1. Kristine Hughes Procurement & Inventory Coordinator Warrior Hall 425G

2.   www.tamuct.edu/purchasing www.tamuct.edu/purchasing  Kristine.Hughes@tamuct.edu Kristine.Hughes@tamuct.edu  Ext. 5477 *If I don’t answer send an email!  Mon-Thurs 7:30-5:30Fri 8-12  What I do: purchasing, P-cards, Inventory, HUB coordinator, food trucks Where to find info?

3.   Is there a need?  Is it cost effective to make this purchase?  Do we have this item in storage or surplus? Desks Tables Bookshelves Computer parts-IT  Is this purchase allowed? Do we need to buy this?

4.   Computers, printers, software, and encrypted drives must be approved by IT.  Cameras and TVs over $500  Items such as wireless keyboards and mice can be purchased without approval. Special Items - IT

5.   Advertising, printing, and promotional items (tumblers, pens, etc.)-Minimum 2 weeks notice  Anything using the logo must go through Public Engagement & Brand Strategy  Assistance: catering, rentals (tablecloths & tables), reserving classrooms, conference rooms, and lecture halls Special Items - Marketing

6.   Food orders must follow policy and be accompanied by a food purchase justification form, NO alcoholform  Memberships must follow policy and be accompanied by an Individual Membership formform Special Items – Misc.

7.   Always check a HUB first! In accordance with 34 TAC §20.13 we are required by law to make a “Good Faith Effort” to purchase from certified HUBs.34 TAC §20.13  A state contracted vendor (DIR or TXMAS)  A vendor that is not on hold with the state (check canopy, ask me, or A/P)  Be competitive and find the best value! Where should you buy from?

8. Search a vendor on Canopy

9.   Historically Underutilized Businesses are small businesses 51% owned by Asian Pacific Americans(AS), Black Americans (BL), Hispanic Americans (HI), Native Americans (AI), American Women (WO), and Disabled Veterans.  A list is provided on the purchasing webpage  The vendor must be certified not just qualify! If they have questions about becoming a HUB I am happy to give them information What is a HUB?

10. We are in District 9 Search by name https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp Search for HUBs

11.   P-card has a transaction limit of $5,000  Purchase Orders should be used for contracts, contract renewals, services, and assets  P-cards cannot be used to purchase a controlled asset (things we inventory)  A PO will create an encumbrance on your account, which is visible in Canopy as an Open Commitment  A PO is a great way to plan ahead and make sure the funds are there when you need them Purchase Order or P-card

12.   Try to use a HUB!  Keep a paper copy of every receipt and email  If items are shipped, keep packing slips and record the received date  Respect the cardholder!  No Sales TAX!! Unless eating IN a restaurant. If a P-card is used

13.   Up to $10,000 – No bids required  $10,000 to $25,000 – Informal or formal bids  $25,000 and over – formal bids only  You may not break purchases down into smaller amounts to stay under delegated purchase amounts Bids

14.   Obtain a quote from the vendor, invoice only if renewal  Fill out a Requisition formform  Include a good description of the item(s) and a vendor contact (name, phone, email), every account being used  Account holder approves and signs, as well as any signatures required  Deliver requisition, quote, and backup documentation to Shaena Cannon in WH425  If this is a new vendor you will need a W-9 from them (check Canopy)  The PO can be requested well in advance, do not wait until the payment is due  You will not get back what you turn in so keep a copy To request a PO

16.  Account splits  The PO can be divided into several accounts by percentage or by amount  Each account must have approval from a signing authority  The PO can be divided over several years. A 3 year contract can be done on one PO. Otherwise you must remember to request a new PO each year.  You can pay more than one invoice with one PO. You cannot use more than one PO to pay one invoice.

17.   After there are 2 signatures from Accounting I will receive the packet  I create the PO  If the PO is under $5,000 I will sign, if it is over $5,000 it will be signed by TAMU. This can take a little longer. Not usually more than a couple days at the most.  Once the PO is closed it will be visible in Canopy PO Process

18.   The Vendor copy of the PO should be sent to the vendor by me, TAMU, or the department contact to initiate the order  Department keeps the department copy for records  Department requests an invoice from the vendor with the PO# referenced  That invoice is then used to request payment from Accounts Payable with a Voucher Prep form  You must reference the PO# on the Voucher Prep form! After the PO is created

19.   For paying the invoice!  Monitor your open commitments on Canopy  If you decide to cancel the items or service you must tell me so that I can complete the PO. Otherwise that amount will stay encumbered and you will not be able to use that money.  At the end of the fiscal year make sure to check that you do not still have funds encumbered in a PO or it will roll over to the next fiscal year. You are responsible

20. Open Commitments (Open POs)

21.   These are items that we inventory and require an asset tag (barcode) and are entered into FAMIS  Examples: Cameras $500 – 4,999.99 TV/VCR/DVD/Camcorder $500 – 4,999.99 Tablets/IPads $500 – 4,999.99 Controlled Assets

22.   When the asset is received you must record and send to inventory: PO# Description Cost Manufacturer Serial Number Model Number Acquisition Date (received) Department Code Building Number (FH=1, WH=4) Room Number Other Information (Name of the user) Assets

23.  Questions?