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Revision 5
Procurement
Training Manual
February 2020
This manual is designed to be a guide for the new user as well as a refresher for the seasoned user. It is not meant to be the only source of information.
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For more information, please log on to www.worcester.edu/purchasing. This is where you will find complete purchasing policies, procedures, instructions and forms.
If you need additional assistance, please contact your buyer. She will assist you with any additional questions.
TABLE OF CONTENTS PAGE
Who to Contact with Questions………………………………………………………….. 3 How to Enter a Requisition……………………………………………………………...... 8 What Object Code to Use on a Requisition……………………………………………….. 12 When to Seek Quotes or Bids…………………………………………………………….. 23 When is a Commonwealth of Massachusetts Standard Contract Required……………… 24 What to do Once the Goods are Received or the Service is Complete……………….…. 26 How to Lookup Information on Requisitions, PO/BOs and Vendor Payments..…………. 28 How to Prepare for Travel………………………………………………………………… 31 How to Prepare for International Travel………………………………………………….. 31 How to Get Reimbursed for Travel……………………………………………………….. 32 How to Obtain Gift Cards…………………………………………………………………. 33 Year End Schedule…………………………………………………………………………. 34
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Contact Tip: If the question pertains to a requisition, PO or BO, contact your buyer. If the question pertains to an invoice or payment, contact your Accounts Payable representative. Buyers Gina Rossi – Ext 8084 – email [email protected] Brenda Campbell – Ext 8573 – email [email protected]
Accounts Payable Alicia Bourgeois – Ext 8634 – email [email protected] Terri Dao – Ext 8190 – email [email protected] Units and Contacts
Unit Department Buyer AP Contact 200 Office of President Brenda Campbell Alicia Bourgeois 202 Pres Initiatives Brenda Campbell Alicia Bourgeois 203 Commencement Brenda Campbell Alicia Bourgeois 208 President's House Gina Rossi Terri Dao 209 Board of Trustees Brenda Campbell Alicia Bourgeois 214 Presidential Student Ambassador Brenda Campbell Alicia Bourgeois 310 General Financial Services Gina Rossi Terri Dao 311 Unallocated Budget Gina Rossi Terri Dao 312 QCC HRSA Grant - WSU Match Brenda Campbell Alicia Bourgeois 315 OneCard Office Brenda Campbell Alicia Bourgeois 320 Finance Office Gina Rossi Terri Dao 322 Treasury Gina Rossi Terri Dao 323 ERIP (Early Retirement Incentive Program) Gina Rossi Terri Dao 324 Council of Presidents (COP) Brenda Campbell Alicia Bourgeois 325 Central Services/Stockroom Brenda Campbell Alicia Bourgeois 329 Temple Gina Rossi Terri Dao 330 Wellness Center Gina Rossi Terri Dao 342 Environmental Safety Gina Rossi Terri Dao 343 Sustainability Gina Rossi Terri Dao 344 Gen Admin Services Brenda Campbell Alicia Bourgeois 345 Parking Garage Gina Rossi Terri Dao 348 Purchasing/Accounts Payable Brenda Campbell Alicia Bourgeois 349 New Cost Items Brenda Campbell Alicia Bourgeois 350 Facilities Operation Gina Rossi Terri Dao 351 Inventory & Document Retention Brenda Campbell Alicia Bourgeois 352 Housing Services Gina Rossi Terri Dao 353 Capital Adap. and Renewal Gina Rossi Terri Dao
