ThefacultyadvisorwillneedtosendaCUmarketplaceaccessrequestemailto
[email protected]
3. OnceyouhaveplacedanorderthroughtheCUMarketplace:
• EnteryournameandtheShippingaddress.Ramaleyis1RAMY,ontheshippingtab.
• Enterthespeedtypenumber.Donotentertheaccountcode-Ruthwillenterthat
informationforyou.
• AssignthecarttoRuthMansbachforfinalapprovalandplacementoftheorder.
• OncetheorderhasbeenapprovedandplacedbyRuthMansbach,yourorderwillbe
completed.
4. IfyoudonothaveaccesstotheCUMarketplaceyoucanalsosendRuthMansbachthefollowing
informationandshecanplacetheorderforyou:
• Vendor
• Itemnumber
• Briefdescriptionoftheitem
• Quantity
• Speedtypenumberyouwishtochargetheorderto
• Ruthwillletyouknowoncetheorderhasbeenplaced.
Gascylinderpurchases
WeobtainallofourgascylindersfromAirgas.AllgascylinderpurchasesshouldbemadebyRuth
Mansbach.YoucansendRuthane-mailorstopbyherofficetoprovideherwiththeinformation
neededtoplacetheorder.
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Typeofgascylinderneeded
Quantity
Speedtypenumberyouwanttocharge.
AllgascylindersbeingreturnedtoAirgasshouldalsogothroughRuthMansbach.
PurchasesneedingaPurchaseOrderunder$5,000
Ifthevendordoesnotacceptcreditcardsandrequiresacheckforpayment,thenaPurchaseOrder(PO)
isneeded.
YouwillneedtoworkwithRuthMansbachtohaveaPurchaseOrder(PO)createdforthetransaction.
Pleasebecertaintoprovidethefollowinginformation:
1. Invoiceorquotefromthevendor
• IfaquoteisusedtosetupthePO,thatisattachedtoaquote.Invoicesare
required.
• Theinvoicewillneedtohaveaninvoicenumberlisted.
2. IfthevendorisnotsetupintheCUPurchasingSystem,theywillneedtoobtainandfilloutthe
requiredpaperworkinordertobeaddedtothesystem.PleasecontactRuthMansbachforthe
necessarydocuments.
3. Speedtypenumberyouwishtochargethispurchase.
PurchasesneedingaPurchaseOrderover$5,000
Allpurchasesover$5,000requireaPurchaseOrderbeforethepurchaseismade.
YouwillneedtoworkwithRuthMansbachtoobtainaPurchaseOrder.Pleasebereadytoprovidethe
followinginformation:
1. IfthevendorisnotsetupintheCUPurchasingSystemtheywillneedtoobtainandfilloutthe
requiredpaperworkinordertobeaddedtothesystem.PleasecontactRuthMansbachforthe
necessarydocuments.
2. Aquotefromthevendor.
3. Speedtypenumberyouwishtocharge.
4. IfagrantisbeingusedyouwillalsoneedtoprovideacompletedSoleSourceJustificationform.
ContactRuthMansbachtoobtainaSoleSourceJustificationform.
5. AllPurchaseOrdersover$5,000mustbedonebeforeanorderisplaced.Failuretodoso
createswhattheUniversitycallsanAfter-the-Factpurchase(ATF).AnAfter-the-fact(ATF)isthe
personalobligationoftheindividualwhoorderedthegoodsorservices.AnAfter-the-Fact
purchaseremainsthepersonalobligationoftheindividualunlesstheAfter-the-Factisreviewed
andapprovedinaccordancewiththeUniversityofColoradoFiscalprocedures2-2,5.After–the
FactPurchases.
Furniturepurchases:
FurniturepurchasesmustbemadethroughColoradoCorrectionsIndustries(CCi).TheUniversityand
theStatehaveamandatorypriceagreementcontractwithCCi.
