Purchasing 101

EWU Campus Departments

Contacts

• Bill Santiago, Director of Procurement & Contracts– (509) 359-6604 bsantiago@ewu.edu

• Lori Holznagel, Procurement & Supply Specialist 3

- (509) 359-7905 lholznagel@ewu.edu

• Michael Pflieger, Procurement & Supply Specialist 2– (509) 359-6804 mpflieger41@ewu.edu

• Jim Scott, Procurement & Supply Specialist 2– (509) 359-6989 jamess@ewu.edu

• Lindsay McKay, Contracts Specialist 2– (509) 359-6055 lmckay@ewu.edu

• Purchasing, Office Aides– (509) 359-2253, purchasing@ewu.edu – www.ewu.edu/purchasing

Customer Service

• Our expectation is to return your phone call and email within 24 hours unless we are out of the office.

• Services:– Purchase Requisitions: Up to 5 business days to process (if

busy season such as fiscal year end, please allow for an additional 5 days).

– Quoting process: Approximately 10 Business Days. – Complex Bids: Please allow up to 30 days.– Evidence of Competition needed for orders exceeding $10,000.

Quoting process performed by Procurement and Contracts Department.

Customer Service

– Process Artistic Travel requests for Candidates, Students and Contractors: (Employee travel is completed by Travel Accounting) processed same day between the hours of 8:00am-4:30pm. Please submit hard copy purchase requisition.

– Process Enterprise Rental Car hard copy requisition for Candidates,

Students, and Contractors: processed same day between the hours of 8:00am-4:30pm.

– You may fax purchase requisitions for Artistic Travel and Enterprise Rental Car. Otherwise, please place Artistic Travel and Enterprise Rental Car hard copy requisitions in marked air fare/car rental inbox within Purchasing Department.

Customer Service - Training

• Purchasing Department can provide the following training:– Banner Requisition Training (Banner 202). - Visit Training Scheduler (https://web.ewu.edu/trainsched/index.php) for available scheduled classes.

– Banner Approver Training (Banner 203).- Visit Training Scheduler (https://web.ewu.edu/trainsched/index.php) for available scheduled classes.

– Procurement Card Training. - Visit Purchasing Department website (http://access.ewu.edu/purchasing/procurement-card-info.xml) for

further information.

– Comdata Fuel Card Training.- Visit Purchasing Department website (http://access.ewu.edu/purchasing/fuel-card) for further

information.

– Office Depot Ordering Training.- Visit Purchasing Department website (http://access.ewu.edu/purchasing/office-depot-information) for

further information.

• If your department is interested in customized purchasing and contracts training please feel free to contact the purchasing department mainline at x2253.

Purchasing Guidelines

• Furniture– Utilize Correctional Industries when possible. Please view furniture ordering guideline

http://access.ewu.edu/purchasing/useful-topics-and-guidelines. Correctional Industries is to be utilized first. If they are not able to fulfill request please obtain an email from them stating that they are unable to fulfill the request. This email must accompany submitted purchase requisition.

• Printing Services

– Obtain written pre-approval for all print jobs from MARCOM.

• Off Campus Meetings– 1st priority is given to state-owned or other public owned facilities in lieu of renting or leasing

private facilities (http://access.ewu.edu/Documents/Purchasing/PDF/UsefulTopics/Retreat%20Guideline.pdf).

• Screen Print & Embroidery Items (T-shirts, polos, hats, etc.)– Please purchase from Correctional Industries. (http://

access.ewu.edu/purchasing/useful-topics-and-guidelines).

Purchasing Guidelines

• Meals & Light Refreshments- Please consult Meals and Light Refreshment procedures to assist in

determining allowable and non-allowable activities (http://access.ewu.edu/travel/meals-and-light-refreshment).

- Departments may also consult the matrix of allowable activities to obtain information (http://access.ewu.edu/Documents/Office%20of%20the%20Controller/Travel/Meals%20and%20light%20refreshments%20matrix%20of%20allowance%20activities.pdf).

- Per diem rates must be followed. Per diem rates include tax and tip (http://www.ofm.wa.gov/resources/travel/colormap.pdf).

Ways to Purchase

• Purchase Order (PO)

- Department purchase requests go through the Banner on-line requisition process.

- Ann official purchase order generated by Procurement and Contracts Department is the vendor’s guarantee of payment.

• Office Depot

- Please contact Michael Pflieger for assistance.

