Comprehensive Guide to Procurement Training and Procedures at Florida Poly

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Explore the world of procurement at Florida Polytechnic University through detailed information on training sessions, team members, agenda topics, expanded training options, purchasing thresholds, supplier registration process, and handling of existing contracts. Stay informed on the latest updates and requirements to ensure smooth procurement processes.

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PROCUREMENT TRAINING Andrea Cashell, Andy Farrington, Hina Rizwan Special Guest: Melaine Schmiz, Associate General Counsel October 26, 2023 March 27, 2024 1

YOUR PROCUREMENT TEAM Andrea Cashell, Director of Procurement Andy Farrington, Senior Procurement Agent/Buyer Michael Gavin, Central Shipping & Receiving Manager Hina Rizwan, Procurement Coordinator March 27, 2024 2

AGENDA Introductions Forms Expanded Training Options P- Cards Purchasing Thresholds Surplus Supplier Registration Questions Contracts Signatory Authority Business Processes March 27, 2024 3

EXPANDED TRAINING OPTIONS Procurement will now offer one-on-one procurement training for the following (upon request): Requisition Training Change Order Training Receiving Invoices Training P-Card Training Expense Report Training March 27, 2024 4

PURCHASING THRESHOLDS New Purchasing thresholds to go in effect November 1st2023 Total spend Required # of quotes Type Under $10,000 One Written or verbal $10,000 - $75,000 Two Written $75,001 - $149,999 Three Written $150,000 + Formal Solicitation RFP, ITN, ITB etc. Please Note: If you need assistance obtaining quotes, the Procurement Department can issue a Request for Quote for you. At no time can the purchase of goods and/or services be split and/or divided to avoid the requirement of the applicable procurement process. If deemed to be in the best interest of the University, the Procurement Department reserves the right to issue a formal solicitation regardless of the dollar amount. March 27, 2024 5

SUPPLIER REGISTRATION To do business with Florida Poly, a supplier must be in the system by first registering in Workday for Purchase Order (PO) issuance, invoicing, payments, etc. The link to register suppliers is available to suppliers upon request via Procurement@floridapoly.edu but not available via the Florida Poly website This link is a private link to ensure we only register suppliers we intend to do business with and as another layer of data security If a supplier is indicating registration issues, please contact Procurement. March 27, 2024 6

EXISTING CONTRACTS What if a good/service is unavailable through one of our existing contracts? Other suppliers can be used if the good/service is unavailable under a current University contract. Procurement is aware of many purchasing options through both state and public consortia. In these cases, we may drive your buying there because of the many benefits they can provide to the University. Alternatively, we can source through another university. Goods/or services desired along with lead time and other factors, will help drive Procurement s recommendation of what sourcing mechanism will best fit the needs of the University. March 27, 2024 7

EXISTING CONTRACTS Can we buy an item online if the pricing is better? We understand that there will be instances in which this will occur, and we are sensitive to budget constraints. However, the already negotiated contracts' success is based on spending and utilization by the entire university community. Additionally, these contacts are developed with other value- added elements besides cost reduction. These could include internships for students, rebates, commissions, and so on. However, please make us aware of situations where the costs of like-to-like items are significantly different so that we can better negotiate when able with these vendors. March 27, 2024 8

SIGNATURE AUTHORITY The President and the President s designees are the only individuals who have the authority to enter into contracts on behalf of the University. University employees must not execute contracts and other documents of agreement or commitment (quotes, invoices, order forms, waivers etc.) on behalf of the University unless they have a written delegation of authority to do so. A written delegation of authority comes from the President or their designee and is in writing. March 27, 2024 9

SIGNATURE AUTHORITY As always - if in doubt or if you are unsure, ask Procurement or the Office of General Counsel (OGC). For a list of current, delegated authority in the University: https://floridapoly.edu/general-counsel/delegations-of-authority.php March 27, 2024 10

PROCUREMENT CONTRACT SIGNATURE AUTHORITY President Randy Avent: contracts up to $1 million Dr. Allen Bottorff: contracts up to $500,000 Andrea Cashell: contracts up to $250,000 An employee that signs a contract (including quotes, invoices, etc.) on behalf of the University without appropriate authority is signing in their personal capacity. This means that you are personally liable for the terms and conditions of the agreement, including any payment/financial obligations so we ask you to please not do this and take on personal liability. March 27, 2024 11

BUSINESS PROCESS Receiving on a PO: As stewards of state funds, for both ethical reasons and audit purposes, it is all of our duty to ensure that the University is only paying for goods and services that they receive. Therefore, do not receive on a PO without actually receiving the goods or services or you could be held personally liable for the transaction. Receiving on a PO generally means signing off on the receipt of a good or service and authorizing the University to pay the associated invoice. By receiving on a PO, you are confirming that the University has received the goods or services. March 27, 2024 12

