sop for procurement of goods and services
The Non-Purchase Order Voucher (Non-PO Voucher) is a method of payment to be used primarily for reimbursements for guests and students who are unable to utilize Concur and for other centrally-used functions. If a university employee has questions about whether an item is restricted, Procurement Services should be contacted before the purchase is made. Purchases using federal sponsored funds must be made in accordance with Uniform Guidance (2CFR 200): The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Each university unit should have the appropriate policies and procedures in place to provide for adequate controls in each of these steps within the procurement process and must separate among two or more people the duties of these steps; whenever possible, there should be no direct reporting relationship among these individuals. If either of these situations arise or if there are delivery or supplier performance issues, contact Accounts Payable before the payment terms expire to request a hold on payment. Staff must ensure that they do not fulfil more than one key procurement role, where practicable. Universityâs Procurement of Goods and Services Procedure. When purchasing with sponsored funds, the retention requirements may be much longer; questions regarding retention requirements should be directed to Sponsored Programs. Operating expenses associated with purchasing, receiving, and paying for the goods and services Cost of supplies â stationary, envelopes, forms, and so on. School or Section entering the Purchase Requisition/Order, Chief Operating Officer and Chief Financial Officer, Only relate to business of the university and must not be of a personal nature, Be approved in accordance with the university’s Delegations of Authority Policy. When a university unit approves a payment, it is attesting that it received the good or service, where applicable; that the payment amount is correct; that the payment should be made; and that the payment is business appropriate. It helps ensure that the university receives goods and services of the best value while also satisfying federal, state and university requirements. Develop and forward the recommendations of the Tender Evaluation Panel into the Procurement Report and assist the relevant manager to prepare and submit the Procurement Report document for approval, having attached approved supporting documentation including evaluation and scoring matrices. The University Controller must approve any donations. To maintain effective probity, the University requires the use of an eTendering portal that supports the distribution of tender documents to potential suppliers and enables the lodgement of tenderer responses via the portal. University employees with questions about a particular situation should contact the Tax Department. Email email@example.com or call 734-764-8212. http://procurement.umich.edu/buying/process-policies/using-sponsored-funds, © 2020 The Regents of the University of Michigan U-M Gateway, All Departments and Units of the University, Office of the Executive Vice President and Chief Financial Officer, Procurement General Policies and Procedures. Purchasing is the set of functions associated with acquiring the goods and services that an organization requires. Risk management of probity in the procurement process requires a higher level of control and mitigation over the procurement process where there is a higher likelihood of exposure to claims about the process. An open competitive procurement process ensures fair and ethical treatment of bids from suppliers. Procurement internal controls focus on ordering, approving, receiving, and reconciling. University employees must handle confidential or proprietary information with due care and proper consideration of ethical and legal ramifications and governmental regulations. It is the responsibility of the preparer and signing authority to confirm that vendor payments are in compliance with the University Procurement Procedure. The University of Michigan is also a member of the Council on Government Relations (COGR), an association of large research universities in the United States. Probity should be integrated into all procurement planning and should not be a separate consideration. University resources are to be used to further the university’s mission. Only Procurement Services has the authority to negotiate and sign agreements. â¢ KFS Purchasing, Overview SOP â¢ KFS Purchasing, Overview tutorial â¢ Line Item Receiving tutorial â¢ Purchase Order training â¢ Line Item Receiving training â¢ Purchase Order Amendment training . Accounts Payable is responsible for processing the payment of goods and services to suppliers in compliance with university policies and standard processes, external regulations and legal requirements. A university purchasing card or PCard is a credit card, granted to authorized users, that the university issues through a banking institution and that the university pays directly. Listed below are the steps in the purchasing process: Parent Policy: Procurement Policy . Select Tendering Contracts are to be managed over the life of the agreement. Corporate Governance is to be consulted if deviation from standard University contract agreements is to apply. The general process for a tender is as follows: A Procurement Plan is drafted outlining the proposed market engagement and sourcing strategy. It covers active raw materials \(including bulk products for