Administration & Finance
Policy & Procedure
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Issuing Office: Procurement Department
Policy Number: FY11-PRC-001-03
Policy Name: Purchase of Goods
Original Date Issued: March 30, 2011
Revision #: 03
Last Update: November 17, 2014
Purpose of Policy:
To provide a uniform policy regarding the purchase of goods by UMass Boston
employees in compliance with federal and state laws, including M.G.L. Chapter 75
Sections 3 and 13. UMass Boston employees who are authorized to make purchases on
behalf of the University must do so in compliance with this Purchase of Goods policy
which is in conformity with the Board of Trustee Policy T92-031, Management of
University Funds, Purchasing Policy (Appendix A), and the Business Expense Policy
(Appendix C). The most up to date policy is on the Contracts and Compliance website.
Policy highlights:

New UMass BuyWays Procurement System: This product provides an intuitive
user friendly tool for purchasing the goods and services necessary to conduct the
day to day business of the University. BuyWays provides easy access to
vendors/contractors including your most frequently used University approved
vendors/contractors. A streamline workflow approval process and electronic
order processing will expedite orders to your Vendors.

Mandatory usage of the Showcased Vendors Punch-out Catalogs

The University Procurement Card (ProCard) may not be used to purchase goods
that are available from Showcased Vendors Punch-out catalogs.

Punch-out Catalog Requisitions only: Department approval is not required for
non-grant funded requisitions <$2500.00.

