September 16, 1998
To: All Departments
From: Diana Boubel, Director of Purchasing and Inventory
Subj: University Policy
University Policy C-10 states "Unauthorized purchases of any nature whatsoever shall be a personal obligation of the individuals making such purchases, and will be non-binding on the University."
THIS POLICY APPLIES TO ALL PURCHASES, INCLUDING PROFESSIONAL SERVICES.
Did you know that professional services include guest lecturers, guest speakers, guest artists, guest performers, etc.? We have been through a transition over the last several months changing professional services from voucher processing to purchase order processing. We have been lenient during this re-learning period. However, it's time to get in the groove and be sure we are compliant with University policy.
FOLLOW THESE STEPS TO INSURE YOU'VE COMPLIED WITH UNIVERSITY POLICY REGARDING PROFESSIONAL SERVICES:
Negotiate your contract and dates with your speakers, lecturers, etc.
As soon as the contract amount and date are set, enter a requisition. Enter separate lines for each date. Purchasing will complete the purchase order and the rest is a cakewalk (especially if multiple dates are involved). DON'T FORGET: If the contract exceeds $25,000 it must be posted for three weeks on the State Business Daily before the purchase order can be completed. This has to be BEFORE THE performance, lecture, etc. date.
After the contract is completed and signed, forward a copy to Purchasing, referencing your original requisition number or the PO#.
When it's time to make payment, make the receiving entry and be sure that A/P has the invoice by noon on the Wednesday before the Thursday on which the check should be ready.
REMEMBER: Screen 228 will show you at a glance the PO quantity and amount, the received quantity entered to date, and the invoiced quantity and amount entered to date for each line item.
And DON'T FORGET!!! This policy applies to all purchases.