HOW TO BUY GOODS AND SERVICES

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HOW TO BUY GOODS AND SERVICES http//www.te
mple.edu/purchasing
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DIRECT ONLINE ORDERING MOVING TO

• Office Supplies
• Printed Stationary (Letterhead, Business Cards,
  Envelopes)
• Scientific (Fisher)
• To apply for access, you must following the
  signature authorization process and check the
  TUmarketplace box for those with other than Level
  1, 2 or 3 signature aurthority. Additional
  information can be found at www.temple.edu/purcha
  sing/TUmarketplace

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Home Page Catalog Punch out Vendors
Search for products from Temple contracted
vendors,. Compare prices combine orders from
different vendors. Shop up to 5000.00 per
shopping cart.
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Alpha/StaplesLink Web Site
Office Supplies!
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Printed Forms!
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Purchasing (PCard) Visa Card Purchases

• Pcard Manual can be found on Purchasings web
  page
• www.temple.edu/purchasing
• To apply for a card, submit signed application
• Transaction and Monthly Dollar limits are
  required
• Blocks restrict travel and other uses
• Record keeping and verification
• PaymentNet (web based) transaction review process
  
• Report a lost or stolen card

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• Login
• www.paymentnet.com
• Enter Org ID
• Enter User ID
• Enter Pass Phrase
• Click Log In Now

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PaymentNet Function Page
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SAMPLE TRANSACTION REVIEW PAGE
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Electronic Requisition (moving to TUmarketplace
in 2009)

• Required for Purchases 2,000
• Form completion
• Department name account info
• Delivery date
• Receiving person and address
• Name and phone number of requestor
• Item description and specifications
• Unit of measure
• Appropriate signatures
• Vendor name and address

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RED Labels are required fields!
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(No Transcript)
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Shopping Cart - (will replace current
requisition in 2009)

• Store products in a draft cart
• Keep track of items frequently ordered in the My
  Favorites folder

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CONTRACT COMMITMENT PROCESS

• This process will ensure that the University is
  aware of and able to track and identify contracts
  and sub-contracts. The process includes
  capturing commitments in excess of 2000 by
  issuance of a contract purchase order.
• Additionally, this process must capture vendor
  solicitation and/or award information including
  demographic, affirmative action initiatives and
  financial obligations.
• University Counsel and the Director of Purchasing
  have the responsibility for maintaining a uniform
  set of procedures for processing Contracts.
  Contract documents, including a Financial Impact
  Statement (FIS) are to be submitted to University
  Counsel for review prior to signing by the Chief
  Financial Officer.
• The new FIS form and instructions can be found on
  Counsels website at www.temple.edu/legal/Forms.h
  tm

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• UNIVERSITY COUNSEL STANDARD AGREEMENTS
• Professional (Consulting) Services
• (not Independent contractor)
• Professional Design Services
• Construction Services
• Financial Impact Statement (FIS) - is a
  University
• Counsel form required when submitting Agreements
  to Counsel for review and signing.

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CONSULTANTProfessional Services/Consulting
Agreement

• Funneled through University Counsel
• Typically to organizations, not individuals
• Long term
• Large dollar amount
• Can be sole source
• Less likely to be a sponsored agreement

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INDEPENDENT CONTRACTOR AGREEMENT (2000 or
higher)

• Purchasing must receive a COPY of properly signed
  pre-determination form and contractual agreement
  form, W-9
• Purchasing contacts A/P requesting review and IC
  determination.
• IF APPROVED - Purchasing creates a purchase
  order. Copy of which is sent to requestor and IC.
  Purchase Order number must appear on the
  Original IC Contractual Agreement which is sent
  to A/P for payment processing
• IF DISAPPROVED - Requestor is notified and
  instructed on how to best proceed i.e., cancel
  request, proceed with a bid process, go through
  HR/Payroll.

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Miscellaneous Purchase Requirements

• Sole Source Justification
• How do we know that no other manufacturer or
  distributor can provide the item or service?
• Are equal products available?
• What is so unique about this item?
• Capital Expenditure Request (CER)
• Presidential policy requires CER for certain
  purchases

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Miscellaneous Purchase Requirements (Contd)

• Special Review and Approval
• Creative Services
• Computer Hardware Software
• Radioactive Material and Hazardous Chemical
• Emergency Orders
• Health and safety issues
• Coordinate with Purchasing Dept.
• Provide requisition information

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Additional Approval Requirements

• Grant Accounts
• Externally funded Grant Centers(24, 26, 27, 29,
  3x, 4x and 55) in excess of 5,000
• Sponsored Projects (Grant Accounts HSC) - (3x
  4x)
• in excess of 5,000

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Surplus Property Program

• Surplus Removal
• Surplus Property Declaration Form
• Surplus Acquisition
• Purchase Requisition - State Surplus Equipment
  as suggested vendor
• Warehouse Appointments
• Call James Curran