Furniturepurchasesinclude:
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Lateralfiles
Verticalfiles
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Bookcases
Pedestalfiles
Desks
Chairs
Storageitems
IfthereisfurnitureyouwishtopurchasethatiseithernotcarriedbyCCioryouhaveavalidreasonfor
wantingtogoelsewheretopurchasetheitem,ThenaFurnitureWaiverneedstobesubmittedand
approvedbeforeyoucanmoveforwardwiththepurchase.
PleaseprovideRuthMansbachwithfollowinginformationsothatshemaysubmitthefurniturewaiver
onyourbehalf:
1.
2.
3.
4.
Quantity
Quotedunitprice
Quotedtotalprice
Completedescriptionanddetailedspecificationsoftheitem,donotsimplyprovideabrandand
modelnumber
• Dimensions
• Features
• Fabrictypeandorwoodtype
5. Pictureofproduct
6. ReasontheitemneedstobepurchasesfromasupplierotherthanCCi.
Aresponsetothewaiverwillbeprovidedwithin5businessdaysifalloftheabovenotedinformationis
providedandCCihasbeengiventhefirstconsiderationtoprovidecomparableproducts.
YouwillbecontactedbyRuthMansbachoncesheobtainsinformationastothestatusofyourwaiver
petition.
OfficeSupplypurchases:
TheUniversityandtheStatehaveamandatorypriceagreementcontractforofficesupplies.Office
suppliesmustbepurchasedthroughStaplesviatheCUMarketplace.Instorepurchasesarenot
authorized.Forallofficesupplypurchases,pleasecontactLindaBowden.Mostofficesupplyorderswill
bedeliveredthenextbusinessday,however,therearesomecaseswhereitmaytakelonger.
Foremergencyofficesupplypurchasesyoumaymakeanin-storepurchaseatanyofficesupplystore.
YouwillneedtopayfortheorderwitheitheraUniversityProcurementCardorwithapersonalcredit
card.PersonalcreditcardreimbursementissubjecttotheEBIOgeneralreimbursementpolicy.In
additiontothis,youwillneedtoprovidejustificationastowhythisemergencypurchasewasnecessary.
Pleasenotethatin-storepurchasesattheStaplesstorearenot-eligiblefortheCUagreementcontract
discount.
Computerpurchases:
Allcomputer,computersupplies,tonerandsoftwareshouldbepurchasedthroughEBIOIT.Youcan
[email protected]
PleasecontactJoeWorkmanforadditionalinformation.
FacultyComputerPurchaseProgram
Allrosteredfaculty,includingInstructors,SeniorInstructorsandtenuredandtenure-trackfacultyare
eligibletoreplaceorupgradetheircomputerortableteveryfour(4)yearsaspartoftheFaculty
ComputerPurchaseProgram.AtthestartofeachFiscalYear,theCollegeofArts&Scienceswillsendan
e-mailtotheeligiblefaculty/instructorlettingthemknowthattheyareeligibleforanewcomputerand
ortablet.YouwillneedtoworkwithJoeWorkmantogethiscomputerandortabletpurchased.
TheUniversitygiveseacheligiblefaculty/instructors$1,200tospendtowardstheirnewcomputerand
ortablet.TheDepartmentwilladdanadditional$800tothatamount.Allfacultymembers/instructors
thereforewillhaveatotalof$2,000tospendonanewcomputerortablet.
Ifthecomputeryouwishtopurchaseismorethanthe$2,000giventoyoubytheUniversityandthe
Departmentyouwillneedtocovertheoverage.Grantfundsarenotallowedtobeusedtocoverany
amountover$2,000,thosefundsmustcomefromeitheryourStartuporFaculty$1,000accounts.Ifyou
donothaveastartupaccountor$1,000accounttousefortheoverageyoucanusepersonalfunds.
Pleasenotethatifpersonalfundsareusedtocovertheoverage,thecomputerandortabletisstill
UniversityPropertyandneedstostayintheDepartmentshouldyouleavetheUniversity.
Ifyouhaveanyquestionsaboutanythingrelatedtopurchasingpleasecontact
RuthMansbach.
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