- 6.04.01 - Functions & Responsibilities
- 6.04.02 - General Scope and Source of Purchasing Policy
- 6.04.03 - Responsibility for Approval of Purchases
- 6.04.04 - Responsibility to Commit University Funds for Supplies,etc.
- 6.04.05 - Relationship of Univ. Materials Management w/ Other Dept
- 6.04.06 - Relationship of Materials Management w/ Vendors/Suppliers
- 6.04.07 - Acceptance of Gifts
- 6.04.08 - Consideration of Price, Quality, and Service
- 6.04.09 - Emergency Purchases
- 6.04.10 - Purchases for Personal Use of Employees
- 6.04.11 - Conflict of Interest
- 6.04.12 - Sales and Excise Taxes
- 6.04.13 - Purchases of U.S. Government Surplus
- 6.04.14 - Purchasing Preference Given to Georgia Vendors
- 6.04.15 - Mandatory Procurement Sources
- 6.04.16 - Maintenance & Service Agreements
- 6.04.17 - Maintenance & Repair of All Microcomputer Equipment
- 6.04.18 - E Procurement Requisitions and Purchase Request Forms
- 6.04.19 - Purchases Requiring Special Approval
- 6.04.20 - Instructions for Completing E Procurement Requisitions and Purchase Request Forms
- 6.04.21 - Approval Procedure
- 6.04.22 - Pick-Up Orders
- 6.04.23 - Payment to Accompany Orders
Section 6.04.01 FUNCTIONS AND RESPONSIBILITIES
An effective organization for Materials Management promotes the basic objectives of an educational institution by providing faculty and staff members necessary supplies, equipment, and services. The materials management function can be performed more effectively and economically by trained specialists than by those for whom materials management is not a primary responsibility.
The basic objective of Materials Management is to identify, select, and acquire needed materials and services as economically as possible within accepted standards of quality and service. This should be done in a timely and organized manner that provides for essential accountability of university expenditures. Although the materials management process should be a joint effort among the using department, Materials Management, and vendor, materials management must have the final authority to conduct and conclude negotiations concerning prices and conditions of sale. Institutional commitments should be made by Materials Management in accordance with requisition/ordering procedure*.
*EXCEPTION: Physical Plant has been delegated authority to issue and administer public works contracts.
It is the policy of the University that Materials Management shall be responsible for the procurement by purchase, lease or rental, of all materials, services, supplies and equipment required by the various departments of the University. This policy applies to all funds of the University, regardless of source, when deposited with the University, becoming University funds, and must be handled in accordance with University policy and State Law, with the exception of the Physical Plant, who has been delegated authority to issue and administer Public Works contracts.
The responsibility for acquiring materials, goods and services, in a manner consistent with the rules and regulations established by the Georgia State Department of Administrative Services (DOAS), Purchasing and Surplus Property Division, and in accordance with the laws of the State of Georgia, rests with Materials Management.
In addition to procurement, Materials Management will:
1. Prepare specifications in cooperation with the using departments of the University.
2. Provide using departments with current cost information on supplies, equipment and materials when requested.
3. Maintain good relations with members of DOAS, Purchasing and Surplus Property Division.
4. Prepare requisitions in proper form for submission to DOAS Purchasing and Surplus Property Division.
5. Negotiate adjustments and claims.
6. Keep accurate records of all transactions.
7. Constantly study internal purchasing procedures in an effort to maintain an orderly, efficient routine.
8. Implement and provide for the dissemination of current instructions, directions and policies relating to State purchasing procedures.
9. Maintain centralized records and control of equipment, maintenance and service contracts.
Section 6.04.02 GENERAL SCOPE AND SOURCE OF PURCHASING POLICY
The purpose of this publication is to establish an understanding for all personnel of the University who may have responsibilities for procurement of equipment, materials, supplies, and services for the proper conduct of the department or office for which they are responsible.
