Understanding Procurement Processes at CSUSM Corporation
Explore procurement processes for purchasing goods or services with CSUSM Corporation funds, including using ProCard, purchase orders, and guidelines for different scenarios like offsite services and independent contractors. Learn about the pros and cons of ProCard and purchase orders, the process for ProCard usage, and requirements like the Hospitality Form for certain expenses. Discover insights on travel policies and restrictions.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
Procurement Processes Purchasing with CSUSM Corporation funds
What is Procurement? +Purchasing Goods or Services with CSUSM Corporation funds (including OSP funds) +Procurement Policy
ProCard Purchase Order Methods of Procurement Direct Pay
Goods Offsite Services When to use ProCard Low-dollar (ProCard limits) Must be both: Low-risk
When to use Purchase Order Goods or Services Paying invoices Independent Contractors When a contract is involved Extra requirements when above $10k
ProCard Pro/Cons PROS +Quick +Easy +Less paperwork +No supplier setup required CONS +Less documentation +Must reconcile @ end-of- month +Can t be used for all purchases +Must request card and go through training
Purchase Order Pro/Cons PROS +Can be used for any purchase +More secure, fully backed by General Provisions +Easily able to track with budget/procurement reports oData Warehouse oCFS Open PO Report CONS +Longer setup process +Less responsive/flexible
ProCard Process +Requesting ProCard +ProCard Training +Making a purchase +Monthly reconciliation
The Dreaded Hospitality Form +Not always required for Grant funds ofor example, Gift Card purchases don t require Hospitality AS LONG AS you have IRB oIf the expense (meals, etc.) is specified by the grant itself, Hospitality not required +Complete ahead of time! oIf not done in advance, will also need a UPRFA +Be aware of Hospitality Guidelines/restrictions oFAQ examples at end of Guidelines +Documentation of the event oFlyer/attendee list/etc.
Travel +Generally unallowable oConference Registration ok +For programs that require frequent student group travel, reach out to us for info on Travel Card (currently in the works) +Central Authority is Travel Desk
Supplier Setup +204 Payee Data Record form oAdobeSign workflow oMust be completed before PO can be generated +Also used if address/payment info update is needed
Supporting Documents +Supplier Selection/Sole Source o$ thresholds: $10k, $50k, $150k +Proposal or Quote oMultiple bids if over $ threshold & not Sole Source +Agreement if applicable +Correspondence/approvals
Requisitions +Entered by the department +Attach documents from the slide above +Comments oShould answer the basics: + Due Date + Description of Services + Deliverables + Schedule + Milestone Dates + Department/Campus Main Contact + Cost
General Provisions +aka Terms and Conditions +Standardized contract language +Modifying/Redlining +Risk assessment
Insurance Requirements +CORP has standard requirements in is T&C s oLimits + $2m General Aggregate + $1m each occurrence oNamed Insured oPrimary & Noncontributory +Changes to these limits can be discussed but are unlikely
Generating Purchase Order +Internal CORP process to convert Req to PO +Current timeline is 1 week once all documents/approvals are in place
Invoicing/Payment +An invoice is always required for payment +PI and SPA must approve for payment +Invoice and PO# are sent to apcorp@csusm.edu +Currently Check Runs are every Thursday oMust have invoice submitted to AP by Tuesday noon