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Unit Department Buyer AP Contact 355 Annual Facilities Cost/Wellness Center Gina Rossi Terri Dao 356 Snow Plowing Gina Rossi Terri Dao 360 Human Resources Gina Rossi Terri Dao 361 Payroll Gina Rossi Terri Dao 362 Human Resources Search Gina Rossi Terri Dao 363 Diversity Gina Rossi Terri Dao 400 Development Brenda Campbell Alicia Bourgeois 410 Designated Funds Brenda Campbell Alicia Bourgeois 412 WSC Chorale Gina Rossi Terri Dao 420 Alumni Affairs Brenda Campbell Alicia Bourgeois 430 Foundation Initiatives Brenda Campbell Alicia Bourgeois 437 537 Chandler Street Gina Rossi Terri Dao 541 Financial Aid Programs Brenda Campbell Alicia Bourgeois 600 Provost/VPAA Brenda Campbell Alicia Bourgeois 601 Visiting Scholars Brenda Campbell Alicia Bourgeois 602 Assessment Brenda Campbell Alicia Bourgeois 603 Faculty Professional Development Brenda Campbell Alicia Bourgeois 604 Honors Program Brenda Campbell Alicia Bourgeois 605 Multi Cultural Programming Brenda Campbell Alicia Bourgeois 606 Minority Affairs/MEOP Brenda Campbell Alicia Bourgeois 607 Minority Affairs/Learning Assist-AID Brenda Campbell Alicia Bourgeois 608 Governance Brenda Campbell Alicia Bourgeois 609 Academic Travel Brenda Campbell Alicia Bourgeois 610 Associate VPAA Brenda Campbell Alicia Bourgeois 611 Academic Success Brenda Campbell Alicia Bourgeois 612 Faculty Mini Grants Brenda Campbell Alicia Bourgeois 613 International Programs Brenda Campbell Alicia Bourgeois 614 Library Brenda Campbell Alicia Bourgeois 615 Director Acad Affairs Brenda Campbell Alicia Bourgeois 616 HSRB/IACUC Brenda Campbell Alicia Bourgeois 617 Summer Undergraduate Research Brenda Campbell Alicia Bourgeois 618 Liberal Studies Brenda Campbell Alicia Bourgeois 619 Academic Partnership Brenda Campbell Alicia Bourgeois 620 Center for Community Media Gina Rossi Terri Dao 621 Global Studies Program Brenda Campbell Alicia Bourgeois 622 Center for Human Rights Brenda Campbell Alicia Bourgeois 623 Center for Teaching and Learning Brenda Campbell Alicia Bourgeois 624 First Year Experience Brenda Campbell Alicia Bourgeois 626 Intergenerational Institute Gina Rossi Terri Dao
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Unit Department Buyer AP Contact 627 LASC Brenda Campbell Alicia Bourgeois 628 Provost's Series Brenda Campbell Alicia Bourgeois 629 Women's Gender and Sexuality Studies Brenda Campbell Alicia Bourgeois 630 ITS - CIO Gina Rossi Terri Dao 631 ITS - End User Services Gina Rossi Terri Dao 632 ITS - Administrative Services Gina Rossi Terri Dao 633 ITS - Network Services Gina Rossi Terri Dao 634 ITS - Multi Media Gina Rossi Terri Dao 635 ITS - Telecommunications Gina Rossi Terri Dao 640 Dean - Education, Health and Natural Sciences Brenda Campbell Alicia Bourgeois 641 Biology Brenda Campbell Alicia Bourgeois 642 Chemistry Brenda Campbell Alicia Bourgeois 643 Communication Sciences and Disorders Brenda Campbell Alicia Bourgeois 644 Computer Sciences Brenda Campbell Alicia Bourgeois 645 Education Brenda Campbell Alicia Bourgeois 646 Health Sciences Brenda Campbell Alicia Bourgeois 647 Mathematics Brenda Campbell Alicia Bourgeois 648 Nursing Brenda Campbell Alicia Bourgeois 649 Special Projects (RN to BSN) Brenda Campbell Alicia Bourgeois 650 Occupational Therapy Brenda Campbell Alicia Bourgeois 651 Earth, Environment and Physics Brenda Campbell Alicia Bourgeois 652 Speech Language Hearing Center Brenda Campbell Alicia Bourgeois 653 Math Lab Gina Rossi Terri Dao 660 Dean: Humanities and Social Sciences Gina Rossi Terri Dao 661 Business Administration/Economics Gina Rossi Terri Dao 662 Communications Gina Rossi Terri Dao 663 Criminal Justice Gina Rossi Terri Dao 664 English Gina Rossi Terri Dao 665 History Gina Rossi Terri Dao 666 Philosophy Gina Rossi Terri Dao 667 Psychology Gina Rossi Terri Dao 668 Sociology Gina Rossi Terri Dao 669 Urban Studies Gina Rossi Terri Dao 670 Spanish Clinic Gina Rossi Terri Dao 671 Writing Center Gina Rossi Terri Dao 672 World Languages Gina Rossi Terri Dao 673 VPA Gina Rossi Terri Dao 674 Teaching Garden Gina Rossi Terri Dao 675 City Lab Gina Rossi Terri Dao