The various policies relating to purchasing, that have been adopted by the University administration come from three sources, and are based upon numerous laws that have been passed by the General Assembly.
The three sources for development of policy are:
The Department of Administrative Services, Purchasing and Surplus Property Division: As the central purchasing agency of the State, the Purchasing and Surplus Property Division of the Department of Administrative Services (DOAS), publishes and distributes to all State agencies, all rules and regulations to control State purchasing.
The Board of Regents of the University System of Georgia: As a unit of the University System of Georgia, the University must comply with any policy or procedure developed by the Regents Office.
Georgia College & State University: The University administration may develop policy that is unique to the University, and not required by the State, if such policy is determined to be in the best interest of the University, and is not contrary to law or other policy.
Section 6.04.03 RESPONSIBILITY FOR APPROVAL OF PURCHASES
The University budget establishes funds to be used for certain purposes under the authority of the designated budgetary head. These funds must be used within the prescribed budgetary limits. The budgetary head has the primary responsibility for approval of all purchases charged against accounts under his/her administration.
Section 6.04.04 RESPONSIBILITY TO COMMIT UNIVERSITY FUNDS FOR SUPPLIES, MATERIALS, EQUIPMENT, AND CERTAIN CONTRACTUAL SERVICES
The responsibility to commit University funds for supplies, materials, equipment and certain contractual services rests with the University Materials Management office. This policy of centralization of the purchasing activities benefits the University in the following ways:
· Definite economies resulting from the pooling of common requirements of the various departments.
· Better planning of the total purchase requirements of the University.
· Development of standard specifications for the common commodities purchased, resulting in more uniform quality and less variety of materials, supplies and equipment.
· Reduction of administrative costs for purchasing by precluding the necessity for multiple purchasing staffs, records, and procedures.
· More consistent acceptance of cash discounts by prompt handling of vendor's invoices.
· Better budgetary and financial control of departmental expenditures.
· Promotes development and use of qualified personnel through specialization in the purchasing function.
· Permits the establishment of uniform policies with respect to vendor/supplier relationships.
· Aids in obtaining and communicating uniform interpretations of policies and procedures established by State agencies.
Section 6.04.05 RELATIONSHIP OF UNIVERSITY MATERIALS MANAGEMENT OFFICE WITH OTHER UNIVERSITY UNITS AND DEPARTMENTS
The University Materials Management office performs a service function, and in order to be of the most benefit to the University, is largely dependent upon the assistance of all University units, offices and departments.
In order to define the relationship between the University Materials Management Office and Other University units, offices and departments as definitely as possible, the following governing practices are set forth:
· The only person authorized by the Department of Administrative Services, Purchasing and Surplus Property Division to solicit bids, award purchase contracts, and issue purchase orders, is the Materials Manager, or his designee.
· All communication with the Purchasing and Surplus Property Division of DOAS should be done through the office of the Materials Manager.
· Official correspondence with suppliers should be handled through the University Materials Management Office. It is recognized that there will be special cases where the technical details involved will make it advisable for the Materials Management Office to request the University department concerned to make contact with a supplier. In such cases, the Materials Management Office should be kept informed of such contacts, and copies of any correspondence between University personnel and suppliers should be forwarded to the Materials Management Office.
· University departments should advise the Materials Management Office as far in advance as possible, of plans which will require major purchases. With regard to such purchases, the Materials Management Office should be advised when a supplier's representative visits a University department to discuss a proposed major purchase. A member of the Materials Management Office staff will attend such meetings at the request of the budgetary head of the department unit. Participation by a member of the Materials Management Office staff may help minimize unforeseen difficulties that often arise with major purchases.
· The Materials Management Office has the responsibility to review the quality, quantity, and kind of material requested, in order that the best interests of the University are served.
· Where it appears to the Materials Management Office that the University would benefit by the procurement of materials, equipment, and supplies different from that shown on the purchase request, or from other than the requested source, such changes will be recommended to the requesting department by the Materials Management Office.
