Saint Anselm College Integrated Purchasing System. Purchasing Policy

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1 Saint Anselm College Integrated Purchasing System Overview: Purchasing Policy The primary purpose of the purchasing function is to support the College by obtaining quality products and services at the best possible value in the most efficient manner. We strive to accomplish this by providing the community with "best procurement practices" guidelines; maintaining College electronic procurement systems, and communicating the purchasing policies and procedures of the College. Operating within the guidelines described in this document, the Purchasing Department and authorized department representatives (Order Originators) may initiate purchases with funds available in their approved departmental budgets or grants. Function of the Purchasing Department: Purchase, and assist departments and employees in purchasing, goods and services at the best price and most favorable terms and conditions through competitive bids, negotiated contracts and vendor research. Maintain the electronic purchase order system to ensure that all purchases are properly authorized and encumbered in order to maintain real-time financial department budget information for the College. Create and maintain an approved vendor list in CIS. Ensure that Accounts Payable receives payment information accurately and in a timely manner. Communicate shipment/delivery information to the Order Originator s department. Purchasing Responsibilities: All purchasing shall be conducted in accordance with College policy as outlined in this guide and the National Association of Educational Buyers (NAEB) Code of Ethics (Attachment 1). The Purchasing Department will implement a program for standardization of material used throughout the College to ensure the best value and most favorable terms and conditions are achieved. 1 of 5

2 Invoices and check requests cannot be processed without sufficient budgetary departmental funds except by approval of the departmental Vice President. In order to protect its tax-exempt status, the College does not permit individuals to purchase personal items through the College s purchasing process. Such commitments are considered personal and will not be processed through Saint Anselm College. The College will not cover birthday, holiday, get-well, wedding, baby and other gifts of a personal nature. The costs for holiday, appreciation, congratulations, farewell and retirement functions (other than campus-wide events sponsored by the College) will not be assumed by the College. Purchasing Processes: All purchases will be initiated, tracked and recorded as received in CIS by the Purchasing Department or Order Originator, as outlined in the procedures below. The Purchasing Department requires an electronic Purchase Order (P.O.) for all purchases of goods and services prior to placement of an order. The College is not financially obligated for goods or services ordered or delivered without a formal purchase order. Please see Business Office policies regarding purchases made with a college issued credit card. Product identification/specification rests solely with the Order Originator. The Purchasing Department initiates all negotiations and correspondence with vendors relating to price, terms, delivery, change orders, cancellation, etc. When technical details make it necessary to communicate directly with the vendor, the Order Originator is responsible (see Type 3 purchases definition). In these instances, it is the responsibility of the Order Originator to consult with the Purchasing Manager to ensure that these purchases are indeed a Type 3 purchase. One purchase order may be used for multiple small dollar purchases of goods and/or services from a particular vendor within a specified period of time. This specified period of time should be no longer than one fiscal year. The Purchasing Department must approve the purchase order. All transactions are invoiced against the P.O. number and processed by Accounts Payable. Verbal purchase orders will be given ONLY for emergency needs. It is understood that these orders will be given verbally by the Requestor or Order Originator to a vendor to expedite the delivery of the required item or service. Verbal purchase orders should be used infrequently. When verbal purchase orders are used, it is the responsibility of the Requestor/Order Originator to report to the Purchasing Department in a timely fashion the vendor used, the product purchased, and reason for purchase. 2 of 5

3 Vendors should send all invoices directly to Accounts Payable. As a non-profit, educational institution, the College is exempt from state and federal taxes. Necessary corrective action will be taken by Accounts Payable for invoices that include taxes. Vendor Relations: All orders for the College must be made using approved vendors. An approved vendor list will be established and maintained by the Purchasing Department. New vendors may be suggested by Order Originators, but they may be used only with the prior approval of the Purchasing Department until they are added to the vendor list. Saint Anselm College is a private college and whenever possible competitive practices shall be employed to obtain the best price and quality for products and services used by the College. The College reserves the right to choose the vendor that best fits its need regarding any product or service. The College does not release or discuss competitive prices submitted by its vendors. College personnel involved in bid comparison evaluations are expected to follow this policy. All Prior to an unincorporated contractor or consultant performing work for or providing service to the College, it is the responsibility of the Order Originator to obtain a Form W-9, Certificate of Insurance, and approved contract. This information must be forwarded to the Purchasing Department before a check is requested. Sales representatives and manufacturer s agents are interviewed by the Purchasing Department and are requested NOT to visit departments prior to such interviews. 3 of 5

4 Definitions: Three types of orders are covered under these policies and procedures: Type 1: Frequently used items ordered by the Purchasing Department (i.e. office supplies) Type 2: Items used frequently but specific to one department that are ordered directly from a vendor, for example library tattle tapes or biology pipettes. Type 3: Unique or specialty items ordered directly by an Order Originator, for example live crickets. Roles: Purchasing Department: Oversees all purchasing operations for the College. Specifically: o Negotiate vendor contracts o Research new vendors o Develop competitive bidding procedures o Maintain approved vendor list o Purchase all Type 1 items as defined above o Evaluate and recommend changes to purchasing policies and procedures o Train users in purchasing procedures o Develop and maintain travel policy Requestor: Any College personnel identifying a purchasing need. Order Originator: Individual designated by Department Chair or VP, who initiates the electronic purchase order. The Order Originator is properly trained on CIS and has an active account in the electronic purchasing system. Receiver: Individual who receives product or service Approver: Individual who has budget authority. Accounts Payable: An Individual who is responsible for processing and paying invoices. 4 of 5

5 NAEB Code of Ethics 1. Give first consideration to the objectives and policies of my institution. 2. Strive to obtain the maximum value for each dollar of expenditure. 3. Decline personal gifts or gratuities. 4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit. 5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. 6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product. 7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes. 8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier within the established policies of my institution. 9. Accord a prompt and courteous reception insofar as conditions permit to all that call on legitimate business missions. 10. Cooperate with trade, industrial, and professional associations, and with governmental and private agencies for the purpose of promoting and developing sound business methods. 11. Foster fair, ethical and legal trade practices. 12. Counsel and cooperate with professional organizations and promote a spirit of unity and a keen interest in professional growth among them. (As adapted from the Code of Ethics advocated by The National Association of Educational Procurement) 5 of 5