Department quality assurance post audit review for purchase orders that do not
require Department approval.
Applicable to: All departments @ UMass Boston.
Policy
UMass Boston employees who are authorized to make purchases on behalf of the
University must do so in compliance with this Purchase of Goods policy which is in
conformity with the Board of Trustee Policy T92-031, Management of University Funds,
Purchasing Policy (Appendix A) and the Business Expense Policy (Appendix C).
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Purchasing at UMass Boston from all sources of funds is decentralized throughout the
campus. Departments make purchasing decisions based on requirements to accomplish
their mission and in support of the Campus Strategic Plan and implementation. All
purchases of commodities exceeding a certain dollar limit must be competitively bid
unless covered under competitive procurement contract.
BuyWays Requisition Workflow Dollar Limits
The approval levels vary between a Punch-out Catalog Requisition and a Non-Catalog
Requisition.
Punch-out Catalog Requisition:
 Department approval is NOT required for orders <$2,500.00 for all nongrant funds. All Grant funds (ORSP) require a department approval.
 Special Commodity approval is required for the following:
Printing/Advertising
Chemicals/Gases/Hazardous Materials
Equipment-Information Technology
Equipment-Law Enforcement
Equipment Capital
Equipment Non-Capital
IT Software/Licenses/Upgrades
 ORSP grant fund approval is required @ ≥$1,000.00
 Procurement approval is required @ ≥$10,000.00
 Procurement approval is required for all IT Equipment and Software
Non - Catalog Requisition:
 Department approval is required for all funds.
 Special Commodity approval is required for the following:
Printing/Advertising
Chemicals/Gases/Hazardous Materials
Equipment-Information Technology
Equipment-Law Enforcement
Equipment Capital
Equipment Non-Capital
IT Software/Licenses/Upgrades
 ORSP grant fund approval is required @ ≥$1,000.00
 Procurement approval is required @ ≥$10,000.00
 Procurement approval is required for all IT Equipment and Software
Procurement Bid Limits
All acquisitions of Commodities must be competitively procured when the total amount is
≥$10,000.00 unless the items are available from a University approved contract. The
Procurement Department is committed to providing departments with information, and
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assistance that will enable the most cost effective and appropriate acquisition of goods
and services in accordance with all applicable laws, regulations and policies.
See section 2.0 Purchase of Goods Methods for more information.
Competitive Procurement Contracts
To maximize vendor competition and volume discount purchases, departments must use
publicly bid contracts 100% of the time for goods that are on contract. The University
recognizes four types of competitive procurement contracts, which enable departments
to order materials without further bidding:
Campus Contracts, created by the UMass Boston Procurement Department for use by
the Boston Campus.
University Contracts, created by the UMass Purchasing Council for use by all six UMass
campuses.
State Contracts (OSD), created by the Commonwealth of Massachusetts, Operational
Services Division for use by all agencies of the Commonwealth of Massachusetts.
Mass Higher Education Consortium Contracts (MHEC), a purchasing consortium created
for, and used by most institutions of higher education in Massachusetts.
Other consortia and group purchasing organizations approved by the University
Purchasing Council may be used.
Contract Terms and Conditions
The University’s standard terms and conditions such as: delivery, ship to and payment
terms are located on the purchase order. These terms cannot be modified, altered, or
changed without the approval of Procurement. Any changes to these terms must be
stated on the purchase order.
Department faculty or staff members are not authorized to approve/sign any type of
vendor contract or agreement. Individuals who enter into commitments or
agreements without the requisite authority may be personally liable for the
obligations assumed under such agreements.
The University does not encourage contracts or terms and conditions supplied by a
vendor. The purchase order is the contract with the vendor and represents acceptance
of the University terms and conditions. Authorized purchase orders are electronically
distributed to the vendor by the University BuyWays Procurement System.
If purchase order is accompanied by a contract, lease, or purchase agreement (provided
by the vendor) that contains narrative provisions governing the terms and conditions of
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the procurement, the contract must be reviewed and approved by the Assistant Vice
Chancellor for Contracts and Compliance and signed by the appropriate signatory
authority.
Central Receiving
The purchase of goods should be delivered to the Central Receiving Department. Some
purchase orders require electronic receipt on the financial system entered by the Central
Receiving Department. If the vendor delivers the goods to the department, and the order
requires electronic receipt, the department is responsible for notifying Central Receiving.
Invoices
Invoices for all goods purchased with a purchase order must be submitted directly to the
Controller's Office for processing. If a department receives an invoice, they are required
to review, approve and forward to the Controller's Office immediately for payment
processing. UMass Boston pays its vendors net 30 days from the date of the invoice in
order to maintain good relationships with the vendors.
Purchase orders should be finalized (received, paid and liquidated if necessary) within
60 days of receipt or final acceptance.
Procedure:
1.0
Purchase of Goods
Finance Training:
To access the finance system, you must first complete the appropriate training. Obtain
the access forms and register for training through the link below: http://training.umb.edu
Procard Training for New Cardholders:
In order to receive a Procard, applicants are required to attend a training session
designed to familiarize new cardholders with the Policies, Procedures and Recordkeeping requirements of the Procard. Applicants will be notified of the next available
training session when a completed application has been received and processed. New
cardholder training is normally offered monthly.
Identify purchase request:
Anticipate departmental requirements in order that a reasonable amount of lead time
may be allowed for processing the request, or for public bidding, whichever applies.
Combine, whenever possible, relatively small requests for similar types of material.
Vendor Contracts:
The department must research the available University recognized competitive
procurement contracts regardless of dollar amount. If a department believes that an
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existing vendor contract does not meet its business requirement, they must document
the justification for not using a contract vendor. Documentation must be available for a
post audit review.
Vendor Verification:
The department should confirm whether the vendor is on the UMASS University Central
Vendor File with an “approved” status and the classification field must state BuyWays
Supplier. Using the Tax Identification Number (TIN) or name, look up the vendor on the
UMASS University Central Vendor File. If the vendor exists, the information is correct
and the status is “approved”, the vendor is available for all transactions. If the vendor is
not on the file, refer to the FY08-CON-001-00 Vendor File Policy to add a vendor.
Budget Availability:
The department should confirm the availability of funds before committing the University
for the expenditure of any funds.
Account Code:
Identify the appropriate account code for the purchase.
The account code is the designation used in accounting for the types of goods and
services for which UMass Boston funds are expended.
The account code list is available on the Contracts and Compliance web site:
http://www.umb.edu/administration_finance/contracts_compliance
