Procurement to Contracts
College Tour
Presentation 2012
Procurement Services
2
What Procurement Services Does



Vendor Budget/Commitment Control
Vendor Setup and Maintenance
Requisitions and Purchase Orders





Selectively review PO’s less than $10,000 for compliance
Final review and approval of all PO’s greater than $10,000
Competitive Bidding and Request for Proposals
Sole Source Requests
Procurement Policy Training
3
Procurement Services Highlights
•
Remain consistent with Illinois Public Community College Act.
•
NEW POLICIES APPROVED: Colleges have spending authority up to $25,000
within the approved purchasing conditions.
•
Every purchase over $25,000 must be submitted to the Board of Trustees for
approval.
•
Procurement Services has established district wide contracts for utilization over
$25,000. For Example: Office Supplies, Janitorial Supplies, Computers, etc.
•
City Colleges administers an aggressive program to utilize Minority and Women
owned businesses (MBE/WBE).
•
NEW THIS YEAR: Annual Purchase orders are required for recurring purchases.
•
NEW THIS YEAR: Employee Expense Reimbursements no longer require a
requisition and purchase order.
4
Purchases must follow Illinois law and
Board policies
• The Chairman of the Board, Chancellor and Presidents are the
only individuals authorized to sign and execute agreements on
behalf of City Colleges of Chicago regardless of value.
• No District officer or employee, without express
authorization, shall make any purchases or enter into a verbal
or written purchase contract on behalf of the Board
• Any contract made in violation of State law, or Board rules,
policies and procedures is VOID as to the Board
5
District Wide Spending
Authority, Requirements & Conditions
Dollar
Amounts
Three
Bids/
Quotes
M/WBE
Required
Campuses/
Depts.
Approves PO
PO Approval
from District
Procurement
Staff
Board
Approval
Required
Professional
Service
Agreements
(PSA)/Service
Requisition
Signature
Authority
$1$2,499.99
Phone/In
person or
written
Recommended
N/A
Yes
No
No
No
College
President and
Vice Chancellor
$2,500$25,000
Written
Required
Yes, at least
one
bid/quotes
must be
from a
M/WBE
Yes – Up to
$10,000
$10,001 $25,000
No
Yes
College
President and
Vice Chancellor
$25,001
and over
*Formal
Bids/RFP
Public Ad
Required
Full
Compliance
required
per M/WBE
Plan
No
Yes
Yes
Yes
College
President and
Vice Chancellor
6
Purchase Order Process
1
• College/department has a “need” for a good or service; College/department prepares a paper requisition form with
signature of Dean/Director or Department head signature;
2
• College verifies that the selected vendor is in the PEOPLESOFT system; if the vendor is not in the system, a vendor
application must be completed by the vendor and sent to the Department of Procurement Services for entry; [Please
allow a minimum of 10 business days for entry.]
3
• College/department checks the vendor budget in PEOPLESOFT under – Commitment Control- Budget Details to validate
that the vendor budget is not over $25,000; If the vendor budget is over $25,000, contact Department of Procurement
Services;
4
• College/department creates (enters) and prints a “requisition” in PEOPLESOFT; College Executive Director/District Office
Department Head signs the printed requisition before submitting to the College President and Programmatic Vice
Chancellor for approval;
5
• The printed PeopleSoft “requisition” is routed for approval to the College President and Programmatic Vice Chancellor
via email . Each approval should be completed within 48 hours of receipt;
6
• The College Executive Director or Department of Procurement Services staff (if over $10,000) will create a purchase order
and print in PEOPLESOFT (the P.O.# assigned by PEOPLESOFT can be used to order the goods/services); For all purchases
over $10,000 , please e-mail all supporting documentation to procurementservices@ccc.edu;
7
• The printed Purchase order is sent to the vendor by the College business office or the Department of Procurement
Services;
7
Requisition Signature Work Flow
Types of Purchase
Programmatic Vice Chancellor/ Associate
Vice Chancellor
IT Hardware, Software and Services Purchases
Arshele Stevens
Office Supplies (Instructional and Non- Diane Minor
Instructional, Janitorial Supplies, Facilities,
Furniture, Construction/Renovation
Academic – Books, Scientific Supplies, Nursing Kojo Quartey or designee (Cecilia Lopez,
Supplies and Equipment, Cosmetology Michael Davis, Lydia Gonzalez)
Supplies and Equipment
Student Related Purchases – Events and Travel KKC, MXC, OHC, HWC – Preston Harden
DAC, TRC and WRC – Ed Garza
Employee Travel/ Reimbursements
Advertising/Promotional/ Outreach Items
Athletic Supplies and Equipment
JR Dempsey
Laurent Pernot
Michael Daigler
Bookstore, Cafeteria and Vending Services Joyce Carson
Purchases
Security Supplies and Equipment Purchases
Joseph DeLopez
8
VENDORS
•
•
All vendors are entered into the PeopleSoft database by Procurement Services. Please allow a
minimum of 10 business days for entry.
