Vendor Management Procedure

Transcription

1 Vendor Management Procedure Table of Contents 01. Process Summary Why Use a Pace Preferred Vendor? Basic Process to Request, Approve, and Add Alternative Vendors Reviewing Vendors for Removal from Banner Where Can I Find the Necessary Forms Online?... 4 Appendix A: Vendor Management Process Flowchart... 5 Appendix B: Sample Vendor Request Form... 6 Appendix C: Pace s Preferred Vendors... 9 Last Update: September 7, 2010 Page 1 1 of 9 Effective: 7/1/2008

2 01. Process Summary This section summarizes Pace University s business process for selecting and authorizing the vendor population for the purposes of reducing fraud and abuse and minimizing cost. When faculty and staff require goods or services to conduct University business they must obtain them from a University preferred vendor, regardless of the cost. If the University s preferred vendors cannot provide the desired good or service, faculty and staff may request that an alternative vendor be approved and entered into Banner. To request the approval of an alternative vendor, faculty and staff will ask the vendor to complete a Vendor Request Form and fax it to the Director of Purchasing. After receiving the form, the Director of Purchasing will complete the due diligence to reduce risk of fraud and abuse before the Purchasing Associate enters the vendor into Banner. Faculty and staff may obtain goods and services from the vendor only after they have been approved by the Director of Purchasing and entered into Banner by the Purchasing Associate. The Purchasing Associate will regularly review all vendors in Banner and remove those that have been inactive for twelve months. Once a vendor is removed from Banner, a Vendor Request Form must be completed again to be reinstated. 02. Why Use a Pace Preferred Vendor? Departments and schools are strongly encouraged to utilize preferred vendors for the following reasons: It has been determined that preferred vendors deliver the best overall value to the University based on price, delivery capabilities, quality, past performance, training, and financial stability. Consolidation of usage drives up volume, which is what provides incentive for vendors to offer the best possible price to the University. It minimizes duplication of effort. Departments and schools are not required to solicit other bids when choosing to utilize a preferred vendor because this activity has already been performed by Purchasing and Contracts, and the terms and conditions have already been established. Service levels are higher because these vendors are committed to the University by a contract or agreement that allows a relationship to be built. Purchasing and Contracts is therefore able to hold these vendors more accountable to ensure the products and services being provided meet expectations. Last Update: September 7, 2010 Page 2 2 of 9 Effective: 7/1/2008

3 03. Basic Process to Request, Approve, and Add Alternative Vendors Requesting the Use of Alternative Vendors When a University preferred vendor cannot provide the goods or services that faculty and staff desire, the use of an alternative vendor may be approved by the Director of Purchasing. To request the use of an alternative vendor, faculty and staff must ask the vendor to complete a Vendor Request Form and fax it to the Director of Purchasing. A completed Vendor Request Form contains: primary contact information including name, social security number, address, and telephone number, company information including name, Federal ID, company type, purchase order delivery preference, and e-procurement information, and , corporate headquarters, remittance and additional addresses. Approving Vendors When the Director of Purchasing receives a Vendor Request Form it will complete the due diligence process before approving the vendor and entering it into Banner. The following questions should be considered before a vendor is approved: Has the vendor properly completed the Vendor Request Form? - All applicable fields must be filled on the form and answers to all applicable questions must be provided. Is the vendor listed on Dun and Bradstreet? - Dun and Bradstreet is a primary source that the Director of Purchasing will use to verify the accuracy of the Vendor Request Form. If the vendor is not listed on Dun and Bradstreet, can the information the company provided be verified? - The Director of Purchasing will visit the vendor s website, the yellow pages, or use other means necessary to verify information provided on the Vendor Request Form. Has the vendor provided recommendations or other testaments of quality customer service? - Faculty and staff will encourage vendors to provide recommendations when submitting a Vendor Request Form. Last Update: September 7, 2010 Page 3 3 of 9 Effective: 7/1/2008