- On-line ordering of office supplies.

- (http://access.ewu.edu/purchasing/office-depot-information) – Office Supplies– Toner– Only 100% recycled content copy paper may be purchased.

Ways to Purchase

• Pcard

- (http://access.ewu.edu/purchasing/procurement-card-info) – University issued VISA credit card – Allows greater flexibility in ordering, quicker turn-around time, and reduced paperwork.– Please contact Michael Pflieger for assistance.

• Contracts & Memorandum of Agreement (MOA)

- Please contact Lindsay Mckay for assistance.

- Contract must be finalized by Purchasing and Contracts office prior to vendor providing service.

- (http://access.ewu.edu/purchasing/forms-and-completion-instructions/moa- instructions)

- Contracting examples:– Guest speakers– Athletic official’s fees– Performing artist’s fees– Personal Services Request for Proposals (RFPs)

Competitive Quotes

• Competitive Thresholds:– Purchases Up to $10,000 = direct buy - These purchases may be made without

competitive bids based on buyer experience and knowledge of the market.– Purchases exceeding $10,000 = Must go through the quoting process. Quoting

process is to be performed by Procurement and Contracts staff. Please call if assistance is needed.

– Cannot split orders to circumvent quoting process– Per order and cumulative purchases are taken into account when determining if

quoting process is applicable.

• Exempt from Quoting Process:– Professional licenses and memberships– Publications and subscriptions– Conferences and seminars– Purchas is against existing state contract.

Purchasing Rules

• Office of Financial Management (OFM)– State Administrative and Accounting Manual (SAAM)– http://www.ofm.wa.gov/

• Washington State Department of Enterprise Services(DES)– State Contracts http://des.wa.gov/services/ContractingPurchasing/CurrentContracts/Pages/default.aspx – Procurement Reform– http://des.wa.gov/Pages/default.aspx

• Washington State Legislature– Revised Code of Washington (RCW) - http://apps.leg.wa.gov/rcw/ – Washington Administrative Code (WAC)

• University Policies & Procedures - http://www.ewu.edu/about/administration/president/policies

• Washington State Auditors - http://www.sao.wa.gov/Pages/default.aspx

• Washington State Ethics Board - http://www.ethics.wa.gov/

Purchasing Guidelines

• Copiers/Computers/Printers– Purchase from State Contracted Vendors

• Furniture– Purchase from State Contracted Vendors– Utilize Correctional Industries

• Correctional Industries: T-Shirts– Purchases logo and non-logo– Screen printed and Embroidered items

• Printing– Consult with MARCOM.

Purchasing Guidelines

• Retreat

- Use of Public Facility – First priority is given to state-owned or other public owned facilities in lieu of renting or leasing private facilities.

- Utilize EWU Events Planning.

- Verification of non-state facility ADA compliance. Facilities must be certified by vendor as ADA compliant.

• Submit Purchase Requisition via Banner

• Food Purchases

– Reference Meals and Light Refreshments Guidelines - https://access.ewu.edu/travel/meals-and-light-refreshment

• Contracts

– Department are not to sign vendor contracts. Forward them to Purchasing and/or Contract Services for Review and Approval.

Purchase Requisitions

• A purchase requisition is used by departments to request services, supplies, and equipment from a vendor located off campus.

  • A requisition is not needed in the following scenarios:

– Procurement Card (PCard) purchases.– Office Depot purchases.– Standing or Blanket order purchases against an existing PO. A

requisition is required to establish a new standing or blanket order.

– Changes to an existing purchase order.

Purchase Requisitions

• Order & Transaction Date  – The order & transaction date is when the requisition is created or

entered in the Banner system.

• Delivery Date– The delivery date is the date you need the product. This does not

necessarily mean that you will receive the product from the vendor by the date requested.

• Ship To– The ship to is the location for the products to be delivered. Typically, it

will be your department mailstop. Or, it can be sip-to code 7237 (Central Receiving).

Purchase Requisitions

• Vendor– The vendor is where the requested items will be sent from.

The name on the purchase request must be the same as the vendor that will be shipping and invoicing.

• Document Level Accounting– One account code applies to all items.

• Commodity Level Accounting

– Multiple account codes apply to all items.

Purchase Requisitions

• Description– Provide the details including the stock/part/model number,

manufacturer, and product name

  • Document Text

– High level text (i.e. vendor quote number) that applies to the whole order.

– Enter new vendor or vendor address information.

