Certificates of Insurance Office Machine Repair Service Urbana Purchasing Changes in Services: Certificates of Insurance Office Machine Repair Service

Certificates of Insurance Why do we request a Certificate of Liability Insurance from a vendor? Ensures the vendor has adequate liability insurance to cover any damages the vendor may cause while working for the University. The level of risk to cause harm/damage drives the amount of insurance requested from the vendor.

Certificates of Insurance The approval of Certificates of Liability Insurance has moved from the Office of Public Safety, Office of Campus Risk Management to: Urbana Purchasing Office Janet Milbrandt OBFS Contracts Office Nicole Stewart University Risk Management PJ Kale Purchase Orders Caterers Charters Example: A department wants to use a caterer not on the approved caterers list. The department must work with the Urbana Purchasing Office to ensure all minimum University requirements are met prior to the use of the caterer. Revenue generating agreements Revenue Sharing Agreements (Concessions) DIA rents the Colonnades Club in Memorial Stadium to outside individuals and organizations. Special Events (outside users at UI facilities) RSO activities at UI facilities F&S Capital Projects Real Estate OSPRA CRCE rents space to a Post Prom organization that brings in outside vendors to provide entertainment.

Does this apply to catering? YES! What is a caterer? A vendor who serves food and/or liquor at a University sponsored event, regardless of the location. Generally speaking, a catering activity involves serving food and/or liquor at an event with members of the general public in attendance, in addition to University employees.

APPROVED CATERER Description Required Forms Payment An approved vendor has submitted the required certificate of insurance liability that meets the minimum requirements established by the University of Illinois. Note: The vendor may not be on file with University Payables. Certificate of Liability Insurance P-Card If the vendor only drops off food and under $5K Purchase Order The vendor sets up equipment or serves food and/or alcohol. A contract or deposit is required for the event. APPROVED CATERER - Liquor Meets all of the requirements of approved caterer, plus the liquor insurance liability requirements established by the University of Illinois Same as Above

Examples when it’s NOT catering The purchase is paid by personal funds that will not be reimbursed by the University. The purchase is made at a store, e.g., cookies are purchased for department treats. An employee brings home-made treats for the office. The unit head tells the staff s/he is treating the office staff for lunch, and orders in pizza from a local pizza business.

Where is the approved caterer’s list? The approved caterer’s list currently resides on the Campus Risk Management website at: http://www.dps.illinois.edu/riskmanagement/certs.html The approved caterer’s list will be transitioned to the OBFS Urbana Purchasing website in the near future. What if the caterer I want is not on the approved caterer list? Plan ahead to allow for the approval of all the required documents, including a requisition and attachments (if applicable) prior to your event to allow for processing. Provide the vendor with the Risk Management link that lists the minimum insurance requirements and submission instructions: http://www.dps.illinois.edu/riskmanagement/information.html

Contracted Vendors & Master Contracts What is a Contracted Vendor and where is the list? A contracted vendor has a master contract with the University of Illinois and meets all the University’s minimum insurance, and any public health and liquor (if applicable) requirements. Currently, there are no master contracts for catering vendors. The Urbana Purchasing Office is working to establish master contracts for caterers in FY11. Once these master contracts are finalized, a list of contracted catering vendors will be posted for public viewing.

Contracted Vendors & Master Contracts Advantage of using a contracted catering vendor The department is allowed to use their P-Card for the event (up to P-Card limits). What if I want a caterer not on the contracted catering list? The department will need to follow the current policies regarding using P-Card or process a requisition/purchase order and/or a contract with the vendor.

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Office Machine Repair Service OMR

What is OMR? (Office Machine Repair Service) Purchasing acts as an intermediary between the vendor and campus units for office machine repair service. Applies mostly to copier maintenance agreements. Service includes fax machines, typewriters, and other miscellaneous equipment. All invoices for monthly copier meter reads and repair service calls are paid by Purchasing using standing purchase orders. The invoices are charged to the departments using journal vouchers.

FY09 OMR Service Statistics   Amt Paid - Agreements % of Agree $ Svc Agree Invoices % of Invoice - Volume-Agree Amt Paid -Svc Calls % of Svc Call $ Svc Call Invoices % of Invoice - Vol Svc Call Copier $ 721,583 89% 4,621 98% $ 5,007 42% 30 48% Fax $ 25,360 3% 78 2% $ 3,016 25% 21 33% Microfiche $ 36,069 4% 4 0.1% $ 882 7% 3 5% Typewriter $ 15,421 16 0.3% $ - 0% - Misc $ 8,756 1% 9 0.2% $ 2,999 14% Total Machine Repair $ 807,189 4,728 $ 11,904 63 DP/Switches $ 312,318 7 Total OMR $ 1,119,507 4,735

OMR Equipment by Type

OMR Copiers by Manufacturer

The Meter Read Cycle Monthly Copier Meter Read Vendor submits invoice to Payables Invoice is Paid - Payables OMR prints Invoice from Banner OMR Identifies Department & C-FOP Journal Voucher to Department The Meter Read Cycle

The Service Call Cycle Department Contacts OMR OMR Contacts Vendor Vendor Contacts the Department Vendor Performs Repair Service – Sends Invoice Invoice Paid – Payables (Rantoul) Purchasing Prints Invoice from Banner OMR Identifies Department to Charge Journal Voucher to Department The Service Call Cycle

Copier Meter Read Cycle & iBuy Dept Copier Meter Read entered into iBuy PO is sent to Vendor Dept C-FOP Vendor sends invoice to Payables Invoice Paid -Payables Copier Meter Read Cycle & iBuy Changes to Canon Copier Services: IKON is no longer an authorized Canon service provider. An RFP for Canon machine repair service is being conducted. There will be one Canon authorized service provider beginning FY11.

Service Calls & P-Card I am adding a note Dept contacts Contracted Vendor Contracted Vendor Provides Service Department Pays Contracted Vendor using P-Card Service Calls & P-Card I am adding a note

How will this change be implemented? The Purchasing Office Machine & Repair website will be revised with new process by late-June 2010. A chart with equipment Type, Manuf/Model and the vendor that can be used for service will be posted on the OMR website. Job aids will be available for iBuy requisitions. iBuy training will be offered through the OBFS Training website beginning late-June 2010 through the end of July 2010. Meter Reads: Set up iBuy the first requisition that can be copied each month. Service & Repair: Set up iBuy requisition for vendor for service calls. Answer questions. 1st Copier Meter Read is July 30th

How will Departments be notified? Departments with office machines on file with the OMR Office will be contacted soon with more information. An official OBFS communication will be sent out to campus. Notices will be sent to the BMG and DDDH listserv.

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