Purchasing Principles

1. Purchasing Principles North Georgia College & State University Office of Materials Management

2. Purchasing Methods P-card Used for small dollar purchases, office supplies, items on contract and registration fees. Paper Check Request Used for reimbursements, invoices & non-employee travel $100.00 or less. ePro Requisition All other purchases Expense Request Employee travel & reimbursement WEX Fuel Card Used for fuel purchase (State Owned vehicles only)

3. Types of Purchases Sole Brand-Normally used to match existing equipment. Sole Source-No other sources are available. (Must be posted for five days on the GPR) Open Market-Purchase made in the open market. Emergency-Used when possible loss of life or property. (Notify Materials Mgt.) Intergovernmental- Purchase agreement from one state agency to another. Mandatory Source-Georgia Correctional Institute and Georgia Enterprise. Contract-Agency or State Wide Contract.

4. Check Surplus/Excess Property This is the first step in the purchasing process. Requester should check for Surplus & Excess Property availability prior to making any purchase request. There may be used property or equipment available at no cost or minimal cost through State Surplus channels. Contact Materials Management at x1940 for more information.

5. Mandatory Sources Mandatory sources must be checked prior to seeking out any other vendors. If the service or item is available through one of these sources, the purchase to the mandatory vendor is required. Exception can only be granted through the Office of Materials Management and D.O.A.S. Process Improvement.

6. Mandatory Sources State Wide Contracts Contracts which have been competitively bid through the State Purchasing Division (SPD). Contract number, NIGP number, expiration dates and payment terms/discounts are required on the Purchase Order. These contract may be viewed on the Georgia Procurement Registry located at http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp or the Materials Management Web Site located at http://www.ngcsu.edu/Bus_Fin/MatMgt/Purchasing/purchasing.htm

7. Mandatory Source Agency Contracts Contracts that have been competitively bid by NGCSU. Contract is for one year with the possibility of four renewals. Contract number, NIGP Number and expiration date must be referenced on the request or p-card summary. These contract can be view at http://www.ngcsu.edu/Bus_Fin/MatMgt/Purchasing/purchasing.htm

8. Mandatory Sources Georgia Correction Institution (GCI) State agencies are required by statute to purchase certain products and services from Georgia Correctional Industries (GCI) and Georgia Enterprises where the products being purchased have been certified in writing. In the case of GCI, the Commissioner of Corrections must certify the products. The State Use Council must certify products for Georgia Enterprises. Products and Services not certified are not mandatory purchases under the Official Code of Georgia. Primarily Furniture

9. Purchasing Thresholds All purchases $5000.00 and over, not available through a mandatory source, must be competitively bid. Public works projects $10,000 and over Requisitions requiring competitive bid should be submitted well in advance to allow time for preparation of solicitation documents and the bid process.

10. Purchase Request Submitted through the eProcurement Module. Users require set-up prior to use. Requires self service login/password. Basic instruction available on the MM Website for Creation, manager approvals & Delegating approval authority

11. Create an ePro Request Follow Business Process EP.020.500 Category Code (NIGP#) applies to the product or service. (Reference contract if applicable) Select vendor from database. If the vendor is not available, identify vendor in the suggested vendor location. (Allow more time for processing) If in contact with vendor, request W-9 information.

12. ePro Request Con�t Line description should be clear and concise. Attach documentation to the ePro Requisition or send in the mail to Materials Mgmt. Documents that support the purchase includes: Quotes Invoices for contracted items Food Justification Form Sole Source/Sole Brand Forms W-9 Form

13. AdHoc Approval Requirements Technology Purchases Software-Jim Webb Audio/ Visual-Eric Nelken Hardware-Steve McLeod Physical Plant Items (Installations, electrical, construction & etc�) Todd Berman Publications/Advertisements Kate Maine

14. Account Information Chart of accounts located on the �N� Drive. ePro requires all accounting fields. (714110 10500 4012000 16300 11000 153) (714110 10500 4012000 16300 11000 153) (714110 10500 4012000 16300 11000 153) (714110 10500 4012000 16300 11000 153) (714110 10500 4012000 16300 11000 153) (714110 10500 4012000 16300 11000 153)