All new vendors who will provide goods and services must complete a vendor packet. Which
includes the following:
•
•
•
•
•
•
•
•
•
Vendor’s List Application Form (2 pages)
IRS W-9 Form
Purchase Order Terms and Conditions (Conditions of Purchase)
Independent Contractors must complete the Personal Service Contractor’s and Contractor’s Key Personnel Data Form
Acknowledgement of the District’s CCC Ethics Orientation for Contractors/Vendors
NIGP Commodity Codes Selection
To update existing vendors the Vendor Form must be completed and supporting documentation
must be attached i.e. Vendor address change notice, etc.
Hotels and Membership organizations are only required to submit the IRS W-9 Form and Vendor
Form (include telephone and fax numbers).
M/WBE vendors can be found on the City of Chicago’s website:
https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago
The vendor forms are available from the intranet via
http://portal.intranet.co.ccc.edu/finance/default.aspx under Procurement
Reimbursable Expenses
• Reimbursements must be submitted within 15 days of expenditure in
order to be paid.
• Please use available contracts for purchases.
• Reimbursements will not be allowed when there are current established
district wide contracts.
• For all non-contracted items (i.e. milk, apples, sheep brains, etc.,) you
may obtain the products and submit the receipts for reimbursement.
Please follow the internal reimbursement policy.
• Reimbursements will be processed once weekly by District Accounts
payable upon receipt from the College Business Office/District Office
Department.
10
Formal Bid Procedures
• Requesting Departments must prepare a detailed description of the
goods or services to be procured.
• The detailed description should be sent to the District Director of
Procurement Services via procurementservices@ccc.edu for review
and preparation.
• Once assigned to a Buyer, the requesting department is notified
and a draft document is forwarded for review and approval.
• Per State Law, formal bids are to be advertised for a minimum of 10
days.
• Requesting Departments should PLAN in advance for formal bids.
• All Formal Bids over $25,000 requires board approval.
11
Formal Bid Timeline
Sealed Bids (Goods only):
• At a minimum, one month to draft
and advertise Specifications.
• One month for Board Approval
process.
• Total of two months to plan
and complete requests for
goods, products, or equipment.
Request for Proposal (“RFP”):
• At a minimum, one month to
draft and advertise RFP, and
complete the Pre-bid conference.
• Two weeks for proposal
evaluation process.
• Two weeks if oral presentations
are needed.
• One month for Board Approval
process.
• Total of two and half - three
months to plan and complete
request for services.
• An additional 21 days, at
minimum, for contract
preparation and execution after
board approval is obtained.
12
Sole Source Purchases
• Definition - item(s) procurable only from a single source (i.e.,
manufacturer, authorized dealer/distributor, own patent or
copyrights).
• All Sole Source purchase requests will be reviewed on a case
by case basis, that may include issuance of a formal bid
solicitation to verify there is no competition.
• User must provide justification and demonstrate due
diligence for Sole Source Request i.e., if the vendor owns the
copyright or patent, the supporting documentation needs to
be attached.
• All Sole Source purchases over $25,000 require Board
Approval.
13
District Wide Term Agreements
Colleges benefit from increased savings through combined purchasing volume
through the use of Board approved vendors, procurement consortiums, and
other sister agency contracts for District-wide purchases.