Commodity:
The commodity name controls the tolerance level for invoicing, receiving requirements
and the workflow approval for the requisition line item.
Price Quote:
For the purchase of goods <$10,000.00, departments should use Best Practice and Best
Value to achieve the desired results, which may include three verbal quotes.
For the purchase of goods ≥ $10,000.00 and <$50,000.00, that are not available from a
competitive procurement contract requires a minimum of two written price quotes with a
preferred three quotes. Quotes must be attached to the purchase requisition for
Procurement review and approval. Price quotes should include, delivery terms, warranty,
contract information if applicable and payment terms.
For the purchase of goods ≥ $10,000.00 and <$50,000.00, that are available from a
competitive procurement contract, requires a written price quote. Quote must be
attached to the purchase requisition for Procurement review and approval. Price quote
should include, delivery terms, warranty, contract information if applicable and payment
terms.
Description:
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A complete description of goods is required including: noun name, size, color,
manufacturer and model number, warranty and delivery terms.
2.0
Purchase of Goods Methods
The department must research the available University recognized competitive
procurement contracts regardless of dollar amount. If a department believes that an
existing vendor contract does not meet its business requirement, they must document
the justification for not using a competitive procurement contract. Documentation must
be available for a post audit review.
Depending on the type of purchase and the dollar amount, you must use one of the
methods below in compliance with the Purchasing Policy. The purchase of goods
requires either a purchase order or a procard to authorize the purchase.
2.1 Purchasing Goods - UMass BuyWays Showcased Punch-out Catalogs
BuyWays Showcase Punch-out Catalogs are awarded through a competitive
procurement public bid process and are established as University contracts
available to all six UMass Campuses. There are several vendors authorized with
UMass BuyWays Showcased Punch-outs Catalogs. The vendor websites are
accessed through the vendor’s punch-out catalog. Departments must use
BuyWays Showcased Punch-out Catalogs 100% of the time for goods that are
available from the punch-out catalogs.
The University Procurement Card (ProCard) may not be used to purchase goods
that are available from BuyWays Showcased Punch-out Catalogs.
2.2 Purchasing Goods - Procard
The University Procard is recommended for all goods < $1000.00 or (up to their
limit) unless the vendor does not accept the Procard. The Procard is to be used
only for purchases related to University business and must be used in
accordance with the Procard User Guide to purchase Allowable commodities.
See the Allowable/Restricted list on the Procard section of the Contract &
Compliance Website. Allowable/Restricted List
The University Procurement Card (ProCard) may not be used to purchase goods
that are available from Showcased Vendors Punch-out catalogs.
University Procard orders are reviewed on a post audit basis. Reports are
reviewed to determine patterns of possible non-compliance. If non-compliance is
identified, a department will be requested to make appropriate adjustments to
come into compliance with the University Procard guidelines.
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2.3 Purchasing Goods - Competitive Procurement Contract
Once departments have identified that goods are available from a contract
vendor, the department must review the terms of the contract.
2.4 Purchasing Goods - Non-Competitive Procurement Contract
≥ $10,000.00 < $50,000.00
The department is required to obtain two written price quotes; three quotes are
preferred from vendors. Quotes must include a complete description, price,
delivery terms, warranty and a vendor representative’s signature and date.
Attach the three price quotes with a cost comparison matrix to your requisition.
Quotes will be reviewed/approved by the Procurement Department. If, after
making a reasonable effort, you cannot get three vendors to quote you a price on
the supply that you need, you may award the contract on the basis of one or two
quotes. However, you should also consider broadening your search and
contacting a few more vendors to ensure that you are getting a competitive price.
2.5 Purchasing Goods - Non-Competitive Procurement Contract
≥ $50,000.00
Non-competitive procurement contract purchase for goods ≥ $50,000.00 must be
processed by Procurement for public bidding. The award will be made to the
lowest responsive and responsible bidder who, in the opinion of the Assistant
Vice Chancellor for Contracts and Compliance, in conjunction with the requesting
department, offers the best value. Where price and other factors are identical,
preference in awarding contracts is given to Massachusetts vendors. This
process generally takes 2-4 weeks.
2.6 No Bid Justification
≥ $10,000.00
In those cases where competitive bidding would be impractical, the department
must complete and submit a “No Bid Justification” form, which must include the
benefits and circumstances for the purchase and a written price quote from the
vendor. The Assistant Vice Chancellor for Contracts and Compliance will be
responsible for approving/denying the No Bid Justification. Examples: an item of
equipment matches an existing item or the goods are unique and the vendor is
the only one in the world from whom the product can be purchased.
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3.0
Special Approvals
3.1 Printing and Copy Services
Publications
All printing must be coordinated through the Government Relations and Public
Affairs Department prior to purchase. This will insure University standards for
printing are uniform.
Departments are strongly encouraged to utilize Quinn Graphics - Central
Reprographics for printing and copying services when they can meet their
requirements including; cost, quality and delivery.
http://www.umb.edu/administration_finance/auxiliary_services/central_reprograp
hics/quinngraphics/index.html
3.2 Advertising
Publications
All advertising in local or national publications must be coordinated through the
Government Relations and Public Affairs Department prior to purchase. This will
insure University standards for advertising are uniform.
Employee Recruitment
All advertising requests for employee recruitment must be processed and
approved through the Human Resources Department prior to purchase.
3.3 Returns
All returns for moveable equipment must be coordinated with the Property and
Central Receiving Department before returning the good to the vendor. This will
ensure that the inventory will be updated.
4.0
Pre-Payments
4.1 Postage
Postage should only be purchased outside the University when the University
Mailroom cannot provide the desired service.
Like many governmental agencies, the U.S. Post Office will not sell anything on
credit. They must have the cash/check in hand first. Therefore, a disbursement
voucher must be generated and a check issued to the U.S. Post Office before
postage can be obtained.
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University of Massachusetts Boston
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Make a disbursement voucher out to the U.S. Post Office for the required items.
Address the payment voucher as follows:
Postmaster of Boston, MA
C/O (the name of your department)
(The name of your building location)
University of Massachusetts Boston
Boston, MA 02125
Submit the request to Controller’s Office to be processed.
The requesting department will be notified when the check is available to be
picked up from the Controller’s Office.
The University Procard may also be used for payment purposes.
4.2 Employee Professional Membership Dues and Subscriptions
The University may pay for employee membership dues to professional
organizations and subscriptions to professional journals or newspapers if they
are appropriate for the individual's position and duties and if the membership or
subscription benefits the University.



