Chapman University Purchasing and Payments Guidelines

Explore the updates and policies regarding purchasing and payments at Chapman University, emphasizing the importance of adhering to valid expenditure guidelines, documentation requirements based on purchase nature and amount, as well as specific items that may or may not require a purchase requisition. Learn about the rationale behind changes and how to efficiently make purchases while ensuring compliance with the university's best interests.

• Chapman University
• Purchasing Guidelines
• Payments Policy
• Documentation Requirements
• Valid Expenditures

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1. PAYMENTS UPDATES PURCHASING AND PAYMENTS AT CHAPMAN UNIVERSITY JUNE, 2020

2. DISCUSSION POINTS Why make changes? HOW do we make purchases/payments? What documentation is required?

3. WHY ARE WE CHANGING? Take advantage of the control tools we already have Focus more effort on transactions of greatest risk, less effort on low-risk items

4. GENERAL POLICY All persons conducting business on behalf of Chapman University will do so with the best interest of Chapman University in mind. Valid expenditures are those which are within budgetary guidelines and are both reasonable and necessary to conduct the business of a Chapman University department.

5. HOW TO MAKE A PURCHASE Purchasing Method and Documentation requirements are based upon: Amount of the Purchase Nature of the Purchase .Of course, there will always be some unusual circumstances

6. SOME ITEMS ALWAYS NEED A PURCHASE REQUISITION Some items will always require prior approval via Purchase Requisition, regardless of the amount spent: Furniture and Other Fixed Assets Computers, Computer Equipment, and Software Live Animals Hazardous Materials Any purchase in which the Vendor Requires a Purchase Order

7. OTHER ITEMS NEVER NEED A PURCHASE REQUISITION Some items will typically not require a Purchase Requisition, regardless of the amount: Individual Travel Expenses Academic Fellowships/Prizes/Awards Visiting Fellows, Etc.

8. PAYMENTS TO EMPLOYEES Payroll Concur

9. DEFINITION Blanket Purchase Order A specialized Purchase requisition used when we expect to make many, small purchases from a single vendor over the fiscal year. Amount of the requisition should be your best estimate and can be updated if information changes. Use of the Blanket Purchase Order streamlines approval for individual payments

10. DEFINITION SSV Sole Source/Single Source Vendor A vendor who represents, for all practical purposes, the only provider of a good or service available to the University. This may arise because that vendor is the only maker or seller of a needed item (soul source) or because previous University decisions require the use of a particular vendor to maintain compatibility or contract requirements (single source). Selections based upon personal preference are not sufficient justification. All justifications for the use of a Sole source or Single Source Vendor require approval of the EVP/COO prior to submitting a Purchase Requisition.

11. HOW TO PURCHASE. LESS THAN $1,000 Nature Purchase/Payment Non-PO Check Request Blanket PO P-Card (if eligible) Documentation Vendor invoice Goods/Products Invoice Independent Contractor Agreement or Master Service Agreement Services Non-PO Check Request **Classroom speakers <$600/yr. do not require ICA

12. HOW TO PURCHASE. $1,000.00 TO $9,999.99 Nature Purchase/Payment Purchase Order Required Documentation One written quote or proposal, issued by vendor Goods/Products One written quote or proposal, issued by vendor Independent Contractor Agreement or Master Service Agreement Services Purchase Order Required

13. HOW TO PURCHASE. $10,000.00 TO $49,999.99 Nature Purchase/Payment Purchase Order Required Documentation Written proposal from 2 vendors, or SSV justification approved by EVP/COO Goods/Products Written proposal from 2 vendors, or SSV justification approved by EVP/COO Independent Contractor Agreement Services Purchase Order Required

14. HOW TO PURCHASE. $50,000.00 AND UP Nature Purchase/Payment Purchase Order Required Documentation Written proposal from 3 vendors, or SSV justification approved by EVP/COO Goods/Products Written proposal from 3 vendors, or SSV justification approved by EVP/COO Services/Projects Purchase Order Required Independent Contractor Agreement Formal Bidding Process Required

15. HOW CAN WE HELP? Purchasing@chapman.edu AccountsPayable@chapman.edu Concur@chapman.edu