· Proposed purchases involving formal specifications, requirements should be reviewed, as appropriate, with the Materials Management Office prior to developing the specifications.
· Departments are not to accept equipment on an approval or demonstration basis without prior approval from the Materials Management Office. Vendors must be made aware of certain risks which they undertake, as well as policies regarding the purchase of approval equipment.
· Specifications should be as simple as is consistent with clarity, exactness, and completeness. Specifications should be capable, wherever possible, of being met by several suppliers, reasonable in their tolerances, flexible enough not to cause undue delivery delays, and capable of being checked against the items ordered and received.
Section 6.04.06 RELATIONSHIP OF THE MATERIALS MANAGEMENT OFFICE WITH VENDORS/SUPPLIERS
The following guide to relationships of the University Materials Management Office with vendors and suppliers doing business, or wishing to do business with the University is followed as closely as possible by Materials Management:
· To consider, first, the interests of the University in all transactions, including consideration to the objectives and policies of the University.
· To strive to obtain the maximum value of each dollar of expenditure.
· To accord a prompt and courteous reception, so far as conditions will permit, to all who call on legitimate business missions.
· To grant all competitive bidders equal consideration; to regard each transaction on its own merits; to foster and promote fair, ethical and legal trade practices.
· To demand honesty in sales representation whether officered through the medium of an oral or written statement, and advertisement, or a sample of the product.
· To show consideration for the vendor's situation, and cooperate with him whenever possible.
· To answer all vendor inquiries promptly.
Section 6.04.07 ACCEPTANCE OF GIFTS
Relationships with vendors shall be kept on a strictly business basis. The integrity and independence of all parties shall be paramount in such matters.
Section 802.14 of the Policy Manual of the Board of Regents of the University System of Georgia states:
Section 802.14 of the Board of Regents Policy Manual states:
- Prohibited Receipt of Gifts by University System of Employees.
An employee of the Board of Regents shall not directly or indirectly solicit, receive, accept, or agree to receive a thing of value by inducing the reasonable belief that the giving of the thing will influence his/her performance or failure to perform any official action. The acceptance of a benefit, reward or consideration where the purpose of the gift is to influence an employee in the performance of his/her official functions is a felony under O.C.G.A. § 16-10-2.
An employee of the University System of Georgia or any other person on his/her behalf, is prohibited from knowingly accepting, directly or indirectly, a gift from any vendor or lobbyist as those terms are defined in Georgia statutes (O.C.G.A. 21-5-70(6) and 45-1-6(a)(5)b). If a gift has been accepted, it must be either returned to the donor or transferred to a charitable organization. A gift may be accepted by the employee on behalf of the institution subject to reporting requirements of the Board of Regents. If the gift is accepted, the person receiving the gift shall not maintain custody of the gift for any period of time beyond that reasonably necessary to arrange for the transfer of custody and ownership of the gift.
