Purchasing

Kristine HughesProcurement & Inventory Coordinator

Warrior Hall 425G

www.tamuct.edu/purchasing

Kristine.Hughes@tamuct.edu

Ext. 5477 *If I don’t answer send an email!

Mon-Thurs 7:30-5:30 Fri 8-12

What I do: purchasing, P-cards, Inventory, HUB coordinator, food trucks

Where to find info?

Is there a need? Is it cost effective to make this purchase? Do we have this item in storage or surplus?• Desks• Tables• Bookshelves• Computer parts-IT

Is this purchase allowed?

Do we need to buy this?

Computers, printers, software, and encrypted

drives must be approved by IT. Cameras and TVs over $500 Items such as wireless keyboards and mice

can be purchased without approval.

Special Items - IT

Advertising, printing, and promotional items

(tumblers, pens, etc.)-Minimum 2 weeks notice

Anything using the logo must go through Public Engagement & Brand Strategy

Assistance: catering, rentals (tablecloths & tables), reserving classrooms, conference rooms, and lecture halls

Special Items - Marketing

Food orders must follow policy and be

accompanied by a food purchase justification form, NO alcohol

Memberships must follow policy and be accompanied by an Individual Membership form

Special Items – Misc.

Always check a HUB first! In accordance with

34 TAC §20.13 we are required by law to make a “Good Faith Effort” to purchase from certified HUBs.

A state contracted vendor (DIR or TXMAS) A vendor that is not on hold with the state

(check canopy, ask me, or A/P) Be competitive and find the best value!

Where should you buy from?

Search a vendor on Canopy

Historically Underutilized Businesses are small

businesses 51% owned by Asian Pacific Americans(AS), Black Americans (BL), Hispanic Americans (HI), Native Americans (AI), American Women (WO), and Disabled Veterans.

A list is provided on the purchasing webpage The vendor must be certified not just qualify!

If they have questions about becoming a HUB I am happy to give them information

What is a HUB?

We are in District 9

Search by name

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

Search for HUBs

P-card has a transaction limit of $5,000 Purchase Orders should be used for contracts,

contract renewals, services, and assets P-cards cannot be used to purchase a

controlled asset (things we inventory) A PO will create an encumbrance on your

account, which is visible in Canopy as an Open Commitment

A PO is a great way to plan ahead and make sure the funds are there when you need them

Purchase Order or P-card

Try to use a HUB! Keep a paper copy of every receipt and email If items are shipped, keep packing slips and

record the received date Respect the cardholder! No Sales TAX!! Unless eating IN a restaurant.

If a P-card is used

Up to $10,000 – No bids required $10,000 to $25,000 – Informal or formal bids $25,000 and over – formal bids only

You may not break purchases down into smaller amounts to stay under delegated purchase amounts

Bids

Obtain a quote from the vendor, invoice only if renewal Fill out a Requisition form Include a good description of the item(s) and a vendor contact

(name, phone, email), every account being used Account holder approves and signs, as well as any signatures

required Deliver requisition, quote, and backup documentation to

Shaena Cannon in WH425 If this is a new vendor you will need a W-9 from them (check

Canopy) The PO can be requested well in advance, do not wait until

the payment is due You will not get back what you turn in so keep a copy

To request a PO

Account splits

The PO can be divided into several accounts by percentage or by amount

Each account must have approval from a signing authority

The PO can be divided over several years. A 3 year contract can be done on one PO. Otherwise you must remember to request a new PO each year.

You can pay more than one invoice with one PO. You cannot use more than one PO to pay one invoice.

After there are 2 signatures from Accounting I

will receive the packet I create the PO If the PO is under $5,000 I will sign, if it is over

$5,000 it will be signed by TAMU. This can take a little longer. Not usually more than a couple days at the most.

Once the PO is closed it will be visible in Canopy

PO Process

The Vendor copy of the PO • should be sent to the vendor by me, TAMU, or the

department contact to initiate the order Department keeps the department copy for records Department requests an invoice from the vendor

with the PO# referenced That invoice is then used to request payment from

Accounts Payable with a Voucher Prep form You must reference the PO# on the Voucher Prep

form!

After the PO is created

For paying the invoice! Monitor your open commitments on Canopy If you decide to cancel the items or service

you must tell me so that I can complete the PO. Otherwise that amount will stay encumbered and you will not be able to use that money.

At the end of the fiscal year make sure to check that you do not still have funds encumbered in a PO or it will roll over to the next fiscal year.

You are responsible

Open Commitments (Open POs)

These are items that we inventory and require

an asset tag (barcode) and are entered into FAMIS

Examples:• Cameras $500 – 4,999.99• TV/VCR/DVD/Camcorder $500 – 4,999.99• Tablets/IPads $500 – 4,999.99

Controlled Assets

When the asset is received you must record and send to

inventory:• PO#• Description• Cost• Manufacturer• Serial Number• Model Number• Acquisition Date (received)• Department Code• Building Number (FH=1, WH=4)• Room Number• Other Information (Name of the user)

Assets

Questions?