Examples of Board Approved Vendors:
• Building and Maintenance
Repair
• Scavenger Services
• Nursing Supplies
• Bus Transportation
• Uniforms
• Promotional Items
•
•
•
•
•
Text (“Educational”) Books
Trade Books
Cafeteria and Vending Services
Newspaper Advertising
Computers and Printers
14
Consortium Vendors
•
•
The U.S. Communities Government Purchasing Alliance http://www.uscommunities.org/
Illinois Community College System Procurement Consortium (“ICCSPC”)
http://www.horizonrg.com/
•
•
•
•
Illinois Higher Public Education Cooperative (IPHEC) – (this site is login access only)
Educational and Institutional Cooperative Purchasing (E & I)
https://www.eandi.org/Default.aspx
National IPA http://www.nationalipa.org/index.html
Items available to purchase include:
– Maintenance /Janitorial Supplies
– Office Supplies
– Office Furniture
– Scientific Equipment
– Medical Supplies
Note:
A listing of District-wide general use Board Approved Vendors is posted on the CCC website
under District Office Procurement.
http://portal.intranet.co.ccc.edu/finance/default.aspx
15
Procurement Services Key Personnel
•
•
•
•
•
•
Diane Minor
Vice Chancellor , Administrative and Procurement Services
(312) 553-2636
Sheila R. Johnson
District Director of Procurement Services
(312) 553-3336
Sherri Hutcherson
Senior Buyer II
(312) 553-2509
Delfinita (“Del”) Taylor
Senior Buyer
(312) 553-2591
Marietta Williams
Buyer
(312) 553-3331
Shuana Horn
Staff Assistant
(312) 553-3355
•
Kimberly Sangster
Chief Procurement Officer
(312) 553-3294
• Harriet Neely
Director of M/WBE Contract Compliance
(312) 553-3232
• Ralph Passarelli
Director of Risk Management
(312) 553-3276
• Procurement Services E-mail
procurementservices@ccc.edu
16
OVERVIEW OF DISTRICT BOARD PROCEDURES
AND CONTRACT PROCESS
• Presented by:
• Office of the General Counsel
17
AGENDA
•
•
•
•
When is a Board Report Necessary?
Board Report Submission Deadlines
Drafting Board Reports/Board Report Format
Questions
18
When Is A Board Report Necessary?
• Agreements/Purchases where
total cost is in excess of
$25,000.
19
Board Report Submission Deadlines
OFFICE OF PROCUREMENT SERVICES AND
OFFICE OF GENERAL COUNSEL
• Drafts of all Resolutions and Board Reports
(Agreements and Purchases) must be
submitted no later than 5:00 p.m. on the last
day of the month 2 months prior to the
month of the Board Meeting.
20
Board Report Submission Deadlines
BOARD OFFICE & OFFICE OF GENERAL COUNSEL
• Final Personnel Reports, Resource
Development Reports, Committee
Reports/Minutes and all other agenda items
must be submitted no later than the 2nd
Thursday of each month by 5:00 p.m.
21
Meetings To Prepare For
Board Meeting
DRAFT REVIEW MEETING
All District Vice Chancellors, Other District Administrators
•
At least 3 weeks before the Board Meeting
MEETING WITH CHANCELLOR
• At least 2 weeks before the Board Meeting
MEETING WITH CHAIRMAN AND TRUSTEE
• At least 10 days before Board Meeting
22
Late Submission of Agenda Items
• General Rule: No Late
Submissions of Agenda Items.
Deadlines will be strictly
enforced.
23
Late Submission of Agenda Items
• An Exception may be granted under the following conditions:
– At least 3 days before the deadline, submit to Chancellor,
a request for late submission; and
– Explain reason for late submission; and
– Explain whether there will be significant programmatic or
business impact if the item is not on the agenda.
– The Board Office and the OGC will not accept late board
reports without the approval of the Chancellor.
• 3 or more requests for late submissions in a 6 month period
will result in the development of a Management Plan to
address and resolve the reason(s) for consistent late
submissions.
24
Resolution or Board Report?
Which One Do I Choose?
Resolution
Board Report
• Procedural Actions
• Policy Actions
• Intergovernmental
Agreements (including
those with Financial
Impact regardless of
amount)
• Ceremonial Actions
• Purchases, Agreements
or Partnerships $25,000+
25
Board Report Checklist
Important Checklist Items
√ Recommendation section is first
√ Recommendation section summarizes Agreement,
Purchase, Etc. and explains term and cost
√ Name and Address of Vendor/Contractor
√ Scope of Services/Deliverables
√ Benefit to City Colleges of Chicago
√ Competitive Bidding details
√ Selection Criteria
√ M/WBE compliance
26
Best Practices for Board Agenda Items
•
•
•
•
•
•
•
Follow Format Standards
Use Visual Aids
Use Terms and Phrases Consistently
Verify All Financials
Obtain Board Approval Early
Proofread Your Document!