Membership dues and subscriptions should be in the name of the University
to the extent possible and delivered to a University address. If an
organization does not have an institutional membership, the membership
should be in the name of the employee who will represent the University.
Departmental coordination of memberships and subscriptions is encouraged
to avoid duplication.
Union dues will not be paid by University funds.
Memberships and subscriptions are not generally Allowable as direct costs on a
sponsored project. Faculty and staff should contact ORSP before attempting to
charge these expenditures to a sponsored project.
The Procard is the preferred payment method for memberships and
subscriptions. In lieu of payment by Procard, departments should enter a
purchase requisition.
4.3 Registration Fees for Conferences and Workshops:
The University may pay for employees to attend conferences and workshops
if they are appropriate for the individual's position and duties and benefit the
University.
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The Procard is the preferred payment method for registration fees for
conferences and workshops. In lieu of payment by Procard departments should
enter a purchase requisition.
5.0
Used or refurbished
Used or refurbished goods or equipment may be purchased, in accordance with
established purchasing policies, if in good condition, and justified in writing to
Procurement. Whenever possible, such equipment should carry a full
manufacturer’s warranty.
6.0
Massachusetts Management and Accounting Reporting System – MMARS
MMARS is the Commonwealth’s statewide accounting system. Request for
goods purchased with appropriated State Funds must be processed in
accordance with the Procurement policy and procedures. The Procurement
Department is responsible for processing requests through the State MMARS
accounting system.
MMARS appropriated State Funds are not allowed on Procard.
7.0
A deal too good to pass up!
Departments sometimes receive unsolicited offers by a vendor(s), which appear
to be a great “deal.” The deal may appear so beneficial or advantageous that
rejecting the deal in favor of completing a competitive procurement may seem
disadvantageous, wasteful or unjustifiable. Examples of situations that might fall
under this provision include offers made to the University at zero cost, at a cost
significantly lower than market cost and even deals that would result in payments
to a department, such as services for the removal of recycled materials.
However, there is no such thing as “a deal too good to pass up” unless and until
a department has taken steps to confirm, through a public process that is fair,
open and competitive, and that there is no other vendor that can meet or beat the
deal being offered to the University. Because any misinterpretation of this
concept could serve to undermine confidence in the fair, open and competitive
requirements of the University’s public procurement process, the department
should refer the vendor to the Procurement Department.
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8.0
Audit
8.1 Pre Audit
All Non-Catalog requisitions ≥$10,000.00 are reviewed and approved by
Procurement.
All Punch-out Catalog requisitions ≥$10,000.00 are reviewed and approved by
Procurement.
8.2 Post Audit
Post Audit: Departments should conduct routine assessments for quality
assurance throughout the year for non-grant funded punch-out catalog orders
<$2,500.00.
Routine assessments for quality assurance are conducted throughout the year
for non-catalog orders and punch-out catalog orders < $10,000.00. Diagnostic
reports are reviewed to determine patterns of possible non-compliance. If noncompliance is identified, a department will be requested to make appropriate
adjustments to come into compliance with the goods policy and procedure.
Post audits for quality assurance will be performed for the following:







9.0
Departments must use competitive procurement contracts (University,
Campus, State, MHEC or other authorized consortia and group
purchasing organizations) 100% of the time for goods that are available
on contract.
Departments must use BuyWays Showcased Punch-out contracts 100%
of the time.
Procard Allowable/Restricted list
Account code - appropriateness charge
Printing pre-approval
Advertising pre-approval
Splitting purchases - dovetailing
Employee Conduct
The University's vendors, and their products, personnel, and services, are, in a
sense, a natural extension of the University's own resources. It is the
responsibility of all employees to work to maintain the good name of the
University, to develop and maintain good relations between the University and its
vendors, and to keep in mind that personal contacts form much of the basis for
the opinion of the University by its vendors.
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University employees are governed by the Commonwealth's Conduct of Public
Officials and Employees statute ("State Ethics law"), Massachusetts General
Laws, Chapter 268A, ( in particular, Sections 3 and 6).
University employees shall not accept gifts or gratuities from vendors.
If an employee is unsure whether a conflict exists, the employee should contact
the Assistant Vice Chancellor for Contracts and Compliance for advice, or
contact the State Ethics Commission directly at 617-371-9500. The Commission
will discuss the issue directly with the employee.
10.0
Personal purchases



Personal purchases in the name of the University are not permitted.
Delivery of any personal purchase to the University is not permitted.
University letterhead is not to be used for personal correspondence.
Role of the Procurement Department
The Procurement staff is available to assist department finance/administrative staff with
purchases.
Their primary role is to:

Establish and manage compliance with Purchasing Policies and Procedures in
accordance with federal and state laws and regulations, Board of Trustee Policy and
Procurement Internal Controls.

Provide professional procurement expertise, monthly training sessions and technical
assistance to ensure that employees are able to use the Finance Application in
accordance with the UMass policies to process appropriate transactions.

Routine assessments for quality assurance are conducted throughout the year for
non-catalog orders and punch-out catalog orders < $10,000.00. Diagnostic reports
are reviewed to determine patterns of possible non-compliance.

Implement the account codes related to procurement.

Review and approve routine complete/accurate requisitions (including quotes) within
five business days—allow additional time for special approvals, such as grant funded
purchases, printing and advertising.

Assist in the development of scope and specifications, conduct solicitations for
competitive bids ≥$50,000.00, develop evaluation criteria and negotiate contracts.
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
Assist departments in handling disputes with vendors that departments are unable to
resolve.

Build and maintain vendor relationships.

Coordinate with state agencies and other organizations for competitive procurement
contracts to provide easy access to departments.

Manage the Procard Program.

Manage Central Receiving.

Manage the Procurement Helpline @ 7-5060.
Role of the UMass Boston Departments
Procurement at UMass Boston is decentralized. Department Heads should ensure that
their staff attend training for all procurement policies and procedures, and establish
departmental procedures to ensure they are followed.
A Department Account Signatory must approve all purchases prepared/submitted by the
department. All purchases must be within the department's budget and in support of the
Department goals and the University's Strategic Plan.
Department finance and administrative staff should:

Routine assessments for quality assurance are conducted throughout the year for
punch-out catalog orders < $2,500.00.

Know and understand the Procurement policies and procedures. Attend annual
training.

Know and understand University, UMass Boston, MHEC and Statewide contracts.
Attend annual training.

Know and understand Account Codes and Categories. Attend annual training.

Complete training for the Finance Application. http://training.umb.edu

Combine, whenever possible, relatively small requests for similar types of material, in
order that orders/bids may be issued for reasonable quantities.
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
Exercise best practice to achieve best value.

Ensure that information furnished on purchase documentation is complete and
accurate and conforms to UMass Boston purchasing polices.

Manage procurements through the finance system, monthly reports and payments.

Purchase orders are paid within 30 days from the date of the invoice. Purchase
orders should be finalized 60 days after receipt or final acceptance.

Complete and comply with the code of conduct training for public officials at
orientation and every two years thereafter.
Special Purchase Approvals Required:
Once a department creates and approves a requisition, the requisition is electronically
forwarded to the appropriate special approver for the following type of purchase:
Special Approver
IT
Property Department
University Publications
Env Health and Safety
ORSP
Procurement
Procurement
Procurement
Type of purchase requisition
IT equipment and software
Non-IT equipment
Printing and Advertising
Chemicals and Hazardous Materials
≥ $1,000.00 for grant funded
≥ $10,000.00 non-catalog requisitions
≥ $10,000.00 catalog requisitions
All IT equipment and software
Additional approvals are required for some types of purchases. These approvals are
obtained off line by departments. Please refer to the appropriate department policy for
the approval process.
Quinn Graphics
Facilities
Biology
Office of Student Affairs
Campus Center
Administration & Finance
Copy machines and large personal printers
Furniture, carpet, light fixtures, and painting
Radioactive & Radiation emitting materials/equipment
Alcoholic beverages
Campus Center event and conference services
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
Definitions:
Account Code
The account code is the designation used in accounting for the types of goods and
services for which UMass Boston funds are expended.
The account code list is available on the Contracts and Compliance web site:
http://www.umb.edu/administration_finance/contracts_compliance
Approval/Workflow
When a requisition is initiated for a purchase, it is electronically forwarded through
workflow to the appropriate approvers. There are several levels of approval depending
on the type of expenditures, source of funds, and dollar amount. Once all approvals are
complete, the requisition is sourced to a purchase order and electronically distributed to
the vendor by fax or email through BuyWays.
Attachments
All quotes, contracts and other related purchasing documents must be attached and
submitted with the purchase requisition.
Best Practice
UMass Boston’s best practice is to procure goods and services in accordance with the
University’s strategic plan, budget, best value, competitively bid contracts and
consideration of the administration’s time and paperwork. In order to achieve this, the
procurement department will provide policy and procedures, monthly training sessions,
technical assistance, and timely processing.
Best Value
The University shall obtain all supplies, printing, equipment, and other property at the
best value to the Commonwealth and the University as is consistent with the quantity,
quality, durability, availability, serviceability, and other factors affecting service and use
as required by the using department of the University.
Bidding
All purchase of goods exceeding a certain dollar limit must be competitively bid unless
covered under contract.
Blanket Purchase Orders
Blanket orders are generally not used for the purchase of goods. Blanket orders are to
be used primarily to make payments for services that are provided on a regular and
consistent basis, and in some cases for the regular delivery of a consistent quantity of
product.
Specific examples include:

Electricity
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l




Bottled water service (same quantity each month)
Facilities construction projects
Natural Gas
Contract for Services
A blanket order must contain the dates that the blanket order will remain in effect. The
end date may not exceed the life of the fund that is charged to the blanket order. Blanket
orders are for purchases that have a quantity of (1 ea.) and will have multiple invoices
submitted for payment. Blanket Order should not be used for Showcased Punch-out
Catalog requisitions.
Business Expense
Expenses related to business and entertainment incurred while in the process of
conducting University business.
BuyWays Procurement System
The UMass BuyWays system is a one-stop shopping center for eProcurement users.
This center will provide you with an easy route to all your purchasing needs.
BuyWays Showcased Punch-out Catalogs
Departments must purchase goods from BuyWays Showcased Punch-out Catalogs
100% of the time. The BuyWays home page contains contract Punch-out catalogs
known as punch-out sites. Purchase requisitions created from the BuyWays Showcased
Punch-out Catalogs are sourced to purchase orders that are electronically submitted to
the vendor. The University Procurement Card (ProCard) may not be used to purchase
goods that are available from a punch-out catalog.
Cart
A shopping cart holds various items you have selected for purchase. A cart becomes a
requisition after it is submitted to workflow.
Central Receiving
UMass Boston’s Central Receiving is responsible for recording in the Finance System
the receipt of goods that require central receiving based upon receiving rules defined for
prescribed purchasing category codes. Contracts and Compliance may require receiving
on purchase orders at their discretion. Central Receiving coordinates with Property for
moveable equipment that should be inventoried and delivers all centrally received items
throughout the campus.
Commodity
The commodity name controls the tolerance level, receiving requirements and the
workflow approval for the requisition line item.
Competitive Procurement Contracts
To maximize vendor competition and volume discount purchases, departments must use
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
University, Campus, State, or MHEC publicly bid competitive procurement contracts
100% of the time for goods that are on contract. Contracts of other consortia and group
purchasing organizations may also be utilized when approved by the University
Purchasing Council.
Contracts/Agreements
Department faculty or staff members are not authorized to approve/sign any type of
vendor contract or agreement. Individuals who enter into commitments or agreements
without the requisite authority may be personally liable for the obligations assumed
under such agreements.
The University does not encourage contracts or terms and conditions supplied by a
vendor. The purchase order is the contract with the vendor and represents acceptance
of the University terms and conditions. If a purchase is accompanied by a contract,
lease, or purchase agreement (provided by the vendor) that contains narrative
provisions governing the terms and conditions of the procurement, the contract must be
reviewed and approved by the Assistant Vice Chancellor for Contracts and Compliance.
The amount of time necessary to complete the review/approval process varies
depending on the type and complexity of the agreement and the workload of the
reviewing departments.
Contracts and Compliance
The Contracts and Compliance Office includes the Procurement Department, the
Property Department and the Environmental Health and Safety Department.
Controller
Controller refers to the UMass Boston Controller.
Departmental Account Signatory
The individual who has primary authority for financial approval for their respective
departments and accounts. This signature must be documented in the Signature
Authorization log located in the Controller’s Office. Additional signatory approvals may
be required by internal control procedures such as the Principal Investigator for a grant
or project.
Department Contact
The Department Contact is the UMass Boston employee identified on a purchase order
to be contacted regarding approval of invoice payments and other issues related to that
purchase order.
Department Head
The individual who has operational and fiscal responsibility for a department or higher
organizational level.
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
Direct Payment – A payment made to a vendor that is not committed and encumbered
by a UMass purchase order or ProCard.
Disbursement Voucher
A UMB form (CON-05) used to request a payment that is not an encumbered
expense, also referred to as an NPO invoice direct payment request.
Disputes
Disputed charges can result from the following events which include failure to receive
goods, defective merchandise, incorrect billing, duplicate charges, credits not processed.
The Department Contact is responsible for following up with the vendor for any
erroneous charges, disputed items or returns.
Encumbered Payment
A payment for which funds have been reserved and a liability created in anticipation of a
payment, typically done by a Purchase Order. When the encumbered payment is made,
the expense is recorded, the encumbrance is liquidated.
Enforcement/Consequences
Employees must be authorized to commit the University’s resources to a purchase.
University faculty and staff are responsible for adherence to all sections of this goods
policy. Examples of improper use of purchasing authority include:
 Not in compliance with the purchasing policy
 Splitting a large purchase into two or more smaller orders in order to avoid bid
requirements and procurement approval.
 Using an inappropriate speed type or account code.
 Conflict of interest.
 Goods ordered without appropriate purchase order or procard.
