University Purchasing

1
University Purchasing
Part II
2
Contents

• Rush Orders
• Tax Exemption
• Petty Cash
• Reimbursement Vouchers
• Travel Procedures
• Competitive Bidding

3
Rush Order Procedure

• Follow the steps below to process a rush order
• Input a requisition in the online Distributed
  Financials System.
• Establish and obtain all department approvals.
• Call the director of General Accounting for
  budget approval, Lynda Wehrmaker, at Ext. 73155.
• Once budget approval is obtained, General
  Accounting will notify Purchasing of the
  requisition number.

4
Rush Orders

• Contd
• Purchasing will convert the requisition to a
  Purchase Order if the process is clean.
• Purchasing will then call the supplier to place
  the Purchase Order and they will mail the
  Purchase Order copy to the supplier.
• The Purchase Order will be marked Confirming
  Order.

5
Tax Exempt Status Information

• Kean University is a tax exempt organization and
  is not subject to Federal Excise Tax or New
  Jersey Sales and Use Tax.
• To provide proof of tax-exempt status to a
  supplier
• Contact General Accounting and request that a tax
  exemption letter be sent to the supplier.
• The supplier may or may not recognize this
  request but an attempt should be made.

6
Petty Cash Funds

• Petty Cash funds are to be used for small and
  emergency purchases only and not to subvert the
  intent of the regular purchasing procedures nor
  are they to be used for routine expenditures.
  Petty cash expenditures shall not exceed 150
  (per State guidelines).
• PROCEDURES
• 1) If a purchase meets the above criteria, a
  Petty Cash Voucher needs to be completed.
  Contact General Accounting for the Petty Cash
  voucher form at Ext. 73157.
• 2) Attach the original receipt (s) to the Petty
  Cash Voucher and forward to General Accounting.
• 3) A Petty Cash check will be issued within one
  week from the date General Accounting receives
  the request.

7
REIMBURSEMENT VOUCHER

• When submitting receipts for reimbursement for a
  blanket purchase order a reimbursement voucher
  must be completed.
• Attach all receipts to the form and forward to
  Kathy Riley, Accounts Payable.

8
Travel

• The procedures for travel payments have changed
• PROCEDURES
• All travel is now handled by the Office of
  Research Sponsored programs.
• For access to the procedures for travel please
  visit the web page of the Office of Research
  Sponsored programs by clicking here.
• You may also contact them for further information
  at Ext. 73360.

9
TRAVEL REIMBURSEMENT

• For more information on travel and travel
  reimbursement visit the Office of Research and
  Sponsored Programs web page.
• On their web site you may view their presentation
  on travel procedures in a Powerpoint slide show
  or in an HTML slide show.

10
Guidelines For Competitive Bidding

• Only University Purchasing buyers are authorized
  to obtain formal competitive bids for goods and
  services.
• Departments may obtain pricing information from
  suppliers for budgetary or planning purposes
  only.
• Definitions
• Formal Competitive Bids Bids obtained by a
  University Purchasing buyer, usually from three
  or more suppliers.
• Public Bid Process Sealed bids obtained by a
  University Purchasing buyer, usually from three
  or more suppliers. These bids are opened and
  read at a public bid opening.

11
Why Does University Purchasing Obtain Competitive
Quotes?

• To comply with Federal, State and University
  Policies and Regulations.
• To facilitate the introduction of new ideas.
• To offer better pricing opportunities
• To ensure diversity in the supplier base.
• To engage in good business practices.

12
Guidelines for Competitive Bidding

• Purchases up to 20,800
• a. A Vendor Quotation is Required for Orders
  over 500
• b. May Request A Bid
• c. Blanket Orders Issued
• d. State Contract
• Purchases over 20,800
• a. Public Bidding Process
• b. State Contract
• c. Bid Waiver