1. WPUNJ Purchasing Department What’s New in Purchasing Fall 2018

2. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Agenda
Operational Update and Changes
Purchasing Process Flow Chart
Requisition Processing Requirements
Competitive Quotes and Bid Waivers
New Vendor Set Ups
Requisition Data
P-Card Program
Coming Attractions
Electronic PO Distribution
Upgrade to Banner 9
Purchasing Website Enhancements

3. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Mission and Operating Strategy
Assist the University community in making purchases for the operation while assuring compliance with State of New Jersey and University procurement and contracting policy.
Through strategic purchasing initiatives, the Purchasing Office is focused on leveraging the University’s expenditures to reduce cost, avoid cost, and improve processes to increase efficiencies.

4. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Purchasing Staff
Angela Abreu
Jacqueline Bunch
Carrie Harris
Steve Sondey
Location: College Hall Room 320

5. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018

6. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Requisition Processing Requirements
State Requirements
$17,500
PL2005 Chapter 51 and Equal Employment Opportunity (Cumulative by fiscal year)
$10 Million
$2 Million
Report to Comptroller before bid
Report to Comptroller after award
$4,995
BRC (one time)
$6,000
$10,000
$33,300
Public Advertised Bid or Bidding Exception* or Board of Trustees Bid Waiver (Cumulative by fiscal year)
3 written Quotes or Bidding Exception* or Purch. Dept. Bid Waiver
3 verbal Quotes or Bidding Exception* or Purch. Dept. Bid Waiver
Bidding Requirements
Applicable for all orders and change orders. * Bidding requirement is satisfied by using: State contract, GSA contract Schedule 70 or 84, nationally recognized public bid co-operative contract. Bid Waivers: < $33,300 issued by Purch. Dept. $33,300+ issued by Board of Trustees. Due diligence is required for all purchases.

7. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Competitive Quotes
3 quotes from 3 different companies
Counts if vendor does not respond
Document in or use new form
Forward to

8. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Waivers
Not Automatic - Must match one of 27 allowable categories
Must provide a justification as to why bidding is not feasible
Under $33,300 – Purchasing Department Waiver
No longer University Waiver
Document in or use form
Forward to
$33,300 and Above – Authorized by a resolution issued by the Board of Trustees (Board Waiver)
Submit request to your Divisional Vice President
Divisional Vice President requests are routed to Steve Bolyai Sr. VP A/F

9. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Process for New Vendor Set Ups
Improve data entry at start of process
Protect SSN information
Reduce the need for changes
Quicken requisition and invoice processing

10. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Process for New Vendor Set Ups
W-9 is required for all new Vendors
Forward W-9 to
Wait for ID number in
Enter requisition
Do not submit a requisition without a vendor ID
DO NOT put a SSN on a requisition

11. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
IRS 1099 Reporting
W-9
BRC
Vendor Name & TIN
Invoice
Political Contributions Disclosure

12. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Independent Contractor or Employee
Use the questionnaire to determine correct classification when services are being provided by an individual.
Contact Glenda Jara
Automatic Clearing House (ACH) Payments
Increase utilization of ACH payments to vendors

13. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Requisition Data
Items must be descriptive
Do not use Confirming Order
In Doc. Text enter Do Not Send PO

14. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Requisition Data
Updated Account Code Listing
Definitions provided
Listing is on the website
76020 Equip. < $1,000: Based on Unit Price
76030 Equip. =/> $1,000: Based on Unit Price
Purchase Orders
Custom PO Numbers
P199 – SO, P198 – Capital, P193 - Grants

15. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Instead of ing staff members send requests to generic
W-9 and vendor changes
Close purchase order
Delete requisition
Increase/decrease PO
Competitive quotes
Purchasing Dept. waivers

16. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
P-Card Program
Now administered by Purchasing
No changes in program
Program Administrator
Jacqui Bunch

17. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018

18. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Electronic PO (PDF)
Requestor Name and Department added
Terms and Conditions added
Send PO as PDF attachment on e- mail
Copy to vendor
Copy to requestor
Will implement in October. Look for announcement.

19. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
PO Distribution to Vendor
e-PO to Vendor: Enter vendor in vendor cell on requisition
Mail PO to vendor: Do not enter a vendor on the requisition.
No PO to vendor: Do not enter a vendor on requisition. Enter Do Not Send PO in requisition document text print.
Will implement in October. Look for announcement.

20. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Upgrade To Banner 9
New requisition form
Save requisition “In Progress”
View requisition as PDF before completing
Delete requisition
Vendor address drop down list

21. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Purchasing Website
P-Card Page
Additional enhancements are under development
Updated policy and procedures
Common purchases
Contract listing
Preferred vendor listing

22. WPUNJ Purchasing Department What’s New in Purchasing - Fall 2018
Thank You
Questions?
Suggestions?