Refer to Board Meeting Preparation Handbook
– http://portal.intranet.co.ccc.edu/gencounsel/Legal%20Resources%20
Management/Forms/AllItems.aspx
27
After The Board Meeting
• Once a Resolution or Board Report is
approved by the Board and involves a
contract, agreement or purchase order:
– Submit all contract request forms to the Office of
General Counsel within 10 days of Board Approval.
– Submit all necessary information to the Office of
Business and Procurement Services to finalize
completion of any purchase order.
28
Requesting Contract Review
from the
Office of the General Counsel
Types of Agreements
• Professional Services Agreement
(when fee ≥ $1000)
• Training Agreement
• Subcontractor (Training) Agreement
• Software License
• Facilities Use Permit
• Internship Agreement/Clinical Agreement
• Memorandum of Understanding
Contract Request Process
1.
2.
3.
4.
5.
6.
Contract Request Form
Board Reports
Independent Contractors
Pre-Approval
Facilities Use Agreements
Contract Execution – Signature
Authority
Contract Request Process
Read
Your
Contract!
Contract Request Form
http://portal.intranet.co.ccc.edu/gencounsel/default.aspx
Combines 2 forms:
1. Request for Contract
2. Request for Work by Independent Contractor
Not to be used for facilities use permits.
Contract Request Form
• CCC Personnel requesting the contract
• Information re: Other Party
• Essential Terms of the Contract:
– Term
– Monetary Value
– Scope of services
•
•
•
•
•
Exhibits/Attachments
Board Report
Special Requirements if contracting with an individual
Funding Information
Minimum of 21 days for processing and legal review
Board Reports
When do I need to have an approved
Board Report?
• Contracts with a value over $25,000
• Contracts with a vendor who will receive
over $25,000 in a fiscal year via multiple
contracts
• Intergovernmental agreements
• Grants
Board Reports
When do I submit my Request for Contract?
• Board Report must be approved by the Board
prior to submission of Request for Contract.
• Request for Contract must be submitted
within 10 days of Board approval.
Independent Contractors
• IRS 20 Factors and 3 Categories of Control (to
be submitted to the OGC)
• Other Proof that individual is self-employed
may be required later for inspection (but do
not submit these to the OGC
• Vetting by Human Resources
Contract Pre-approval
Signatures Required for Each Contract Request:
1. College President/District Office Department
Head
2. Vice Chancellor
3. Executive Director of Business
4. If not already approved by the Board, request
must be approved by the Chancellor
Facilities Use Agreements
• Separate Request Form
• Vice Chancellor of Administrative and
Procurement Services must approve every
request for the rental of CCC facilities.
Summary of Contract Request Steps
• READ THE CONTRACT
• Contract Request Form
– HR approval of Independent Contractor
– President/Dept. Head & VC & ED signatures
– Approval by Chancellor
• Submit Request Form, Approved Board
Report, Contract, Exhibits & Attachments to
OGC
• Review by attorney, approval by General
Counsel
• Signatures (Execution)
Contract Signature Authority
$5,000
College President
$5,001 - $25,000
Chancellor
> $25,000
Chairman of the Board
Signature Authority
• Remember to obtain the signature of the
other party on all 3 originals.
• Return a fully executed original to the Office
of the General Counsel.
Office of Finance
Accounts Payable Services
Finance
Accounts Payable Services
• Process invoices and disburse all vendor payments
• Final reviewer and approver for all reimbursement
requests for CCC employees
• IRS reporting
• Process stops, voids and reissues payment requests
• AP Policy Training
44
Invoice Payment Requirements
GOODS/TANGIBLE PURCHASED ITEMS
•
A valid purchase order number
–
•
•
Generated during the procurement process
A system receiver/receipt number
The packing slips or bill laden that was delivered with the tangible
item
–
•
If a packing slip is unavailable, a copy of the purchase order signed shipping
receiving or departmental personnel or system receipt delivery report
Original receipts, which include vendor name, date of purchase,
individual items, itemized with exact dollar amounts
–
Copies of receipts are not accepted
45
Invoice Payment Requirements
SERVICES AND ANNUAL
•
•
•
A valid purchase order number generated during the procurement process
A system receiver/receipt number (Please note a receipt delivery report is
no longer required.)