subsidiaries and contract manufacturers\), excipients, critical \ packaging components in contact with product and imported finished goods. Each procurement should be assessed according to risk and complexity in determining evaluation criteria and the respective weightings. Public Procurement in Ireland operates within a framework of legally binding European Directives and national regulations, policies and guidelines. It is not an ordering method. A Tender Evaluation Panel is nominated in the Procurement Plan. Purchasing goods and services from an outside vendor. Following approval by the relevant authorised delegate, the successful supplier is advised, with the contract issued for signing. The university is committed to providing business opportunities to suppliers who help the university honor these values. Each supplier receives the same directions, information, terms and conditions. TCO is calculated over the whole life of the procurement and contract lifecycle. Must hold information received as part of a tenderer’s response in the strictest confidence and not release this information outside of the Tender Evaluation Panel. If the request is procurement-related, the employee should notify Procurement Services of the request. Finance check carried out but no contracts are in place between the University and Supplier due to no competitive selection process being carried out. Comparative Criteria: these are assessed against a predefined weighting that is determined according to the complexity, risk and type of procurement. University units have a number of responsibilities related to receiving goods and services. A Supplier appointed as a result of policy compliant procurement process or in accordance with this policy and for which there is an agreement between the University and the Supplier to supply specified goods and/or services on agreed terms. Complete and sign a conflict of interest and confidentiality agreement declaring any actual, potential or perceived conflicts of interest. Similarly, because Procurement Services has already completed a competitive analysis for suppliers with University Contracts, it is not necessary to hold another competitive bid process for purchases from those contracts. For supplier performance tracking, university units should notify Procurement Services of any significant supplier performance issues. University employees should neither solicit nor accept money, loans, credits, entertainment, favors, services or gifts from current or prospective suppliers. Issue a request for quote to a select set of suppliers identified as capable of fulfilling the requirements. Commercial compliance criteria will generally be assessed as comply / does not comply / partially comply and then generally taken into consideration during the determination of value for money. These requirements can be found on the Procurement Services website. If a university unit receives an invoice, it should be scanned immediately and a copy of that invoice should be emailed to Accounts Payable. If the term is unspecified then a nominal term of three years is to be used for calculating the Threshold Value. For purchases less than $50,000, a minimum of one documented Quotation is required. Ensure an accurate record is kept of the Tender Evaluation Panel's deliberations for audit purposes. A conflict of interest is a conflict between a member of the University Community’s public duty to act in the best interests of the University and their private interests. Business procurement requires preparation, solicitation, and payment processing, â¦ The Purchase Order is the mechanism that places the order with the supplier and provides a method for payment of the invoice; goods and services should not be obtained prior to the supplier receiving the Purchase Order. Because Purchase Orders offer the university the best legal and financial protections, they are the preferred method for ordering goods and services. Purchasing: $49,999 and under 2. Assess the responses according to the requirements and the value for money proposition. Competitive bidding is the process that allows the university to properly survey the marketplace and secure goods and services at fair and reasonable prices. Through further but more limited delegation of authority, detailed in SPG Section 601.24 Delegation of Authority to Bind the University to External Agreements on Business and Financial Matters, authorized department end users may commit funds on behalf of the university using a Purchase Order or purchasing card (PCard). Section I: Definitions. For Goods And Services 5 Procurement is a key element of the Governmentâs Public Service Reform Programme. Procurement Services, however, should be contacted before any repetitive purchases are made with a Purchase Order, as a supplier contract may be more appropriate and efficient. Approval Date: June 6, 2016 . public procurement of goods and services, by discussing the steps that need to be taken to effect such procurement in the manner prescribed by R.A. 9184, otherwise known as the âGovernment Procurement Reform Act,â and its IRR-A. These suppliers provide goods and services with favorable terms for pricing, delivery and other factors and thus are the preferred source for purchasing goods or services from external entities. The process whereby specifically identified suppliers are invited to tender for the provision of goods or services, based upon market considerations. 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