contracts, procurement, and risk management thursday, august 21, 2008 9:30 a.m. open forum
TRANSCRIPT
Contracts, Procurement, and Risk Management
Thursday, August 21, 2008
9:30 a.m.
Open Forum
Topics of the Day New “Contracts, Procurement, & Risk Management” Org People Soft 9.0 Requisition Training Accessibility Updates P-card Updates and Changes AP – Hospitality and Guest Lecturer Update Procurement Guidelines Small Business and DVBE Annual Report Travel Update Q & A
Stay to learn more about international travel with Joe Risser and John Battenburg
Contracts, Procurement, and Risk Management
Matthew RobertsDirector
Greg MelnykPurchasing Mgr
Joe RisserRisk Mgr
Tessa BetzAdmin. Coordinator
Brenda TeschBuyer Lead
Georgia WellsBuyer
Leah KirklinBuyer
Suzanne LaCaroBuyer
Student AssistantsMikie Stock
Workers Comp.
Dru ZachmeyerContracts Mgr
People Soft 9.0 Requisition Training
Emails to sign up for a training session were mailed out 8/1/08 and 8/15/08
If you have not signed up for training please email Tessa Betz at [email protected] to request a time.
Full
Full
E&IT and AccessibilityProcurement Workflow Update
FY 07/08 progress
Guidelines for processing E&IT Acquisitions
E&IT Product Procurement Workflow
FY 07/08 Progress
Cal Poly Accessibility Awareness
New Cal Poly Accessibility Web Template
Software Accessibility Review and Purchase
E&IT Product Accessibility Review and Purchase
Electronic & Information Technology (E&IT) Product Procurement Workflow
Date of Last Revision: 8/14/08
E&IT Product cost under $3,500
E&IT Product cost between $15,000 -
$49,999
E&IT Product cost over $50,000
Contact CPRM, Brenda Tesch for
instructions, ext 6-1299
YesYes
No
Process a requisition. Send to CPRM with
BackUp
CPRM processes a purchase order.
Sends to contractor
E&IT Product cost between $3,501-
$14,999
Fill out and submit E&IT Acquisition Checklist to Craig
Schultz
Yes
Fill out and submit E&IT Acquisition Checklist to Craig
Schultz
Upon receipt of the E&IT Acquisition
Checklist, the Section 508 Compliance
Officer will request the VPAT and any
supporting documentation from
the contractor
Once the Acquisition Checklist and VPAT have been approved, process requisition,
send Back Up to CPRM
CPRM processes a purchase order.
Sends to contractor
VPAT form & instructions to fill out, are located at http://www.calstate.edu/Accessibility/EIT_Procurement/VPAT_Guide.htmlContact Mary Shaffer for any questions, ext 6-5538
NoNo
Purchase E&IT product with
P-Card
Purchase E&IT product by Direct-Pay
Yes
E&IT Acquisition Checklist will be available in mid-September. Work with your LAN Coordinator in filling out form. Contact Craig Schultz with any questions, x6-6117
Process a requisition. Send
to CPRM with BackUp
CPRM processes a purchase order.
Sends to contractor
E&IT Acquisition Checklist will be available in mid-September. Work with your LAN Coordinator in filling out form. Contact Craig Schultz with any questions, x6-6117
PCard Handbook Updates
As of September 1, 2008, we have a new updated Pcard Handbook.
The new handbook includes hospitality changes, new accessible format, and an updated reconciliation report.
The new Handbook will be found on our website under http://www.afd.calpoly.edu/purchasing/Forms.htm
starting September 1, 2008.
Hospitality Expenses
What are Hospitality expenses? The provision of meals, refreshments, promotional materials, gifts,
awards, or reimbursement of travel expenses to official guests, to students and to employees. Hospitality includes expenses or activities that promote the University to the public, usually with the expectation of benefits accruing directly or indirectly to the University and may include the provision of gifts awards, and promotional materials.
How do I determine if the Hospitality expenses I’m requesting be paid are allowable? Review the Hospitality policy (
http://www.afd.calpoly.edu/FiscalServices/Forms/HospitalityPolicy.pdf) this policy spells out common definitions and provides a useful grid that enables the user to determine which expenses are allowable and what funding sources can or cannot be used
Hospitality Expenses
Hospitality Expenses
What payment methods can I use to pay for Hospitality expenses? Pay for them on your own then submit an expense
reimbursement using a Direct Pay Form Meals provided by campus dining can be billed to the
requesting department
The Procurement Card may not be used for any Hospitality expenses
Hospitality Expenses
What kind of documentation do I need to provide for hospitality expenses to be paid? A list of attendees Whether or not there was an official guest in
attendance at the event (list the name of the official guest)
Whether or not alcohol was served An itemized receipt
Guest Lecture Payments
Guest Lecturers are individuals that will be paid thru Accounts Payable as an independent contractor and could be providing any of the following types of services: Guest Speakers/Lecturers Artists Poets/Novelists Instructors Performers
Guest Lecture Payments
Issues to take into consideration prior to engaging a Guest Lecturer to provide services: What is the frequency of the work to be performed? Is there a contract with the Guest Lecturer? What is the dollar value of the contract with the Guest
Lecturer? Is the Guest Lecturer a non U.S. citizen? If so have them
call Payroll Services prior to commencing services. What is the nature of the services to be performed. Are
you engaging a chainsaw juggler or a basketweaver?
HIGH RISK SERVICES TO BE PROVIDED? MAY WANT TO TALK TO CPRM ABOUT INSURANCE/LIABILITY ISSUES.
LOW RISK SERVICES? MAY NOT NEED TO TALK TO CPRM ABOUT INSURANCE
OR LIABILITY ISSUES.
Procurement Guidelines
New Procurement Guidelines Brochure to be available mid Sept
Direct Pay forms
Reminders about: State funds and Corp (Discretionary) funds Donations and loaned equipment
All purchasing requirements remain the same especially for contracts/agreements, service contractors and insurance requirements.
Small Business & DVBE
State mandated goals Small Business 25% of spending DVBE 3% of spending
Cal Poly is committed to this initiative
Widespread acknowledgement of benefits
Significant State and CSU focus
Substantial support from business
Small Business & DVBE
CONGRATULATIONS CAL POLY!
In FY 07/08 we performed much better than in past years
We achieved: Small Business 27.5% of spendingDVBE 1% of spending
Travel Update From SLO Airport to LAX and SFO
American Airlines and Delta have suspended services United Airlines and US Airways remain This represents a 30% reduction to Cal Poly’s 750 airlines seats per year
From Santa Maria Airport to LAX United Airlines service remains
Alternative travel to LAX and SFO Enterprise Car rental (free airport to airport drop-off) Silverado Coast Flyer to LAX ($49 one way fare)
Book air travel well in advance through Giselle’s to assure State Y-Cal fares and seat availability
Question & Answer
Thank you for attending!
Please stay to hear more about, University guidelines, procedures, insurance and forms necessary for academic program
management of risk in international travel.