Procurement Management Training

1
Procurement Management Training
2
What this session will cover

• An overview of Business Affairs including
  Procurement Management and the departments
  therein
• A quick tour of the Procurement Management
  website, which contains most information youll
  ever need
• An overview of Procurement Policies
• A more extensive look at travel-related policies
  and procedures

3
Business Affairs

• Headed by Dr. Calvin Jamison, Vice President for
  Business Affairs. Dr. Jamison joined UTD on
  August 1, 2007.

4
Business Affairs

• Business Affairs includes the functional areas
  of financial management, budgets and reporting,
  facilities maintenance, planning and
  construction, land development, police, human
  resources, payroll, purchasing, accounts payable,
  print shop, food service and bookstore.

5
Business Affairs

• Our Mission The mission of Business Affairs is
  to manage The University of Texas at Dallas
  business operations in a manner that facilitates
  the achievement of the universitys teaching,
  research, and public service objectives.
  Essential to achieving this mission are effective
  business processes, financial health, and the
  safety of the campus community. The core values
  underlying all Business Affairs operations are
  transparency, integrity, and accountability.

6
Business Affairs

• Current Initiatives
• Customer Service
• Efficiency Improvements
• Campus Signage
• Transportation and Parking

7
What is Procurement Management?

• Procurement Management is one area of Business
  Affairs.
• Formed in 1996 as part of a re-engineering effort
  designed to streamline and increase effectiveness
  of the member departments
• Originally comprised of Purchasing, Accounts
  Payable, Travel, Central Stores, Receiving and
  Property Administration
• Purchasing Card added in 1998 Mail Services
  added in 2004, Print Shop and Auxiliary Services
  added in 2005

8
Department Contacts
9
Department Contacts
10
Department Contacts
11
Department Contacts
You can also reach a departmental supervisor by
sending email to the following easy-to-remember
addresses purchasing_at_utdallas.edu accountspayable
_at_utdallas.edu travel_at_utdallas.edu receiving_at_utdall
as.edu mail_at_utdallas.edu property_at_utdallas.edu pur
chasingcard_at_utdallas.edu
12
Our Website

• http//www.utdallas.edu/utdgeneral/ business/procu
  re/
• Can also be found on the main UTD website by
  using the A-Z search index and looking for
  Procurement Management

13
(No Transcript)
14
(No Transcript)
15
(No Transcript)
16
(No Transcript)
17
(No Transcript)
18
(No Transcript)
19
(No Transcript)
20
Policies and Procedures

• UTD, Fiscal Year 2008

21
Important Things to Know

• UTD is part of the State of Texas, and must
  exercise fiscal responsibility when dealing with
  taxpayer and tuition dollars. Adherence to our
  policies and procedures is vital to this goal.
• Even if your department has delegated purchasing
  authority, ONLY the Vice President for Business
  Affairs and the AVP for Procurement Management
  are authorized to sign contracts or agreements.

22
Important Things to Know

• Only the Procurement Management Office is
  authorized to collect competitive bids from
  vendors. Feel free to get a single quote for
  estimation purposes, but only we can initiate the
  actual bidding process.
• Any requests for purchase or payment against a
  contract/grant account (6xxxxx) must also be
  approved by the Contract/Grant Accounting Office,
  AD37.

23
The Purchasing Cycle

• Department perceives need for product/service
• Purchasing department acquires product/service if
  delegated purchasing methods cannot be used
• Property tags qualifying products as they arrive
• Receiving coordinates shipments and delivers
  products to department
• Accounts Payable processes invoices for payment
• AVP for Procurement Management coordinates all
  departments to ensure smooth operation

24
Purchasing

• Is responsible for overseeing the purchase of all
  goods and services as required by the University
• Is responsible for monitoring the use of
  delegated purchasing methods to ensure compliance
  with UTD policy and State law