Original vendor invoice detailing the services provided, which include
vendor name, date of purchase, individual items, itemized with exact dollar
amounts
PROFESSIONAL SERVICES
•
•
Copy of a fully executed agreement for services $1,000 or more
– or the email notification informing of the executed agreement from the
General Council Office
NEW - Combined professional service/independent contractor agreement
form must be submitted for services under <$1,000
46
Invoice Payment Requirements
BUILDING MAINTENANCE SERVICES
•
Requires a Bid/Cost Estimate Form for expenditures such as
Plumbing/Piping, HVAC, Electrical, Glazing, Roofing (e.g. T&J Plumbing,
Elevator Repair, etc.)
GOODS & SERVICES LATE PAYMENT INVOICES
•
A brief detail explanation signed by immediate supervisor is required for all
invoices that are submitted past the 30 days payment terms and/or
specified in their contract.
– e.g. The invoice is dated 08/15/2011 payment terms net 30 due by 09/14/2011 and
the A/P department does not receive a request for payment until 10/12/2011.
THE INVOICE IS 21 DAYS PAST DUE.
47
A/P Vendor Payment Check List
• AP check list provides guidance before submitting
your invoices, travel and reimbursement requests
to management or vendor payment.
48
49
The Travel Conference Leave Form Part I
This form is located on the Employee Portal at
http://portal.intranet.co.ccc.edu/finance/
50
The Travel Conference Leave
Reimbursement Process Part I
•
Pre-Travel Request Expenditures can be used for registration fees, airline/transportation cost,
car rentals and hotels.
– Supporting documentation, such as quotes, and a Travel Conference Leave Request Form with
all required signatures must be submitted at least 30 days prior to scheduled date of
attendance or the early registration deadline.
– Completed Estimated Expenses portion of the Travel Conference Leave Form with an official
announcement , agenda or invitation to the conference, seminar or training.

Registration Fees – In most cases, CCC only pays the early registration rate for any conference, seminar or
training

Hotel Payment - request government rates when making hotel reservations. When paying by check,
payment request should be done at least 30 days prior to conference date.

Car Rental - requires prior approval and an explanation to substantiate the expense

Meal Allowance – Must be estimated using the US General Services Administration website
http://www.gsa.gov/portal/category/21287
TIP: Think ahead and begin your request for payment processed early.
51
Travel Conference Leave Reimbursements Part I
•
Listed below are the required signatures for all conference travel:
 Part I of the Travel Conference, Seminar and Training Leave Form must include all estimated
expenses that associated with travel request and have all appropriate signatures affixed.
 Staff/Administrator requestor must have signatures from immediate Supervisor or
Dean/Department Head and Executive Director/Business Manager, President and the
respective Vice Chancellor
 Faculty and 1600 Professionals requestor must have signatures from immediate
Supervisor and/or Dean and Executive Director/Business Manager, President, the
Chairperson of the College-Union Committee and the respective Vice-Chancellor
 Student requestor must have signatures from Club President, Club Treasury, Dean,
President and Respective Vice-Chancellor
52
The Travel Conference Leave Form Part II
This form is located on the Employee Portal at
http://portal.intranet.co.ccc.edu/finance/
53
Travel Conference Leave Reimbursements Part II
Part II: Supporting documents that should be included are:
 Actual Travel Expense Form must include all original receipts pertaining to
travel. President or Vice Chancellor must re-approve if the total dollars
request is in excess of 10% or $100 of the original estimated cost cited on
Part I of Travel Conference Leave Form
 Chart Mileage using Map Quest. A print copy of mileage calculation is to
accompany all submitted documentation for reimbursement. (Current
2011 Mileage Rate: $0.555 per mile as of October 1, 2011)
 Conference, Seminar or Training itinerary or agenda is a
requirement to support reimbursement expense
54
Employee Travel Reimbursements Part II
•
Meals per day limits varies from place to place unless included in conference fee. For the
Meals Allowance go to http://www.gsa.gov/portal/category/21287
– All original receipts, which include vendor name, date of purchase, individual
items, itemized with exact dollar amounts are required for reimbursement—no
copies (Please note meals within the 50-mile Chicago Metropolitan Area is
unallowable expenditure.)