For purposes of this policy a gift is defined as lodging, transportation, personal services, a gratuity, subscription, membership, trip, loan, extension of credit, forgiveness of debt, advance or deposit of money, or anything of value. A gift shall not include:
- Food or beverage consumed at an occasional meal or event, provided the value is reasonable under the circumstances but in no event exceeds $100 per person;
- Food, beverages, and registration at group events to which substantial numbers of employees of an institution are invited;
- Food, beverage, or expenses afforded employees, relatives or others that are associated with normal and customary business or social functions or activities;
- Actual and reasonable expenses for food, beverages, travel, lodging and registration provided to permit participation in a meeting, demonstration, or training related to official or professional duties if participation has been approved in writing by the Chancellor, the President, or his/her designee;
- Promotional items generally distributed to the general public;
- Textbooks, software, and instructional materials to be reviewed by teaching faculty;
- An award, plaque, certificate, memento, or similar item given in recognition of the recipient's civic, charitable, political, professional, private or public service or achievement;
- Legitimate salary, honoraria, benefit, fees, commissions, or expenses associated with the recipient's non-public business, employment, trade, or profession;
- Gifts from a person or entity who is neither a lobbyist nor a vendor as those terms are defined in State Statutes, nor a student or patient at an institution;
- Consulting fees, honoraria, or financial benefits from sponsors or foundations, received in conformance with University System, campus policies, and Georgia law;
- Gifts to or from University System foundations or other separately incorporated, charitable entities
- Food or beverage consumed at an occasional meal or event, provided the value is reasonable under the circumstances but in no event exceeds $100 per person;
Section 6.04.08 CONSIDERATION OF PRICE, QUALITY, AND SERVICE
Under the competitive bid system of purchasing, all contracts or open market purchases shall in all cases be awarded to the lowest responsible bidder. The lowest responsible bidder is deemed to be the bidder who submits a responsive bid which meets the specifications set out in the invitation to bid and which is most advantageous to the University taking into account price, performance and capacity to perform by the bidder, quality of merchandise offered, transportation charges, and date of delivery. The lowest responsible bidder will not always be the bidder who has submitted the lowest monetary bid.
Section 6.04.09 EMERGENCY PURCHASES
Emergency purchases of materials or contractual services shall be requested by calling the Materials Management Office. Such purchases must be placed by the Materials Management Office. The following definition shall apply for the purpose of determining whether the emergency purchase procedure be used:
An emergency situation exists if it is likely that materials or contractual services cannot be obtained through normal processing means in time to avoid one of the following conditions:
1. Academic, research, or technical personnel are idle or unable to perform any significant activity in their field of endeavor due to the lack of emergency needed materials or service.
2. A machine, an electrical system, a set of apparatus, or other "hardware" necessary to the performance of normal activity cannot operate due to the lack of needed materials, parts, or service.
In addition to the above, any situation in which the lack of materials or services may seriously endanger the health, welfare, or safety of any person is certainly an emergency and calls for any direct action that may alleviate the situation. In this situation, the Purchasing Office need not be contacted until the emergency has passed.
Depending upon the dollar value of an emergency purchase, and other possible considerations, the Materials Management Office may request that a letter of justification accompany the Purchase Request. (Purchase Request will be discussed in Procedure section of this publication).
The use of emergency purchases shall be carefully considered on a case by case basis by the Materials Management Office. The Materials Management Office shall be responsible for determining if a true emergency condition exists, based upon information provided by the requesting department. It should be remembered that the use of emergency purchases is not a back-up system for inadequate advance planning.
Section 6.04.10 PURCHASES FOR PERSONAL USE OF EMPLOYEES
Section 707.02 of the Policy Manual of the Board of Regents of the University System of Georgia states:
"Absent a specific and approved exemption, employees of the University System shall not purchase goods or services for personal use through channels used in the purchase of goods and services for the operation of the University System. (BR Minutes, 1955-56, pp. 254-55)."
Section 6.04.11 CONFLICT OF INTEREST
Employees of the University may not buy from or sell to the University. Section 802.14 (B) of the Board of Regents Policy Manual states:
Appearance of Conflicts of Interest
An employee shall make every reasonable effort to avoid even the appearance of a conflict of interest. An appearance of conflict exists when a reasonable person will conclude from the circumstances that the employee's ability to protect the public interest, or perform public duties, is compromised by personal interest. An appearance of conflict can exist even in the absence of a legal conflict of interest. Employees are referred to State Conflict of Interest Statutes O.C.G.A. §45-10-20 through §45-10-70 and Board of Regents Policies 802.16 through 802.1603 and institutional policies governing professional and outside activities.
Section 6.04.12 SALES AND EXCISE TAXES
Georgia College & State University, as an agency of the State of Georgia, is exempt from payment of Georgia Sales and Use Tax and Federal Excise taxes, when payment for goods and services is made from public funds.
The following guidelines are for information only, and are subject to Federal Internal Revenue Service, and State Revenue Department interpretation.