25
Delegated Purchasing Methods
Petty Cash
When a purchase is for less than 50, an
authorized employee can buy the item with his/her
own money and then seek reimbursement. Take a
properly completed and signed Request for
Payment/Reimbursement of Business Expense form to
the Bursars office, along with the original
receipt.
26
Delegated Purchasing Methods
Small Order System (SOS)
Certain departments have SOS Purchase Orders,
which can be used for purchases under 500 at any
vendor that will accept a UTD Purchase Order.
The SOS must be properly signed, and the pink and
green copies must be sent to Procurement (AD34)
within 48 hours of making the purchase.
27
Delegated Purchasing Methods
Purchasing Card
Authorized individuals may be granted a
University Purchasing Card (MasterCard) to use
when making purchases up to 1000. Cardholders
must complete a training session and submit all
activity statements in a timely manner.
28
Standard Purchasing Method
If none of the delegated methods are available to
you, or if the ones available are insufficient to
make the purchase you desire, prepare a Purchase
Requisition and send it to Procurement Management
at AD34. One of our buyers will process the
order on your behalf, soliciting competitive bids
if necessary.
29
Standard Purchasing Method
Be aware that some types of purchases will be
handled directly by Accounts Payable, and can be
sent on a Purchase Voucher instead of a Purchase
Requisition. Membership dues, conference
registrations, and periodical subscriptions are
the most commonly encountered examples of this
type of transaction. But if in doubt, send a
Purchase Requisition.
30
HUB Program
(Historically Underutilized Business)
As an equal-opportunity University, and in
accordance with State and Federal law, UTD is
committed to exerting a good-faith effort in
promoting and extending business opportunities to
women- and minority-owned businesses. If you
would like more information on finding a women-
or minority-owned business that sells the product
you seek, you can contact Paul Watson at phone
x2307 or by email at pwatson_at_utdallas.edu.
31
Forms you will use
Purchasing Forms
Purchase Requisition Used to have Purchasing
procure goods or services on your behalf. The
Requisition can be completed online at UTDs
E-Forms website. Print and submit the completed
requisition to Procurement _at_ AD34 or fax to ext.
2348. SOS A department-issued purchase order
valid up to 500 (in most cases) used at any
merchant who will accept a UTD Purchase Order.
32
StaplesLink

• A partnership between Staples, UTD, and
  Worthington Paper for online office supplies
  ordering
• Goods can be ordered online at www.stapleslink.com
  (email Katie Simpson for access form)

33
StaplesLink

• Order exactly what you want, and have it
  delivered the next business day
• Easy-to-use website if you have ever shopped
  online, you should have no problem using
  StaplesLink
• Individual or department training upon request

34
Central Receiving

• Receives all purchases shipped to the University,
  and delivers them to the requisitioning
  department
• Receives and redistributes all outbound shipments
  made via UPS, Federal Express, Airborne Express,
  etc.
• Delivers and tracks gas cylinders used by
  University departments

35
Central Receiving

• To arrange shipping services, fill out a Shipping
  Request/ Return to Vendor form and send it to
  SB11
• UTD currently has its shipping contracts through
  Airborne Express and UPS

36
eShipGlobal

• Compare prices between carriers and service
  levels, see prices right away
• Print airbills from your computer
• Central Receiving automatically notified
• Individual or dept. training on request
• Email Katie Simpson at katies_at_utdallas.edu to
  request an account set-up form.

37
Forms you will use
Receiving/Central Stores forms
StaplesLink Access Request Form Use this to
request a StaplesLink account. Available on
Procurement Managements website, or by emailing
Katie Simpson. eShipGlobal Access Request Form
As above, but for eShipGlobal. Email Katie
Simpson for a copy.
38
Property Administration

• Tags and tracks all controlled assets and
  capitalized property of the University
• Generates, distributes, and oversees the annual
  inventory of University property
• Tracks the movement of capitalized equipment,
  including missing, stolen, surplus and
  transferred equipment

39
Property Administration

• Handles the sale and disposal of surplus
• Works with UTD Controllers and Strategic
  Planning offices to report facility space
  inventory and depreciation of all real and
  personal property

40
Property Administration

• Capitalized Goods over 5,000 with a useful
  life of more than 1 year
• Controlled Assets electronics, cameras and lab
  equipment over 500 all firearms regardless of
  value

41
Forms you will use
Property Administration forms
Release of Equipment Fill out this form when
either sending items to Property as surplus, or
giving them to another department. Return to
Vendor In addition to the previous mentioned
use, also send a copy to Property Administration
to ensure that Property removes the item from
their inventory records so youre not held
responsible for it anymore. Inventory Forms
Completed annually to ascertain the location of
assets allocated to your department.
42
Accounts Payable

• Is responsible for generating all Accounts
  Payable checks issued by the University, upon
  receipt of appropriate paperwork or
  electronically submitted information
• Processes payments for Purchase Orders, SOSs,
  Purchase Vouchers, Business Expense
  Reimbursements and Professional Services

43
Accounts Payable Transactions
Purchase Order Payments

• Purchasing creates a PO from a Purchase
  Requisition
• Central Receiving enters receiving information in
  FINS
• Accounts Payable enters invoice information in
  FINS
• Check is released upon the establishment of
  3-way match

