Governance Transition & Purchasing and Contracting Overview of UO Purchasing & Contracting After July 1, 2014 Presented by: Catherine Susman

UO Purchasing & Contracting Policy Currently still based on Oregon University System Oregon Administrative Rules (“OAR(s)”) OUS OARs are still in full force and effect even though the Governance Transition occurred July 1st Approved Forms Use Required All Forms were updated as part of the Governance Transition – please go to PCS’ Website

Oregon Administrative Rules Chapter 580 – 061-0000 OUS Code of Ethics Annual Statement – still required References to OUS are considered to be references to UO. (see Section 170(8) of SB270)

https://casitweb.uoregon.edu/pcsforms/code-of-ethics OUS Code of Ethics https://casitweb.uoregon.edu/pcsforms/code-of-ethics

Procurement Thresholds Direct Procurement ≤ $25,000 Informal Procurement $25,000.01 to $150,000 Formal Procurement $150,000.01 + Alternative Procurement

Authorities vs. Contracting Authority Authority to Commit Department Funds (to allow use of budget funds) vs. Contracting Authority (enter into a written or oral contract)

Authority to Commit Departmental Funds Authority to internally allow use of department funds (i.e. who allows the purchase within your department – not who actually makes the purchase.)

Designation to Commit Funds Authorities Designation to Commit Funds Budget Authority Department Staff

Contracting Authority Authority to enter into an oral or written contract on behalf of UO

Authorities UO Contract Officers Chain of Delegation University Board UO Contracting Authority Delegated to Contract Officers by UO’s VP of Finance and Administration August 30, 2012 Memorandum regarding Delegation of Signature Authority (still effective) https://pcs.uoregon.edu/content/commitment-funds-and-delegated-signature-authority

Authorities Level 1 and Level 2 Contracting Authority Delegated by PCS Director Level 1 Contracting Authority (L1CA) Less than or equal to $5,000 Purchase Order, Direct Billing Invoice Must use Approved PO Form Level 2 Contracting Authority (L2CA) Less than or equal to $25,000 Approved level 2 contract forms Delegated Department Personnel Delegated Department Personnel Delegated Department Personnel

UO Department Approval Authorization Obtain by completing the Department Approval Authorization Form Available online at: https://casitweb.uoregon.edu/pcsforms/

Contracting with Individuals All individuals must be Independent Contractors. - No UO direction and control - Rarely UO employees (requires PCS review and approval) - External review when services are provided in foreign countries - Must complete Independent Contractor Certification

Tools & Support Policy Practitioners Guide Training Templates Written Procedures and Instructions Website Direct assistance from PCS Staff via phone, email and in-person meetings; and Central Emails: contract@uoregon.edu purchaseorder@uoregon.edu pcard@uoregon.edu competitionsupport@uoregon.edu

Questions