 Improper, misleading, or deceptive use of the No Bid Justification or Bid
Documentation or any related information.
 Personal Purchase.
Departments as well as individuals will be subject to appropriate sanctions for failing to
handle purchases according to policy and procedures.
This may include:
 Elimination of delegated purchasing authority for the individual or the department
 Reporting of incidents of non-compliance to Human Resources for appropriate
remedial actions.
Goods
A good is defined as a physical tangible product (commodity) capable of being delivered
to a purchaser and involves the transfer of ownership from the seller to the customer.
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
Invoice
Invoice means a vendors itemized document delivered to UMB Controller’s Office
requesting payment showing a description of the goods purchased, the quantity, and the
price, and as appropriate, the purchase order number, the nature of delivery and other
particulars of goods or services provided or services rendered.
Massachusetts Higher Education Consortium (MHEC)
The MHEC is New England’s premier higher education group purchasing consortium.
The MHEC can service higher education institutions and private secondary institutions
throughout New England
Non-Purchase Order (NPO) Invoice Payment
An NPO invoice payment refers to an authorized direct payment to a vendor for goods or
services that were not processed with a purchase order.
Notes
On BuyWays, you can enter internal or external notes on your requisition.
Internal Notes are generally used to communicate with another UMB staff member and
are not submitted to the vendor.
External Notes are submitted to the vendor with the purchase order. Some punch-out
catalog vendors do not support external notes. When you are purchasing equipment,
the end users name and location must be entered in the external notes field for inventory
purposes. If not provided, end user information will default to the person who drafted the
requisition.
Office of Research and Sponsored Programs (ORSP)
ORSP provides a secondary level of approval for external grants and sponsored
programs for the purchase of goods ≥$1000.00.
Operational Services Division (OSD)
OSD administers the procurement process by establishing Statewide Contracts for
goods and services that ensure best value provide customer satisfaction, support the
socioeconomic and environmental goals of the Commonwealth and by providing specific
operational services.
Procure
The acquisition of Commodities (goods) or Services, or both, which may be made
through an outright purchase, license, lease-purchase, lease, rental, fee-for-service or
other method.
Procurement Department
The Procurement Department includes the purchasing of goods and services, Procard
Administration and Central Receiving. The Procurement Department is a service unit
established to support the educational and research missions of the University. It is
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
staffed by procurement professionals who have the knowledge, skills and training to
assist University personnel in the purchase of required goods and services.
Punch-Out Catalog
A punch-out catalog is a Punch-out’s website in which a user actually leaves BuyWays
to shop on the supplier’s site. Each punch-out site will have a different layout and will
function differently. After shopping on the punch-out site, the user’s cart will be returned
to BuyWays to finalize the transaction.
Purchase Order
A purchase order is a document that formalizes a purchase transaction with a vendor in
accordance with the University’s standard terms and conditions. These terms cannot be
modified, altered, or changed without the approval of Procurement. Any change to the
terms must be included on the purchase order. Acceptance of the purchase order by the
vendor constitutes a contract. The purchase order must contain statements as to the
quantity, detailed scope of services or a complete description of a commodity and the
price of the goods or services ordered.
Purchase Requisition
Purchases of goods and services are initiated in the department with requisitions bearing
the approval of the department authorized signatory. Purchase requisitions are entered
into the on-line purchasing system by the requesting department. All requisition
approvals are performed electronically. There are several levels of approval depending
on the type of expenditures, source of funds, and dollar amount.
Quotation
As used by the University, a quotation is an informal means of determining a vendor
price and terms for the purchase of goods, or services, either verbal or written, which is
obtained by departments and is attached to the purchase requisition and submitted to
Procurement when required.
Receiving
UMass Boston’s Central Receiving is responsible for recording in the Finance System
the receipt of goods that require central receiving based upon receiving rules defined for
prescribed purchasing commodity codes. Contracts and Compliance may require
receiving on purchase orders at their discretion. Central Receiving coordinates with
Property for moveable equipment that should be inventoried and delivers all centrally
received items throughout the campus.
Services
A service related purchase is a non-tangible product. Examples of a service purchase
are: consultant, subcontracts, stipends, operational, maintenance, repair, rental, lease,
and license.
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
Splitting Purchases – Dovetailing
Whether the action is intentional or not, splitting a purchase is a violation of the
procurement policy. A split purchase is when a department submits the same or a
similar type of purchase on multiple requisitions or Procard transactions for either short
or long term, to the same vendor.
A split purchase could circumvent the purchasing bid limit requirements or the Procard
transaction limits as explained in the examples below:


The bid limit is $10,000.00: the department purchases 20 desks @$600.00 each,
for a total of $12,000.00. The department may not purchase the desks
separately to avoid the purchasing bid limit requirements.
The procard transaction limit is $1,000.00: the department may not process two
transactions, one for $600.00 and another for $800.00 totaling $1,400.00 to avoid
the procard transaction limit.
University Procurement Card (ProCard)
 UMass Boston utilizes a Procard for efficiency and convenience of purchasing
and payment. The Procard is recommended for all commodities < $1,000.00
unless the vendor does not accept the Procard. The ProCard may not be used
to purchase goods that are available from a Showcased Vendor Punch-out
catalog. The Procard is to be used only for purchases related to University
business and must be used in accordance with the Procard User Guide to
purchase Allowable commodities. See Allowable/Restricted list on the Procard
section of the Contract & Compliance Website. Capital equipment cannot be
purchased with the Procard.
The Procard is issued to employees pursuant to the University’s Procurement Card
Program. Purchases on the Procard must be in conformance with this policy.
Vendor
A vendor is a seller of goods or services. The term vendor is often used interchangeably
with the terms contractor, independent contractor, consultant, sub-contractors and subrecipients.
Work Related Goods and Services:
Employees should not use their personal funds to purchase work related goods and
services. The University will provide faculty and staff with work related goods and
services. Department finance/administrative staff are available to handle all requests.
See: Guidelines for Work Related Employee Supplies and Services. In emergency or
extraordinary circumstances refer to the Employee Expense Reimbursement Policy,
FY10-CON-003-000. However, under no circumstances can the Procurement Policy
and Procedures be circumvented.
Oversight Department: Procurement Department
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
Responsible Party within Department: Goods/Commodity Buyer
Monitoring:

Diagnostic Reports for Procurement compliance

Pre-Audit: All Non-Catalog orders ≥$10,000.00 are reviewed by Procurement
before a purchase order is approved. All Punch-out Catalog orders ≥$10,000.00
are reviewed by Procurement before a purchase order is approved. Diagnostic
reports are reviewed to determine patterns of possible non-compliance

Post-Audit: Routine assessments for quality assurance are conducted throughout
the year for Non-Catalog orders <$10,000.00 and Punch-out Catalog orders
<$10,000.00 Diagnostic reports are reviewed to determine patterns of possible
non-compliance.

Post Audit: Departments should conduct routine assessments for quality
assurance throughout the year for non-grant funded punch-out catalog orders
<$2,500.00.

Review and approve complete/accurate Non-Catalog requisitions ≥$10,000.00
(including quotes) within 5 business days—allow additional time for special
approvals, such as grant funded purchases, printing and advertising.

Review and approve complete/accurate Punch-out Catalog requisitions
≥$10,000.00 (including quotes) within 5 business days—allow additional time for
special approvals, such as grant funded purchases, printing and advertising.
Authority:
T92-031 Policy for Management of University Funds
T92-031 Appendix A Purchasing Policy
T92-031 Appendix C Business Expense Policy
University of Massachusetts Procurement Guidelines
Purchasing Manual University of Massachusetts Boston
Purchasing Policies and Procedures University of Massachusetts Boston
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100
Administration & Finance
Policy & Procedure
w w w . u m b . e d u / a d m i n i s t r a t i o n _ f i n a n c e / i n d e x . h t m l
ProCard Guidelines University of Massachusetts Boston
Administration and Finance Internal Control Plan
Record Retention Policy
Related Documents:
University Account Codes for Requisitions
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University of Massachusetts Boston
Administration and Finance
100 Morrissey Blvd
Boston, Massachusetts 02125
(617) 287-5100