44
Accounts Payable Transactions
SOS Payments

• Department uses an SOS and submits green and
  pink copies to Accounts Payable within 48 hours
  (mail stop AD34)
• Accounts Payable receives invoices from vendor
• Check is released when an invoice can be matched
  with a submitted SOS

45
Accounts Payable Transactions
Purchase Voucher Payments

• Use a Purchase Voucher
• When authorizing payment on a blanket Purchase
  Order
• For memberships, conference registrations,
  subscriptions, or utility expenses.
• To authorize payment to an independent contractor

46
Accounts Payable Transactions
Business Expense Reimbursements

• A Request for Payment/ Reimbursement of Business
  Expense form is typically used by a department to
  request reimbursement for entertainment expenses,
  or other out-of-pocket expenses with a valid
  business purpose.

47
Accounts Payable Transactions
A couple of points to remember

• If reimbursement is for a meal or social
  gathering, names must be listed on the form if
  fewer than 10 people attended.
• If reimbursement is for a meal and only UTD
  employees attend, the requester cannot seek
  reimbursement for his/her own meal.

48
Accounts Payable Transactions
Awards/Fellowships/ Scholarships
If you are duly authorized, you may use the
Appointment Form for School Scholarships,
Fellowships and other Awards to process a payment
to a student. All scholarship forms must be
processed through Payroll and the Financial Aid
office before a payment can be made.
49
Accounts Payable Transactions
Authorization for Professional Services

• Used to pay non-employee individuals who provide
  a service to the University
• Must be accompanied by a Purchase Voucher and
  Employee vs. Independent Contractor Checklist
• May also require a Payee Identification Form if
  the individual is not a US citizen

50
Forms you will use
Accounts Payable forms
Purchase Voucher Used to make non-PO-related
payments (e.g. registration fees), or to make
payments against a blanket or other
unencumbered PO. Request for Payment/Reimbursement
of Business Expense form Most often used to
seek reimbursement for non-travel-related
entertainment expenses. Submit forms to Bursar
when reimbursement is less than
50. Authorization for Professional Services
Used when bringing guest speakers, researchers,
coaches, or other non-personnel to UTD to assist
in UTD business.
51
Forms you will use
Accounts Payable forms
Direct Deposit Form This authorizes Accounts
Payable to directly deposit reimbursements into
your bank account rather than cut you a
check. Benefit Statement Not a form per se, but
MUST be included with any requests to pay
memberships to a professional society or
club. Invoices Also not a form per se, but all
invoices which arrive at your office should be
forwarded to Accounts Payable at AD34
immediately. Make copies if you like.
52
Travel Policies Procedures

• UTD, Fiscal Year 2008

53
Travel

• Receives properly approved Travel Authorizations,
  Travel Vouchers, Travel Advance Requests, and all
  special paperwork required for travel to foreign
  countries or to Washington, DC, when needed
• Reconciles submitted Travel Vouchers and
  processes them for reimbursement if they can be
  matched with a properly approved Travel
  Authorization
• Coordinates payment and chargeback of airfare
  billed directly to the University

54
Department Contacts
Trudy Muller is UTDs Travel Coordinator, and can
be reached by any of the following
methods Phone extension 2606 Fax extension
2348 Campus Mail stop AD34 E-Mail
travel_at_utdallas.edu E-mail sent to the above
address is also monitored by Pete Bond, AVP for
Procurement Management, and Gina Niemann,
Accounts Payable Manager
55
Department Contracts

• Heather Burge is our Accounting Coordinator and
  assists Trudy with Travel. She can be reached by
  any of the following methods
• Phone extension 4262
• Fax extension 2348
• Campus Mail stop AD34
• E-Mail travel_at_utdallas.edu

56
Traveling on UTD business

• Complete and submit a properly approved Travel
  Authorization form for each trip. It summarizes
  the extent and purpose of travel.