STATE TAXES FROM WHICH THE STATE IS EXEMPT:
1. State Sales and Use Tax.
2. Local Option Sales Tax.
3. MARTA Tax.
4. Special Purpose Sales Tax.
5. Hotel/Motel Excise Tax (With use of exemption form).
STATE TAXES FROM WHICH THE STATE IS NOT EXEMPT:
1. State Motor Fuel Tax.
2. 2nd State Motor Fuel Tax.
3. GUST (Georgia Underground Storage Tank Act).
4. State Scrap Tire Fee (New Tires Only).
5. Hotel/Motel Sales Tax (Exempt when bill paid directly by State Agency).
FEDERAL TAXES FROM WHICH THE STATE IS EXEMPT:
1. Communications Tax (Telephone and Telegraph).
2. Heavy Trucks, Trailers, and Tractor Tax.
3. Tire Excise Tax.
4. Gasoline and Gasohol Tax.
5. Diesel Fuel Tax.
6. Firearms and Ammunition Tax.
7. Sport Fishing Equipment Tax.
8. Non-Commercial Aviation Fuel Tax.
9. Fuels Other Than Gasoline Including Jet Fuel.
FEDERAL TAXES FROM WHICH THE STATE IS NOT EXEMPT:
1. Transportation of Persons by Air Tax.
2. Transportation of Property by Air Tax.
3. Tax on Vaccines.
4. Superfund Taxes on Petroleum Products.
5. Tax on Coal.
6. Certain O-Zone Depleting Chemicals Tax.
7. Gas Guzzler (Except Law Enforcement Agencies).
TAXES OF OTHER STATES: Generally, the University is not liable to pay state sales taxes of other states if the transaction is consummated in the State of Georgia. However, the University is liable to pay taxes of other states if title passed in that state.
HOTEL/MOTEL TAX: Georgia state or local government officials or employees traveling within the state of Georgia on official business should not be charged county or municipal excise tax on lodging. Sales tax is not exempted under the current sales tax law, since the payment of hotel/motel bills by an employee is not considered to be payment made directly by a state agency from appropriated funds. If payment is made with University Check, sales tax will be exempted with sales tax exemption form.
Upon verification of the identity of the state official or employee, Georgia hotel and motel operators are authorized to exempt the individual from any applicable county or municipal lodging excise tax. If an employee is required by the hotel or motel to pay a room tax, the employee will be reimbursed for the amount of tax paid along with other official travel expenses.
A copy of the State of Georgia Exemption of Local Hotel/Motel Excise Tax form (see Exhibit 6.04-B) should be picked up in the Office of the Vice President for Administrative Services & Campus Operations prior to leaving on official business. It should be submitted to the hotel/motel for exemption of the county or municipal excise tax on lodging.
As stated above, these guidelines are for information only. If any specific information on tax responsibility is required, it may be obtained by calling the Materials Management Office.
Section 6.04.13 PURCHASES OF U.S. GOVERNMENT SURPLUS
Within the University, all purchases of U.S. Government surplus property shall be processed through the office of the Vice President for Administrative Services & Campus Operations. The rules and regulations of the Purchasing and Surplus Property Division of DOAS states:
"When an eligible institution or organization receives Surplus Property, it certifies that the property will be used in accordance with the covenants and agreements stated on the back of each issue document."
Section 6.04.14 PURCHASING PREFERENCE GIVEN TO GEORGIA VENDORS
A portion of the Purchasing Act of 1937 states:
"It shall be the duty of the Department of Administrative Services, in the purchase of and in contracting for any supplies, materials, equipment, and printing, to give preference as far as may be reasonable and practicable to such materials, supplies, equipment, and printing as may be manufactured or produced in this state; provided, however, that in giving such preference no sacrifice or loss in price or quality shall be permitted; and provided, further, that preference in all cases shall be given to surplus products or articles produced or manufactured by other state departments, institutions, or agencies, which are available for distribution." (Ga. L. 1939, p. 1178; Code 1933, sec. 40-1903; Ga. L. 1937, p. 503, sec. 11).