– All reimbursement charges that includes breakfast that incur prior to
destination is an allowable expense which is included in the Meals Allowance
per city or state. Please be mindful that the 1st day and last day of travel you
are only eligible to be reimbursed up to 75% of the standard daily rate
– Business Meal (Group) must include original itemized receipt; business purpose;
date of expense and location of the meal; name of participants and their titles
or other information establishing their business relationship with individual
incurring the expense. (Please note meals within the 50-mile Chicago
Metropolitan Area is unallowable expenditure.)
55
All Travel Reimbursements
• Canceled checks or Credit Card Statements
– The front and back of the canceled check or credit
card statement, together with a bill from a payee,
ordinarily establishes cost
• However, a canceled check or a credit card statement by itself
does not prove a business expense without other evidence to
show that it was for a business purpose
56
All Travel Reimbursements
• Missing Receipts and supporting documentation
– Affidavits must accompany a written explanation and signed
by the employee stating the reason the original is
unavailable
– There is a limit of 1 per fiscal year
• NEW - Reimbursement Acknowledgment Form should be
included with the employees’ reimbursement requests that are
being submitted for the first time this fiscal year 2012. Only one
signed copy needed per fiscal year.
57
Reimbursement Acknowledgement Form
This form is located on the Employee Portal at
http://portal.intranet.co.ccc.edu/finance/
58
Employee Reimbursement Expense Form
This form is located on the Employee Portal at
http://portal.intranet.co.ccc.edu/finance/Procurement%20%20Business%20Services/Forms/AllItems.aspx
59
Public Transportation and Non-Purchase Order Related
Reimbursement Requests
•
Submit the Employee or the Non-Employee Reimbursement Expense Form at
least within 15 days of last date of travel to your Home Business Service
Office/Department.
– Please note: These expense require prior approval by immediate Manager
and/or Dean.
•
The Employee Reimbursement Expense Form must include all appropriate
signatures affixed:
– Staff and Faculty requestor - immediate Supervisor/Dean, Executive
Director/Business Manager, President and respective Vice Chancellor
– Executive Director/Department Head and/or Dean requestor require the
President and the respective Vice Chancellor
– Vice President/Associate Vice Chancellor requires the Executive Director,
the President and respective Vice Chancellor
60
Public Transportation and Non-Purchase Order Related
Reimbursement Requests
– President requestor requires the Provost, the Executive Director/Business
Manager and Finance CFO
– Vice Chancellor requestor requires the Chancellor/Designee and the Executive
Director/Business Manager
– The Chancellor requires the Chairman of the Board or Designee
– Students requires the Club President, Club Treasury, Dean, Executive Director
and/or President (when applicable) for Agency/SGA funds. If funds are
stemming from the SGA ED Fund the Reimbursement Expense Form will
require the respective Vice-Chancellor
– NEW - Reimbursement Acknowledgment Form should be included with the
employees’ reimbursement requests that are being submitted for the first
time this fiscal year 2012
61
Public Transportation and Non-Purchase Order Related
Reimbursement Requests
•
Meals for In-District Travel up to 50 miles is an unallowable expenditure. Meals over the 50
miles radius requires prior approval per the current Reimbursement Policy.
•
All original receipts, which include vendor name, date of purchase, individual items,
itemized with exact dollar amounts are required for reimbursement—no copies
– Miscellaneous expense will only be reimbursed for items under $100 with valid original
receipt(s) and purpose as required
– Must provide reason and purpose of the purchase
•
Missing Receipts and supporting documentation
– Affidavit must accompany a written explanation and signed by the employee stating the
reason the original is unavailable
– (1) per fiscal year
62
Athletic Travel Requests
Athletic Travel requires the following:
•
•
•
•
Preapproved Athletic Travel Form must be submitted at least 30 days in advance of the
proposed travel event with completed estimated cost of travel.
A team roster including coaching staff and season schedule.
Athletic Cash Advances requires a signed Athletic Advance Repayment Agreement, which
ensures that monies shall be used for the purposes in the estimated cost of trip and upon
return be substantiated by a receipt for expenditures.
All receipts for advances and estimated expenses must be submitted within 10 business
days or less to your home Business Service Office.
― All detailed original itemized receipts.
― All receipts should coincide with the open advance request submitted prior to travel.
― If receipts are not received by District Accounts Payable (A/P) department within 15
days (and no more than 21 days) after the date of event or travel an email
notification is sent to the college Executive Director/Business Manager.
― All other requests will be placed on hold until the previous advancement with
receipts and/or supporting documentation has been received by A/P.