57
(No Transcript)
58
Travel Authorization

• Required before travel date. No reimbursements
  or payments can be made without one.
• Make sure you list an account number and the
  dates of travel, and get signatures.
• SSN or UTD ID is required to enter traveler into
  A/Ps financial system

59
Foreign Travel Approval
Request for Presidents Approval of State
Employees Traveling to Foreign Countries Must be
filled out for each trip outside the
USA/Canada/Mexico, regardless of the source of
funds. Send it to Lynn Butler at AD24 she will
process it for approval and forward to Travel.
60
(No Transcript)
61
Travel to Foreign Countries continued

• The benefit to UTD is different from the
  business purpose of the trip. You must show
  that the travel helps you fulfill UTDs
  objectives. Example
• Presidential Approval must be obtained while
  filling out the Travel Authorization PRIOR to
  travel.
• - Business Purpose Society Conference in
  Madrid, Spain
• - Benefit to UTD Keep department up-to-date
  on latest research and developments in the field

62
International SOS

• 24-Hour Worldwide Assistance Emergency
  Evacuation Services
• Use your SOS card when you
• would like to talk to an English speaking doctor
  24 hours a day, 7 days a week.
• need a dispatch of prescription medication.
• need a referral to a doctor or dentist for even
  the most minor of instances.
• have a serious injury and need SOS for an
  evacuation or repatriation.
• You can pick up your card in the Procurement
  Office or we will be happy to send you one thru
  Campus Mail.
• UTDs International SOS membership number is
  11BSGC000037, Effective date 04/29/05.
• International SOS website is www.internationalso
  s.com

63
Travel to DC
Report of State Agency Travel to Washington, DC
Everyone at UTD is an agent of the State of
Texas, and Texass Office of State-Federal
Relations needs to report when a State agent
travels to Washington, D.C. regarding anything to
do with legislation.
64
http//www.osfr.state.tx.us/travelform.asp
65
D.C. Form

• Must be completed PRIOR to travel, just like the
  Travel Authorization.
• Use the online form whenever possible
  http//www.osfr.state.tx.us/travelform.asp
• Make sure to print a copy and send it along with
  your Travel Voucher when you return.

66
Booking airfare

• All airfare reservations should be made through
  the University travel agent, Carlson Wagonlit.
  The State contracts refundable fares to and from
  most popular city pairs. Any airfare booked
  outside of Carlson must be pre-approved by the
  AVP Procurement.

67
Booking airfare continued

• Airfare reservations can be made by calling
  Carlson Wagonlit directly at 972-277-8706
• Or via email at uttravel_at_carlsonwagonlit.com
• Or via Quick-Trip on-line booking tool

68
Using Quick Trip

• QuickTrip is a service offered by Carlson
  Wagonlit (CWT) to allow the convenience of online
  travel booking with the power to access
  state-contracted rates for airfare.
• The Procurement website includes links to
  training material which will help you use
  QuickTrip effectively. Email Katie Simpson for
  the URL to the QuickTrip site. We regret this is
  somewhat inconvenient, but it is necessary to
  keep the site secure and restricted to the UTD
  community.

69
Airfare continued

• Airfare through Carlson Wagonlit is directly
  billed to UTD, but all other expenses are assumed
  by traveler and presented for reimbursement via a
  Travel Voucher.

70
Hotels/Rental Vehicles

• The State of Texas (and UT System) contract with
  hotels and rental car companies to receive
  discounted rates. These companies and their
  rates are listed on the State of Texas Travel
  website http//www.cpa.state.tx.us/procurement/pr
  og/stmp/

71
Rental Agencies under State Contract

• The University has contracts with three rental
  vehicle companies
• Avis 1-800-331-1212
• ID F999738 / Wizard 2BT29J
• Advantage 1-800-777-5518
• ID 738 TXC
• Enterprise 1-888-291-0359
• ID TX 738X

72
How do I pay for travel?

• Travel Card an individual-liability credit card
  issued to the traveler for purposes of charging
  travel-related expenses until reimbursement is
  received from the University.

73
Travel Advance

• Travel Advance People ineligible for a Travel
  Card may be able to receive a travel advance
  prior to traveling. You forfeit all
  reimbursements due you by UTD until advance is
  repaid.
• To request a travel advance submit an approved
  Promissory Note and Travel Authorization to the
  AVP Procurement for approval.

74
(No Transcript)
75
Promissory Note
The Promissory Note should be issued for a sum of
money approximating anticipated out-of-pocket
travel expenses. The amount will be paid in
advance via an Accounts Payable check or direct
deposit. Expenses must exceed 100 to be
eligible for a travel advance.
76
Promissory Note continued

• A Promissory Note should only be used if a Travel
  Card cannot be obtained
• Must attach a properly completed and approved
  Travel Authorization
• Must have approval of the Assistant Vice
  President for Procurement Management (Pete Bond,
  AD34) PRIOR to travel
• UTD reserves the right to withhold any and all
  reimbursements due you until the debt is retired