4 Adding Vendors in Banner After the Director of Purchasing has approved the Vendor Request Form, the Purchasing Associate will enter the vendor s information into Banner. To properly add a vendor into Banner the Purchasing Associate will: login to Banner and open the Vendor Maintenance Form ( FTMVEND ), assign a Vendor ID Number by clicking Create New Vendor, completing the Data Entry fields, clicking Duplicate Check, and clicking Create New, return to the FTMVEND and complete applicable information under the Vendor Maintenance, Additional Information, Vendor Types, Address, and Taxes Collected tabs, and click Save before exiting Banner. 04. Reviewing Vendors for Removal from Banner The Purchasing Associate will regularly review the vendor list in Banner to determine those that have been inactive for twelve months. To properly remove vendors from Banner the Purchasing Associate will: login to Banner and open the Identification Form ( FOAIDEN ), enter the vendor ID Number in the ID field and click Next Block, type DONOTUSE in front of the vendor name, and click Save before exiting Banner. 05. Where Can I Find the Necessary Forms Online? The Vendor Request Form can be obtained by following the link below: Last Update: September 7, 2010 Page 4 4 of 9 Effective: 7/1/2008

5 Appendix A: Vendor Management Process Flowchart Faculty and staff ( F&S ) require goods or services to conduct University business F&S must obtain good or service from preferred vendor ( PV ) PV provide good or service? Y F&S completes a purchase order and submits to Purchasing for processing N F&S searches for an alternative vendor F&S has vendor complete Vendor Request Form ( VRF ) and fax to Director of Purchasing ( DP ) DP receives VRF and completes due diligence process before approving use of vendor Vendor approved? N Y DP enters the vendor into Banner so that it may be used by F&S DP will scour Banner and remove vendors that have been inactive for 12 months Last Update: September 7, 2010 Page 5 5 of 9 Effective: 7/1/2008

6 Appendix B: Sample Vendor Request Form Pace University Vendor Updates SEND TOSECURE FAX LINE: (914) * Indicates the Required Field (PLEASE PRINT CLEARLY) SSN: Federal ID: * Corporation/ * Company Name: Company Type: * Alumni Owned Employee Owned Minority Owned Small Business State Contract Dealer Individual Manufacturer Retailer Partnership Incorporated PODelivery Preference: * By Fax By By Mail 1099 Vendor? * Yes No Does your company participate in e- procurement? * Yes No If YES, enter e-procurement contact information: E-procurement Name: Address: Telephone Number: Area code: Phone: Ext: Primary Contact: Name: * Address: * Telephone Number: * Area code: Phone: Ext: Last Update: September 7, 2010 Page 6 6 of 9 Effective: 7/1/2008

7 Business / Primary Address: Address 1: * City: * State: * Zip Code: * Country: * Telephone: * Area code: Phone: Ext: Fax: * Area code: Fax: Corporate Headquarters: Address 1: City: State: Zip Code: Country: Telephone: Area code: Phone: Ext: Fax: Area code: Fax: Remittance Address: Address 1: City: State: Zip Code: Country: Telephone: Area code: Phone: Ext: Fax: Area code: Fax: Mailing Address: Address 1: City: Last Update: September 7, 2010 Page 7 7 of 9 Effective: 7/1/2008

8 Additional Address: Type: Billing Business Corporate Subsidiary Firm Address Mailing Address Temporary Address 1: City: State: Zip Code: Country: Telephone: Area code: Phone: Ext: Fax: Area code: Fax: Electronic Funds Information: * Bank Name: * ABA/Routing Number: * Bank Account Number: * Account Type: * Savings Checking Bank Address 1: * City: * State: * Zip: * Last Update: September 7, 2010 Page 8 8 of 9 Effective: 7/1/2008

9 Appendix C: Pace s Preferred Vendors Pace University s preferred vendors as of 07/2008 are noted below: Office Max (office supplies) Dell (computers) CDW-G (IT equipment) Insight Direct (IT equipment) Crystal Rock (water coolers) Grainger (facilities equipment) Fisher Scientific (lab supplies) Sigma-Aldrich (lab supplies) VWR International (lab supplies Enterprise (car rental) Lackmann (food service catering) Last Update: September 7, 2010 Page 9 9 of 9 Effective: 7/1/2008