Please be advised that any receipts that are not submitted to A/P timely may become
additional income to employee that will be reflected in their W2 and/or is subjective to a
penalty of wage garnish.
63
This form is located on the Employee Portal at
http://portal.intranet.co.ccc.edu/finance/Procurement%20%20Business%20Services/Forms/AllItems.aspx
64
Local Mileage Reimbursement Policy & Forms
•
•
•
In collaboration with the City of Chicago Comptroller’s Office, the City Colleges of Chicago (CCC) has developed a new local
Mileage Reimbursement Policy which was effective February 6, 2012.
The policy addresses the local (within city limits) mileage reimbursement process when using a personal vehicle while
performing CCC business, as well as local transportation.
Key components of this policy include the following:
–
–
The preferred method of local travel for CCC employees should be public transportation; however, it is recognized that
there are times when this mode of transportation may not be feasible due to location, timing, equipment/materials,
and/or security reasons.
Timely completion of the monthly Local Mileage Reimbursement form; as well as supporting documentation is to be
submitted within 10 days of the last day of month end travel.
• Annual acknowledgement form certifying the employee has read and understands policy that includes prior
authorization by manager for the employee to use personal vehicle while performing district business.
• Annual Certification of Driver’s License and Automobile Liability Coverage form.
• Valid IL driver’s license, vehicle registration and current city sticker for FT employees.
• Certification of the following:
– Seat belt used
– Cell phone usage is via “hands free” device
– No debt owed to the City of Chicago
– No more than 3 moving violations in the last 3 years or DUI’s in the last 5 years
– Attach MapQuest/Google maps
– Unallowable mileage restrictions
» Less than 2 miles per segment
» No more than 50 miles per day or accumulative 1,000 per month
– Timely and accurate submission and approval requirements.
65
Local Mileage Reimbursement Policy & Forms
•
•
Other Local Transportation
Reimbursement for Other Local Transportation modes will either no longer be allowed or
limited, due to non-standard usage among City Departments and Sister Agencies and unclear
control procedures, to ensure that taxpayer dollars are used appropriately for operations that
require employee transportation.
Taxi Cards/Coupons
– The use of taxi cards and taxi coupons will be discontinued. Taxi fares (excluding gratuity) for local
travel when performing CCC business can be submitted for payment through the Employee
Reimbursement process.
Bulk Purchase of CTA Passes
– The bulk purchase of CTA passes will no longer be allowed. Employees can register for pre-tax transit
checks through payroll deductions which can be used to purchase train/rail passes.
Jury Duty Travel Expense
– Reimbursement for jury duty travel expenses will no longer be allowed.
Parking Fees
– Reimbursement of parking fees will be limited to $25 for each segment of travel, with a maximum of
2-two segments per day.
66
67
71
72
AP Travel Metrics
Hotel
Mileage
Business
Related Meals
Meals Per
Day
In District-up to 50
miles from home
campus
Not allowed
Procedures to follow
Out-of-District- over 50 miles from
home campus
Procedures to follow
N/A
Reimbursement for single room
only (No room movies, and the
like, mini bar)
From home campus to
location site.
Reimbursable at current
IRS rate: $0.555 per
mile is effective
January 1, 2012.
Chart Mileage using
Map Quest or other
similar internet sites.
Print a copy of mileage
calculation and include
with documentation
submitted to Business
Office for
Reimbursement.
List names of
individuals and reason
for the meeting. Retain
all original itemized
receipts.
N/A.
From home campus to conference
site. Reimbursable at current IRS
rate: $0.555 per mile is effective
January 1, 2012.
Confirm that hotel is a Vendor in PeopleSoft. If
hotel is not in PeopleSoft, employee is to secure
vendor packet from hotel using time line established
for payment of conference fee. Retain original hotel
receipt. Include Travel Request Form.
Chart Mileage using Map Quest or other similar
internet sites. Print a copy of mileage calculation and
include with documentation submitted to Business
Office for Reimbursement. Include Travel and/or
Expense Report Form when required. (Please note
Allowed only to staff
that has authority to
approve an expense. If
allowable per the
Reimbursement Policy.
Not Allowed unless
included in conference
fee.
Air Fare
Not Allowed
N/A
Public
Transportation
Allowed
Car Rental
Generally Not Allowed
Retain all original
itemized receipts for
reimbursement.