77
Travel Voucher
Travel Voucher A Travel Voucher is used to
request reimbursement of any out-of-pocket
expenses incurred during travel. The Travel
Voucher is filled out upon return from travel and
details all business-related expenditures
incurred on the trip. Must include original
receipts. Be sure to complete both the front and
back of the Travel Voucher
78
(No Transcript)
79
Travel Voucher continued

• Should be submitted within 30 days of travelers
  return to UTD
• Hotel and rental car receipts are required
  submit detailed affidavits if these have been
  misplaced
• Be sure to note both the destination and business
  purpose on the Voucher, to help Travel match it
  with an authorization and determine applicable
  per-diem rates

80
Travel Voucher continued

• The current per diem for travel within Texas is
  85/day lodging and 36/day for food.
• For travel within Texas, be sure to present the
  hotel with a TX Hotel Occupancy Tax Exemption
  Certification upon check-in.
• UTD employees cannot be reimbursed for Texas
  State sales tax. Local and occupancy taxes are
  reimbursable.

81
Travel Voucher continued

• Meal per diems are a maximum. Reimbursement
  should be requested for actual cost of meals up
  to the per diem amount. No receipts are
  required.
• Out of state per diems can be found at
  http//www.gsa.gov.

82
Mileage reimbursement

• Effective 9/1/07 the mileage reimbursement rate
  was increased to 48.5 cents per mile
• Mileage is calculated from UTD to the destination
  unless mileage from home to destination is less.
  Exception mileage to and from the airport can be
  claimed from home if the flight times are not
  during normal working hours.

83
Hotel Exceptions

• When staying at a conference hotel, reimbursement
  is allowed up to 1.5 times the per diem without
  prior approval. Local funds must be used for any
  overage.
• Any amount greater than 1.5 must be approved
  prior to travel by the Assistant Vice President
  for Procurement

84
Paying Hotel expenses for guests/contractors

• Hotel Direct Bill Request This form is used when
  UTD is bringing someone to Richardson and wishes
  to pay for his/her hotel stay. The Renaissance,
  Radisson and Richardson hotels are very familiar
  with this system, and are your recommended
  choices.

85
(No Transcript)
86
Direct Bill Hotels

• Direct Bill Hotels can be reached at the
  following numbers
• Radisson PH 972-644-4000,
  FAX [phone]
• Renaissance PH 972-367-2000, FAX
  972-367-3333
• Richardson PH 972-231-9600, FAX
  972-907-2578

87
Hotel Direct Bill Request

• Room Nights of rooms x of nights (mostly of
  concern when arranging for multiple people)
• If you plan to assume responsibility for more
  than simply the room rate and city tax, be sure
  you to indicate this on the Direct Bill Request.

88
Authorization for Professional Services (AFPS)
and Checklist

• Required for any consultants, guest lecturers, or
  other non-employees providing service to UTD
• Must also be completed if UTD is paying
  travel-related expenses in lieu of a fee, and
  even if such expenses will be direct billed

89
(No Transcript)
90
(No Transcript)
91
AFPS and Checklist continued

• The Employee/Independent Contractor checklist
  should be completed before the AFPS and must
  always be submitted with the AFPS
• If a fee or reimbursement is requested, the AFPS
  must be accompanied with a purchase voucher or
  travel voucher to authorize payment.

92
AFPS Short Form

• If all expenses for an independent contractor in
  a calendar year total to less than 600, you may
  use the shorter less than 600 form.
• Certain restrictions apply regarding citizenship,
  nepotism, etc.

93
(No Transcript)
94
AFPS Short Form continued

• If all requirements are met, use this form and
  submit with a Purchase Voucher authorizing
  payment (if a fee or reimbursement is being paid)
• You may use this form for direct bill expenses as
  well

95
Helpful Web resources
Procurement Management website
http//www.utdallas.edu/utdgeneral/business/procur
e/ TCS E-forms website http//www.utdallas.edu/ir
/tcs/eforms/ OANDA foreign currency converter
http//www.oanda.com/convert/fxhistory/ State of
Texas Travel Contracts Page (hotel, airfare, and
rental car info) http//www.cpa.state.tx.us/procu
rement/prog/stmp/ QuickTrip http//www.itn.net/ut
online Comptrollers out-of-state per diem rates
(all one line) http//www.gsa.gov
96
Key points to remember
If you learn nothing else from this presentation

• Dont sign contracts/agreements
• If its more than 1,000, use a Purchase
  Requisition
• Make sure your account has money in it
• Make sure you can explain how your expenditure
  will benefit the University
• Contact us if you have any questions

97
Thats it!

• Thanks for your attention. Please be sure to
  contact us if you have any questions.