WELCOME to Buying 101 “An Overview of Buying” Prepared and Presented By Student Affairs Buyers Council Office of Student Affairs Students First Please complete Name Tent with the following Name Organization Buying Role On the 3X5 Card, please write (anonymously) one question you have about buying (the most important question or concern that you would like to have answered) i.1

Student Affairs Buying 101 Presenter/Facilitator Students First Presenter: Dan Allen Director - Business Services 830 Lincoln Tower PH: Facilitators: Cathy Collins Associate Director – Procurement & Payables Operations 830 Lincoln Tower PH: Charlie Coutellier Assistant Compliance Officer/College Buyer 830 Lincoln Tower PH: i.2

Student Affairs Buying 101 Housekeeping Items Students First Restrooms Breaks Lunch i.3 Be on Time – we have a lot of material to cover No cell phones or pagers Be courteous to others and treat everyone with respect Stay on task (stay focused) Everyone participates PLEASE:

Student Affairs Buying 101 Student Affairs Organization Chart i.4

Student Affairs Buying 101 Introductions Students First Name Position Department & Organization (from the organization chart) Length of time at OSU Length of time in current position Buying Roles (may have more than one role) Examples: - Requester - Manager/Reviewer - Buyer - Requisitioner - Reconciler General Types of Items Purchased i.5

Student Affairs Buying 101 Student Affairs Buyers Council would like to thank the following organizations for reviewing the course materials for accuracy and content: Students First Thanks University Purchasing Internal Audit University Controller’s Office Business & Finance i.6

Student Affairs Buying 101 Introduction & Course Materials Review Students First Topic

Student Affairs Buying 101 Global Course Overview Students First Course Goals Enhance communications on buying/procurement terms, processes and procedures Share experiences and procedures to help obtain the best possible products and services at the best prices Enhance awareness of key “Internal Controls” and roles & requirements associated with buying, expenditures, and fiscal responsibilities Understand how to get additional fiscal and procurement-related assistance Strengthen our Student Affairs buying teamwork 1-02

Student Affairs Buying 101 Course Overview Students First This course is intended to augment, not replace, existing University provided courses. Additionally, this course does not qualify participants to become “buyers.” However, our Buying 101 class fulfills the University’s requirement for completion of the University Controller’s “Introduction to Your Business Responsibilities at OSU” course. 1-03

Student Affairs Buying 101 About the Buyers Council Students First The Student Affairs Buyers Council Established in January 2003 Members consist of representatives from each of the Student Affairs Directorate levels The council identified that buyers training is needed to increase awareness of buying procedures and requirements for all levels of staff involved with purchasing goods and services provide consistent information on buying policies and procedures learn from each other on buying successes See Appendix A for Buyers Council Information. 1-04

Student Affairs Buying 101 Mission Linkage Students First Effective buying procedures are a critical link to keeping “Student First” By helping ensure that we are providing the best possible goods and services at the best price (effective resource management) we will be able to better provide the level of service our customers have come to expect. Through effective resource management, we are better able to provide the best Facilities Meals Programs, and Support Services With state and federal reductions to universities (in general), students and their families are now having to pay considerably more for higher education. On average, it is now taking 50% more of a family’s total income to pay for higher education than it did just 10 years ago. Many believe that the cost of higher education is becoming a crisis. 1-05

Student Affairs Buying 101 Course Format Students First What can you expect? We will discuss the information for each topic As appropriate, groups will be given scenarios, and each group will Work as a team to determine best solution Brief the team solution As appropriate, your individual questions on the 3x5 cards will be answered throughout the course. 1-06

Student Affairs Buying 101 Course Topics Students First Topic 1: Introduction & Course Materials Review Topic 2: Where it all begins Topic 3: University-Wide Roles and Responsibilities Topic 4: Budgets, Accounting, and Timelines Topic 5: Contracts Topic 6: Ethics in buying at OSU Topic 7: Reporting Errors and Problems Topic 8: Minority Business Enterprise (MBE) purchases Topic 9: Buying Requirements & Other Considerations Topic 10: Roles and Responsibilities for Procurement Process Topic 11: Overview of Procurement Processes Topic 12: Procurement Methods Topic 13: Documentation & Retention Requirements Topic 14: Buying 101 Review Topic 15: Summary 1-07 BIG PICTURE Buying Considerations and Requirements Buying Processes, Methods & Documentation

Student Affairs Buying 101 Recognized Differences Students First Different Accounts Payable (A/P) processing locations Approximately 80% of the Student Affairs operations process their invoices for goods and services through the Student Affairs Business Office’s satellite accounts payable office. The remaining 20% of the Student Affairs operations work directly with University Accounts Payable for processing payments for their goods and services. All payments for refunds and reimbursements (FAS-12s) for Student Affairs are processed by the Student Affairs Business Office. When discussing the A/P processing, depending on which location is used, procedures may differ slightly. 1-08