1. AABC Contracts and Purchasing
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2. Today’s Agenda Welcome! Why Review Contracts Level of Impact
Submit Contracts to??
Contract Process
Payment Request
PSC PO
Budget Authority VS Contract Authority
Things to Remember
Additional Resources
Purchase Card
BennyBuy
Questions
OREGON STATE UNIVERSITY

3. Why review contracts?
Better align with the future of purchasing (eProcurement).
Transparency & Consistent processes applied across the BC
Streamlined process for faster service
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4. Who is impacted by the changes?
Customers
Level of impact varies by department
Retains vendor relationship and control over contract terms
Units
Reduction of contract worksheet and contract duplicate input
Efficiencies in reducing the level of go-between transactions
PCMM
Potential for additional questions
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5. Who do I submit my contract requests to?
Contracts should be sent to AABC, please send to *Note: Virginia Kestler will be monitoring the inbox for Plaza supported units. Coordinators will be monitoring the inbox for SEC supported units.
OREGON STATE UNIVERSITY

6. Contracts/PSC Process
Department initiates/reviews contract
Review Scope of work, unallowable items, etc.
Review of the insurance need
Sends to AABC
AABC
Reviews the contract
Sends to the appropriate PCMM Group
Receive Vendor and Department signature
Verify current vendor or set up new vendor
PCMM
Reviews contract/PSC
Negotiates contract with vendor
Signs Contract
Executes agreement and provides copies to all parties
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7. What is a Payment Request Form? When can one be used?
Payment Request is for Personal Services that are low risk and under $5,000 do not require a PSC. They can be processed through a payment request form or paid off an invoice
Departments should assess the risk and nature of the scope of work for each service. AABC can assist with this review.
While a PSC is not required, if the department feels a PSC, with standard terms & conditions plus insurance, would help cover OSU in any instance, a PSC can still be written for any service.
Examples: Speakers, DJ’s, Small Performance Groups
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8. What is a Purchase Services Contract? When should a PSC be used?
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9. What is a Purchase Order? When is one required?
POs are basically contracts, but in a preset format, which is more streamlined and easily understood
Purchases over $5000 must have a PO or contract
Services can also be procured through POs if a PSC is not considered necessary
Goods purchases are usually procured through POs
Purchase Orders
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10. Budget Authority vs Contract Authority
Delegated by the Office of the Provost to unit/department head or delegated person responsible for a university index and who must approve the expenditure of funds from that index.
Contract Signature Authority
Delegated to Contract Officers from the VP for Finance and Administration for specific types of contracts. Only contract officers are authorized – anyone who signs on behalf of OSU takes on personal liability of commitments, except interdepartmental agreements.
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11. Things to remember….
Go to the PCMM webpage for forms whenever possible. This will insure you use the most up-to-date forms whenever PCMM has a new revision.
Purchasing limits at: $5000, $25,000 and $150,000.
If a PSC is used, the vendor must provide an invoice for payment to be processed
Be mindful of BOLI PWR work at any dollar amount
Any contracts involving horses should be brought to PCMM’s attention.
OREGON STATE UNIVERSITY

12. Additional Resources
Conflict of interest – Procurement and Contract Services (PaCS) Manual – 101 Procurement Ethics and Conflict of Interest
purchasing-and-contract-ethics/101-procurement- ethics-and-conflict-interest
Procurement and Contracting Essentials – Your Guide to Successful Contracts and Procurements at OSU
/pacs/resources/pacs_essentials_march2018.pdf
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13. When can a purchase card be used?
P-Card purchases are restricted – please see Business Affairs site for specific listing
P-Cards provide the ability to make fast purchases of low dollar value items
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14. When can BennyBuy be used?
BennyBuy is currently most effective on purchases between $1-$25,000, for goods and some services
Small dollar “punch-out” or catalog orders with Staples, CDW, Office Depot, Waxie, etc
BennyBuy can be used to make purchases with any vendor that is in the Banner system, through the Purchase Request Form
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15. What’s new in Benny Buy? Contracts module has been purchased
PCMM is in the process of tailoring to meet OSU’s needs
PCMM is completing an Advancement Process to have more campus-wide involvement
Contracts module will include new request form
OREGON STATE UNIVERSITY

16. OREGON STATE UNIVERSITY