Section 6.04.15 MANDATORY PROCUREMENT SOURCES
State law requires State agencies to use various suppliers on a mandatory basis. All mandatory suppliers are operated by the State, and are supported with State funds. Mandatory Source suppliers include the Georgia Correctional Industries and Georgia Enterprises.
The Materials Management Office will purchase from mandatory sources as required by law, and when items requested by University departments can be acquired from those sources at a level of quality and price that maintain the best interest of the University.
Section 6.04.16 MAINTENANCE AND SERVICE AGREEMENTS
The Materials Management Office shall keep current files on all maintenance and service agreements pertaining to office and mechanical equipment that is owned or leased by the University. When possible, all contracts and agreements will be written with an expiration date of June 30.
The Materials Management Office shall notify all departments that have equipment covered under maintenance or service contracts of a forthcoming expiration in a time frame that will allow departments to request renewal or cancellation of new agreements prior to July 1.
It shall be the responsibility of any department that acquires new equipment during any fiscal year, to request the initial maintenance or service agreement for such equipment at the time the manufacturer's warranty expires. If there are any questions as to the length of the manufacturer's warranty for any given piece of equipment, the Materials Management Office will assist in ascertaining the date of expiration.
Section 6.04.17 MAINTENANCE AND REPAIR OF ALL MICROCOMPUTER EQUIPMENT
The Officer of Information & Instructional Technology (OIIT) is responsible for and should be notified of all micro-computer equipment problems. The staff of this office is responsible for assisting you in diagnosing and solving the problem. This policy is intended to provide one common contact for maintenance and repair of computing equipment.
Section 6.04.18 E PROCUREMENT REQUISITIONS AND PURCHASE REQUEST FORMS
The E procurement (E-pro) system of PeopleSoft is the primary tool for requesting goods and services for the university. All requests must be submitted in the E-pro system and routed to each budget head for approval. Once E- pro requisitions are approved and have a valid budget check, the Materials Management Office can process into a purchase order.
The Purchase Request form (see Exhibits 6.04-A-1 and 6.04-A-2) will be allowed in special circumstances to acquire goods and services. Each department will need to contact the Materials Management Office prior to submitting a Purchase Request form. The E-pro will be the primary tool for submitting request for goods or services.
Only the person or persons having authority for a particular budget account is authorized to issue and sign Purchase Requests.
In addition to the signature of the budgetary head, all Purchase Requests require the signature of the Vice President for Administrative Services & Campus Operations or his designee prior to processing by the Materials Management Office.
Section 6.04.19 PURCHASES REQUIRING SPECIAL APPROVAL
Several types of purchases require special approval and additional signatures prior to processing. These include but may not be limited to the following:
1. Requests for advertising vacant positions in newspaper, journals, newsletters, etc. require the signature and approval of the Director of Institutional Equity.
2. Requests for the purchase of IT equipment such as video cameras, video players, projectors, etc. require the signature and approval of the Chief Information Officer (CIO).
3. Requests for the purchase of printed materials that are to be distributed to the public and have any reference to Georgia College & State University, require the signature of the Director of University Communications.
5.08 COMPUTING SERVICES
5.08.01 HARDWARE/SOFTWARE INVENTORY
The Chief Information Officer (CIO) and the Offices of Information and Instructional Technology are responsible for the inventory of technology related hardware and software licensing for GCSU. The inventory is intended to increase sharing of resources, decrease multiplicity, and assure compliance with all legal and operational requirements.
5.08.02 PROCEDURE TO ACQUIRE COMPUTER/FAX
Requests containing a microchip (excluding automobiles) or software must be reviewed and approved by the CIO prior to being processed by the Budget Office. Requests and any supporting documentation should be presented to the Office of the CIO. If there are questions or concerns about the purchase, the Office of Information and Instructional Technology will contact the purchaser to review the needs and requests. Guidance and recommendations may be obtained by contacting the Office of Information and Instructional Technology at (478) 445-4255.