BUSINESS PROCESS Receiving on a PO - continued: Most of our contracts contain a payment in arrears term. This means that the University only pays after receiving the goods or the services. For example, if a contractor came to your house to perform services, such as a plumbing problem, you would only pay them for their services after the work was performed. March 27, 2024 13

BUSINESS PROCESS Other Business Processes to Remember: If you receive a quote, attach it to your requisition. If it needs a signature, please indicate it in the attachment comments. If you order a good or service on PO, and then pay for it via P- Card, this is a prohibited activity. Splitting purchases are PROHIBITED. BOG 18.001 2(b); FS 287.057 (10); FPU-8.0011P (6). e.g. An equipment purchase has a cost of $3,000. Your P- Card single-transaction limit (STL) is $2,500, you ask the vendor to charge your card twice to complete the payment to circumvent the procurement process. March 27, 2024 14

BUSINESS PROCESS To sign any contract and/or agreement, the contract intake form must first be completed and submitted to Procurement. Procurement will not sign any agreement sent via DocuSign/Adobe sign without the contract intake form completed and in place. This is to alleviate potential risk to the University due to the rising threat of cyber-based fraud/phishing attempts (refer to ITS mandatory trainings for more on those issues). March 27, 2024 15

BUSINESS PROCESS To ensure that your purchase process is smooth, successful, and the best experience possible - please provide as much of the following information as possible: WHO - Who is this purchase for? WHAT- What are we buying? WHEN- When does this purchase need to happen? WHERE- Where will this purchase go and will it have a space impact? Is this purchase taking place online/in-person? WHY Why are we buying this? Why is the University committing funds to this purchase? Why was this supplier used (if not a contracted vendor)? March 27, 2024 16

FORMS Located on Procurement s webpage under Forms Updated forms are listed below: Non-Routine Justification (NRJ) Form: https://floridapoly.edu/procurement/assets/non-routine-justification- form.pdf Surplus Property Form: https://floridapoly.edu/procurement/assets/forms/surplus_property_requ est_form.pdf Exception Request Form: https://floridapoly.edu/procurement/assets/forms/pm- cardholderexceptionrequest1.pdf March 27, 2024 17

FORMS continued: Contract Intake Form: https://floridapoly.edu/procurement/assets/contract_intake_form10.23.p df Food Purchase Form: https://floridapoly.edu/procurement/assets/foodpurchaseform.pdf All other forms can be found on the procurement webpage. March 27, 2024 18

UNIVERSITY P CARD P Card Limits: $2,499 STL, $4,999 CL STL: Single Transaction Limit CL: The credit limit per month Expense Report (ER) To be completed within 15 business days from the initial purchase. Completion of the expense report includes but is not limited to: The Cost Center Manager s approval Proper documentation Accounts Payable Approval Budget Approval March 27, 2024 19

UNIVERSITY P CARD continued: Cardholders are responsible for ensuring the ER has completed all business processes. Your card may be suspended if any outstanding issues have not been rectified within 15 days of the initial purchase. Any cardholder who has received their P-Card before July 1st, 2023 will be required to retake the P-Card training. Please submit proof of completion to procurement@floridapoly.edu by January 3, 2024. You may view your expense transactions at the following link: My Expense Transactions - Workday (myworkday.com) March 27, 2024 20

SURPLUS PROPERTY If your department would like to surplus items, please fill out the form located on the procurement website: https://floridapoly.edu/procurement/surplus-property.php Surplus Property Process: Complete the required form Take photos and provide description(s) of the item(s) Individual photos and descriptions will only be required for attractive assets (i.e. tagged assets) and assets with a value of greater than $500 per item. Photos and descriptions of lesser-value items, that could be but are not required to be included - can be provided as a group/lot. For example, misc. IT equipment like mice, keyboards, cables, dongles, or items such as chairs etc. can be sold as a group/lot (and provide a way for these items to be disposed of en masse.) March 27, 2024 21

FAQs Please email all procurement issues/questions to the Procurement email: procurement@floridapoly.edu. . . . allowing a minimum of two weeks for contract review and approval. If a supplier is registered in Workday, this does not mean they have a contract with the University. This means that they are a verified Supplier. A contract webpage is being developed, but due to discovering data errors, this task is still in progress. If you have a question about contracted services, please email the Procurement inbox. March 27, 2024 22

FAQs continued: Quotes for single purchases that require approval signatures can be submitted through the requisition process. Completed requisitions (sourced into POs) will be closed on a weekly basis. Fully received and fully paid POs will be mass-closed at the end of each month. All POs will be closed as a part of the Fiscal year-end process. March 27, 2024 23