• Item Text– Applies to specific line item description

Competitive Quoting

• Purchases up to $10,000 may be made without competitive bids based on buyer experience and knowledge of the market.

• Orders Exceeding $10,000 not on state contract needs to go through quoting process. Quoting process performed by EWU Purchasing Department.

PCard

• Contact Michael Pflieger to:– Make changes to cardholders profile– Deactivate/close a cardholder’s account– Clarify PCard policies and procedures– Resolve declined transactions– Report a lost or stolen card (after you have contacted PaymentNet)

• Call PaymentNet Customer Service (800-270-7760) to:– Report a lost or stolen card (call immediately)– Request further information on a charge– Dispute a charge (after you have contacted the merchant)

PCard

PCard Limits:

• Purchases per Day = 8

• Single Transaction = $9,999– Misuse includes dividing purchases to avoid exceeding your

single transaction/competitive quote limit.

• Monthly = $28,000

PCard

• Prohibited Purchases

– Alcoholic Beverages– Business Cards– Cash Advances– Contractual Services– Cylinder Gases and Liquid Nitrogen– Decorations– Food or Refreshments– Fuel, Gasoline, Diesel– Furniture– Gifts and Donations - including gift cards– Hazardous Chemical Material– Kitchenette Items– Leases– Moving Expenses

PCard

• Prohibited Purchases Cont.– Personal Purchases including items to decorate your office– Postage Stamps– Printing jobs that require pre-approval by MARCOM– Purchases from EWU departments– Purchases from family members of the card custodians immediate family– Purchases involving trade-ins– Radioactive Materials– Registration for non-employees and non-students– Remodeling Purchases– Rentals, long term– Small and attractive equipment (i.e. computers, printers, etc.)– Telephone calls, calling cards, prepaid calling cards– Travel and travel related expenses– Vehicle repair– Weapons and ammunition

PCard

• Monthly Reviews Look for the Following:– Are PCard Transactions < $9,999.99?

– Are PCard Transactions separated to overcome limits?

– Are there inadequate or incomplete explanatory notes?

– Are PCard transactions reviewed?

– Are account code(s) entries accurate?

– Do PCard transactions comply with the restricted items list?

PCard

• Individual Reviews Look for the Following:– Reviews may be done on a Monthly, Quarterly, or Yearly basis.

– Use Tax Charged When Appropriate?

– Transaction Detail Record Printed & Signed by Budget Authority?

– Transaction Detail w/ Account Codes & Notes Printed & Signed by Cardholder’s Approver?

– Receipts for all PCard transactions are retained and filed?

Office Depot

• Contact Michael Pflieger to:– Setup user accounts– Make changes to users profile including index and ship to– Deactivate/close a users account– Clarify Office Depot policies and procedures

• Linda Davis, Account Manager, 509-279-3722, Linda.Davis2@officedepot.com

Office Depot

• Workflow Ordering Process– All orders are processed through the online Office Depot Business website (

https://business.officedepot.com).

– User selects items to purchase and adds to shopping cart.

– User places order, which is routed to an assigned departmental approver (if applicable).

– Approver reviews order online and releases order if it meets approval.

– Any order(s) with restricted items are routed to Purchasing for final approval.

– The user and approver will be notified when Purchasing has approved/disapproved an order.

Office Depot

• Prohibited/Restricted Items (Restricted Items may be purchased with written pre-authorization provided by Purchasing)

• Computer Equipment– Printers– Fax machines– Scanners– Copiers– Projectors– Laminators– Binding machines– Monitors– TVs– Shredders

• Furniture– Desks– Bookcases– File cabinets– Chairs– Panel systems– Tables

• Printing Services– Business printing– Engraved products– Signs and banners– Promotional products

Office Depot

Prohibited/Restricted Items• Breakroom Supplies

– Appliances– Beverages– Coffee & condiments– Food– Essentials including plates, cups,

utensils, etc.• Cleaning Supplies

– Equipment including mops, brooms, buckets, etc.

– Restroom supplies including soaps, sanitizers, paper towels, etc.

– First aid/healthcare– Personal hygiene products

• Office Accessories– Clocks– Frames and albums– Certificates– Office décor

Conclusion

• Thank you!!

• Need immediate assistance – Please call Purchasing mainline at 359-2253.

• Please visit the Purchasing website to obtain further valuable information (http://access.ewu.edu/Purchasing.xml).