Contracts, Procurement, and Risk Management

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Contracts, Procurement, and Risk Management
Open Forum

• Thursday, August 21, 2008
• 930 a.m.

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Topics of the Day

• New Contracts, Procurement, Risk Management
  Org
• People Soft 9.0 Requisition Training
• Accessibility Updates
• P-card Updates and Changes
• AP Hospitality and Guest Lecturer Update
• Procurement Guidelines
• Small Business and DVBE Annual Report
• Travel Update
• Q A
• Stay to learn more about international travel
• with Joe Risser and John Battenburg

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Contracts, Procurement, and Risk Management
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People Soft 9.0 Requisition Training

• Emails to sign up for a training session were
  mailed out 8/1/08 and 8/15/08
• If you have not signed up for training please
  email Tessa Betz at trbetz_at_calpoly.edu to
  request a time.

Full
Full
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EIT and AccessibilityProcurement Workflow Update

• FY 07/08 progress
• Guidelines for processing EIT Acquisitions
• EIT Product Procurement Workflow

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FY 07/08 Progress

• Cal Poly Accessibility Awareness
• New Cal Poly Accessibility Web Template
• Software Accessibility Review and Purchase
• EIT Product Accessibility Review and Purchase

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PCard Handbook Updates

• As of September 1, 2008, we have a new updated
  Pcard Handbook.
• The new handbook includes hospitality changes,
  new accessible format, and an updated
  reconciliation report.
• The new Handbook will be found on our website
  under http//www.afd.calpoly.edu/purchasing/Forms.
  htm
• starting September 1, 2008.

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Hospitality Expenses

• What are Hospitality expenses?
• The provision of meals, refreshments, promotional
  materials, gifts, awards, or reimbursement of
  travel expenses to official guests, to students
  and to employees. Hospitality includes expenses
  or activities that promote the University to the
  public, usually with the expectation of benefits
  accruing directly or indirectly to the University
  and may include the provision of gifts awards,
  and promotional materials.
• How do I determine if the Hospitality expenses
  Im requesting be paid are allowable?
• Review the Hospitality policy (http//www.afd.calp
  oly.edu/FiscalServices/Forms/HospitalityPolicy.pdf
  ) this policy spells out common definitions and
  provides a useful grid that enables the user to
  determine which expenses are allowable and what
  funding sources can or cannot be used

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Hospitality Expenses
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Hospitality Expenses

• What payment methods can I use to pay for
  Hospitality expenses?
• Pay for them on your own then submit an expense
  reimbursement using a Direct Pay Form
• Meals provided by campus dining can be billed to
  the requesting department
• The Procurement Card may not be used for any
  Hospitality expenses

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Hospitality Expenses

• What kind of documentation do I need to provide
  for hospitality expenses to be paid?
• A list of attendees
• Whether or not there was an official guest in
  attendance at the event (list the name of the
  official guest)
• Whether or not alcohol was served
• An itemized receipt

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Guest Lecture Payments

• Guest Lecturers are individuals that will be paid
  thru Accounts Payable as an independent
  contractor and could be providing any of the
  following types of services
• Guest Speakers/Lecturers
• Artists
• Poets/Novelists
• Instructors
• Performers

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Guest Lecture Payments

• Issues to take into consideration prior to
  engaging a Guest Lecturer to provide services
• What is the frequency of the work to be
  performed?
• Is there a contract with the Guest Lecturer?
• What is the dollar value of the contract with the
  Guest Lecturer?
• Is the Guest Lecturer a non U.S. citizen? If so
  have them call Payroll Services prior to
  commencing services.
• What is the nature of the services to be
  performed. Are you engaging a chainsaw juggler or
  a basketweaver?

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HIGH RISK SERVICES TO BE PROVIDED? MAY WANT TO
TALK TO CPRM ABOUT INSURANCE/LIABILITY ISSUES.
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LOW RISK SERVICES? MAY NOT NEED TO TALK TO CPRM
ABOUT INSURANCE OR LIABILITY ISSUES.
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Procurement Guidelines

• New Procurement Guidelines Brochure to be
  available mid Sept
• Direct Pay forms
• Reminders about
• State funds and Corp (Discretionary) funds
• Donations and loaned equipment
• All purchasing requirements remain the same
  especially for contracts/agreements, service
  contractors and insurance requirements.

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Small Business DVBE

• State mandated goals
• Small Business 25 of spending
• DVBE 3 of spending
• Cal Poly is committed to this initiative
• Widespread acknowledgement of benefits
• Significant State and CSU focus
• Substantial support from business

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Small Business DVBE

• CONGRATULATIONS CAL POLY!
• In FY 07/08 we performed much better than in past
  years
• We achieved
• Small Business 27.5 of spending
• DVBE 1 of spending

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Travel Update

• From SLO Airport to LAX and SFO
• American Airlines and Delta have suspended
  services
• United Airlines and US Airways remain
• This represents a 30 reduction to Cal Polys 750
  airlines seats per year
• From Santa Maria Airport to LAX
• United Airlines service remains
• Alternative travel to LAX and SFO
• Enterprise Car rental (free airport to airport
  drop-off)
• Silverado Coast Flyer to LAX (49 one way fare)
• Book air travel well in advance through Giselles
  to assure State Y-Cal fares and seat availability

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Question Answer

• Thank you for attending!
• Please stay to hear more about, University
  guidelines, procedures, insurance and forms
  necessary for academic program management of risk
  in international travel.