N/A
when traveling over 100 hundred miles requires
additional assessments or evaluations pertaining to what
mode of transportation is more cost effective such as bus,
train, and plane. (Must provide proof))
Allowed only to staff who has
authority to approve an expense
List names of individuals and reason for the meeting.
Retain all original itemized receipts. Include Travel
and/or Expense Report Form when required.
Meals per diem limits are meal
amounts vary from place to place
unless included in conference fee.
For the Meals Allowance go to
http://www.gsa.gov/portal/category
/21287
Lowest Rate (non-stop/economy
only). Rates other than economy
require Chancellor’s approval.
Allowed
Retain all original itemized receipts for
reimbursement. Include Travel and/or Expense
Report Form when required.
Prior approval required
70
Submit conference packet to travel coordinator 20
days prior to travel date. Include Travel and/or
Expense Report Form when required.
Retain all original itemized receipts for
reimbursement. Include Travel and/or Expense
Report Form when required.
Retain all original itemized receipts for
reimbursement. Include Travel and/or Expense
Report Form when required.
Tips for Travel
Is the expense necessary and reasonable?
For every purchase determine if the purchase is necessary and if the price is reasonable.
Reimbursable Expenses
Fees to/from the airport; meals in transit snacks and desserts (includes coffee/water), car rental
which requires prior approval.
Travel within one day
For conferences within one day’s travel differ considerably from longer trips. Check to make sure
your meeting is within the one-day travel radius (50 miles).
Receipts, receipts, receipts!
An original itemized receipt is required for all reimbursements
Lost receipts: You are allowed (1) per fiscal year with an affidavit and copy of your credit
statement to provide proof of payment.
Group meal: Please obtain individual receipts for reimbursement. Tips paid in conjunction with
meals are included in the meal allowance and cannot be claimed separately.
71
Invoice Payment Timeline
Business Services Office/District Departments
•
Requires to review and verify Vendor Invoices , Travel and Reimbursement Requests before
processing or submitting to AP for vouchering:
― Verify timely submission of reimbursement request (within 15 day from purchase); only one
exception to the 15 day requirement will be allowed.
― Verify that all proper forms/documentation and reasons for purchase;
― Verify mathematical accuracy;
― Verify original receipts with proof of payment;
― Verify recording cash advance, if applicable and submission of check for monies due CCC;
― Verify documentation of the pre-approval for expenditures;
― Verify Signed Reimbursement Form;
― Verify proper allocation of expense according to budget procedures and to the proper budget
account string;
•
Please be advised it is the responsibility of the Supervisor or Manager (first-line approver) to
ensure that an Employee's Expense Reimbursement Form and Vendor Invoice requests are
complete and that adequate documentation has been provided to support that the
expenditure is a valid CCC business expense before submitting to your Home Business Office.
•
The Reimbursement Expense requests will be returned to the Supervisor or Manager (firstline approver) if not complete per the requirements above.
72
Invoice Payment Timeline
Finance Accounts Payable Services
•
Invoice payments are processed within five business days of receipt from Colleges and District
Office.
•
Checks are issued on a weekly basis based on either vendor contract terms or District terms of net
60 days.
–
CCC new vendor payment terms effective January 1, 2012 as follows:
•
•
•
•
US Bank Payment Plus Virtual Card program –15 days or less
ACH (Automatic Clearing House) – net 45 days
Checks – 60 days
Reimbursements – Due now
•
Emergency payments are processed upon receipt of approved request.
•
Immediate payment requests are processed within 24 hours if received by 11:30 a.m. each day.
•
Invoice payment requests received after 3:00 p.m. are considered next business day requests.
•
AP mails all checks to the appropriate vendors by United States Postal Services; check pick-up is by
request only upon prior approval.
73
Accounts Payable Services Personnel
•
China Bouldin
Associate Director of
Business Services
(312) 553-2819
•
Selenea Hughes
MXC, OHC & WYCC
Account Analyst
(312) 553-3425
•
Cherrise Harper
AP Manager
(312) 553-2818
•
Eltoria Bilbrew
RDJC & WRC
Account Analyst
(312) 553-2535
•
Marilyn Sullivan
DO & HWC
AP Coordinator
(312) 553-2821
•
Justin Pitre
KKC & TRC
Account Analyst II
(312) 553-2814
• Velina Walker
Account Analyst/
Intern
(312) 553-3318
74
Questions
75