Section 6.04.20 INSTRUCTIONS FOR COMPLETING E PROCUREMENT REQUISITIONS AND PURCHASE REQUEST FORMS
Instructions on entering a requisition into the E-pro system can be found at:
The following instructions are a step-by-step procedure for completing the form when it is to be used to purchase supplies or services. For information on using this form as a check request, please direct questions to the University Accounting Office.
Each numbered instruction corresponds with the numbers on Exhibits 6.04-A-1 (also see Exhibit 6.04-A-2).
1. COMPLETION OF THE PURCHASE REQUEST FORM (refer to sample Purchase form for reference):
The following information should be entered in the areas specified:
A. Current date and requested delivery date.
B. Name, Room No., and Building to which the items being ordered are to be delivered.
C. Recommended Vendor and address.
D. Name of the person requesting the items.
E. Signature of approving authority.
NOTE: Should the items on the request be funded from multiple departments, each departments approving authority's signature must appear with an indication of the amount to be committed to each department.
F. The department's Department ID to which the item(s) is/are to be charged.
G. The Account Code for the particular item(s). Example: Supplies and Materials would be charged to 714100 (see Exhibit 6.04-G).
H. If contact has already been made with a vendor; indicate the representative's name and telephone number.
I. If Federal Funds are to be committed for the purchase of the item, indicate the amount of such funds.
J. Number Items Consecutively. A continuation sheet may be used.
K. Quantity and Unit. Example: 1 Box, 2 Cartons, # ea.
L. Description and Specifications. Be as concise as possible. Include appropriate technical terminology, and or/catalog description.
M. Unit price for each individual item.
N. Extend unit price (Quantity times Unit Prices).
NOTE: In order to check available funds, a reasonable price estimate must be included. Please consult a recent catalog or contact the Materials Management Office at 4458 for pricing information.
O. Total of all items.
Section 6.04.21 APPROVAL PROCEDURE
When the form has been completed, it should be forwarded to the Vice President for Administrative Services & Campus Operations at CBX 021. Upon receipt of the request, the Budget Office will check available funds, and if funds are available, it will be approved (provided the items requested are within the scope of the purchasing policy of Georgia College & State University).
Should the Purchase Request require additional information, it will be returned to the approving authority with a request for the additional information. If it is denied, an appropriate explanation will be given for the denial.
Section 6.04.22 PICK-UP ORDERS
1. When items on a Purchase Order are to be picked up at a Vendor's location, the person(s) picking up the items must notify Materials Management that the items have been received.
2. If the person picking up merchandise at a Vendor's location is given any receipt, invoice, or other paperwork, it must be forwarded to the Account Payable department as soon as possible.
3. When an invoice is received from either Vendor or the requesting department, the Materials Management Office will call to confirm that the item(s) have been received. Purchasing will then have a receiving department official receive the item into the PeopleSoft database.
Section 6.04.23 PAYMENT TO ACCOMPANY ORDERS
Occasionally departments will need to make a purchase from a Vendor that for some reason requires payment in advance of shipping. This is the case for such suppliers as the U. S. Superintendent of Documents, and the U. S. Postal Service. When these situations arise the following documentation is required and must be supplied to the Materials Management Office.
1. A Request for the item(s) is needed. In the body of the form, type "Payment to Accompany Order."
2. A pro-forma invoice from the Vendor indicating all applicable unit prices, total price, and any shipping charges. In lieu of a pro-forma invoice, a current dated order form, subscription renewal form, advertisement, or other valid written price confirmation may be acceptable.
Please allow additional time for these type purchases, as it sometimes requires a written confirmation from the Vendor, and also time to process a check to accompany the Vendor copy of the Purchase Order.