University of Miami Purchasing Department

1. University of MiamiPurchasing Department Policies and Procedures Presented by: Tariq Syed, Senior Buyer 01/15/2008

2. 2 Procurement Methods Purchase Requisition/Purchase Order Information on the Web Topics

3. 3 Procure any goods or services required by University Departments Examples: consulting services equipment maintenance office equipment and furniture catering Purchase Order Use

4. Submit an approved purchase requisition via UMeNET or a paper requisition, along with any supporting documents including quotes and/or contracts provided by the suggested vendor. Purchasing issues a purchase order and signs contracts from the vendor. ONLY BUSINESS SERVICES signs contracts Accounts Payable pays the vendor's invoice based on the agreed upon payment terms. 4 Purchase Order Process

5. Supporting Documents 5 Proposal(s)/Quote(s) Contract/Agreement Any document from the vendor describing good/services and price Sole source justification if the purchase exceeds $10,000 and no other vendors can provide the goods/services

6. Before submitting to Purchasing In Compliance with Budget & Expenditure Policy? All Relocation Expenses All Hiring of Consultants All Capital Equipment equipment >$2,500.00 generally used with subcodes 6103, 6101, 6105 etc. All Orders >$25,000.00 (except for Capital Equipment) All Change Orders >$25,000.00 MUST BE APPROVED BY MANAGEMENT COMMITTEE Provost LeBlanc Dean Goldschmidt & Joe Natoli (Approval processes differ by division) 6

7. Approval Process Medical Campus (Division 30) Ms. Eva Lazan/Mr. Fitzpatrick Business & Finance (Division 40) Approval by area VP ? Subcommittee Approval All Others (Division 10, 20, 50 & 60) Approval by Mr. Mark Diaz 7

8. Purchase Requisition Process 8 Purchase requisitions are assigned to Purchasing staff by commodity and dollar amount. The buyer processes the order taking the following into consideration: Is the vendor in the University�s vendor database? Are competitive bids required by policy? If a contract is attached, are the terms acceptable? Does the vendor deliver, install and/or provide services on campus? Do any other University policies apply to the purchase?

9. UMeNET http://enet.miami.edu 9

10. 10 New Vendors

11. Competitive Bidding

12. 12 Competitive Bidding

13. 13 Goods or services costing up to $10,000 may be obtained by means of reasonable business judgment. $10,001 - $100,000 prices should be obtained from at least three vendors. (Orders greater than $25K require Committee Review) $100,001+ Written quotations should be obtained from at least three vendors via the sealed bid process. Contact Purchasing. Competitive Bidding (cont�d)

14. 14 Bid Process

15. Sole Source

16. 16 When requesting a sole source designation a written and signed explanation by the authorized signatory or Principal Investigator for such a request must be submitted with a requisition form. Final acceptance of a sole source justification will be at the discretion of the Purchasing Department. Sole Source

17. 17 The brand, make or specifications are available only from one source or from the original manufacturer and a different brand, make, or specifications would be incompatible with currently owned equipment, facilities or research in progress The item is required immediately to avoid class delays, research interruptions, or could result in a hazard to property, faculty, students or employees Sole Source Justification Form Sole Source

18. Contracts

19. Contracts/Binding Documents 19

20. Contracts/Binding Documents (cont�d) 20 End User Responsibilities: Review document and initial if approved. Send purchase requisition and contract to Purchasing. Purchasing responsibilities: Review contract Involve General Counsel if needed Sign contract or obtain required signatures. Forward signed contract to vendor along with purchase order.

21. Insurance

22. Insurance 22 If the vendor delivers, installs or provides services on campus, the following occurs: Purchasing checks the vendor database If current insurance is not on file, a request is sent to Risk Management Risk Management contacts the vendor and requests a certificate of insurance naming the University additional insured Vendor Insurance Requirements

23. Exercise 23 Purchase Requisition Activity

24. Other Payment Methods 24 American Express Corporate Card Pcard Check Requisition/eCheck Req

25. Corporate Card 25 American Express Corporate Card Travel expenses such as airfare, lodging and meals. Issued after the employee's credit is approved by American Express. Not intended for purchase of equipment or furniture. Each corporate card member is responsible for all charges on his/her charge card. Reimbursement submitted through BERF Fore more info: www.miami.edu/pcard

26. PCard 26 Purchases of items with a value of $2,000 or less Membership dues, seminar registrations, and subscriptions. Limits: Up to $2,000 per transaction, $10,000 per month. Can not be used with �6� account www.miami.edu/pcard.

27. Check Requisition 27 Used only when other payment methods are not more appropriate One-time payment for bands or musicians Honorarium Not to be used for services or repetitive purchases of goods eCheck submitted through UMeNET and Payroll/Disbursements will issue a check

28. Additional Resources University Wide Contracted Vendors Expense Sub Object Codes 9/2/2012 28

29. Information on the Web 29