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Unit Department Buyer AP Contact 676 Center for Social Innovation Gina Rossi Terri Dao 677 Ethnic Studies Brenda Campbell Alicia Bourgeois 680 Associate VP Graduate/CE Gina Rossi Terri Dao 681 Graduate Education Gina Rossi Terri Dao 682 Graduate Admissions Gina Rossi Terri Dao 683 Center for Effective Instruction Gina Rossi Terri Dao 684 Center for Business and Industry Gina Rossi Terri Dao 686 Intensive English Language Institute Gina Rossi Terri Dao 687 Latino Education Institute Gina Rossi Terri Dao 688 Evening Program Instruction Gina Rossi Terri Dao 689 Summer Program Instruction Gina Rossi Terri Dao 690 Non-Credit Programming Gina Rossi Terri Dao 691 Revenue Sharing Programs Gina Rossi Terri Dao 692 DGCE Special Programs Gina Rossi Terri Dao 693 Next Step Program Gina Rossi Terri Dao 695 Worcester Craft Center Gina Rossi Terri Dao 697 Academic Programs UG Brenda Campbell Alicia Bourgeois 698 New Faculty Orientation Brenda Campbell Alicia Bourgeois 699 Academic Achievement Awards Ceremony Brenda Campbell Alicia Bourgeois 700 VP Student Affairs Brenda Campbell Alicia Bourgeois 701 Title IX Brenda Campbell Alicia Bourgeois 702 Center for Service Learning/Civil Engineering Brenda Campbell Alicia Bourgeois 703 Commuter Services Office Brenda Campbell Alicia Bourgeois 704 Off Campus Parking Brenda Campbell Alicia Bourgeois 705 Event Services Brenda Campbell Alicia Bourgeois 721 Disability Services Brenda Campbell Alicia Bourgeois 722 Counseling Center Brenda Campbell Alicia Bourgeois 723 Health Services Brenda Campbell Alicia Bourgeois 725 Orientation Brenda Campbell Alicia Bourgeois 726 Career Counseling Brenda Campbell Alicia Bourgeois 729 Wellness Center Gina Rossi Terri Dao 730 Athletic Director Gina Rossi Terri Dao 731 Veterans Gina Rossi Terri Dao 732 Golf (Women) Gina Rossi Terri Dao 740 Public safety Brenda Campbell Alicia Bourgeois 741 Crew Brenda Campbell Alicia Bourgeois 742 Equestrian Brenda Campbell Alicia Bourgeois 743 Rugby Brenda Campbell Alicia Bourgeois 744 Intramural Sports Gina Rossi Terri Dao
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Unit Department Buyer AP Contact 750 Cross country (men) Gina Rossi Terri Dao 751 Field Hockey Gina Rossi Terri Dao 752 Football Gina Rossi Terri Dao 753 Golf (Men) Gina Rossi Terri Dao 754 Soccer (mens) Gina Rossi Terri Dao 755 Tennis (men) Gina Rossi Terri Dao 756 Tennis (women) Gina Rossi Terri Dao 757 Volleyball (women) Gina Rossi Terri Dao 758 Soccer (women) Gina Rossi Terri Dao 759 Cross Country (women) Gina Rossi Terri Dao 760 Basketball (men) Gina Rossi Terri Dao 761 Basketball (women) Gina Rossi Terri Dao 762 Ice Hockey Gina Rossi Terri Dao 763 Indoor Track (men) Gina Rossi Terri Dao 764 Lacrosse Gina Rossi Terri Dao 765 Indoor Track (women) Gina Rossi Terri Dao 770 Baseball Gina Rossi Terri Dao 771 Outdoor Track (women) Gina Rossi Terri Dao 772 Softball Gina Rossi Terri Dao 773 Outdoor Track (men) Gina Rossi Terri Dao 801 Student Activities, Genl Brenda Campbell Alicia Bourgeois 815 AVP Communications & Mktg Brenda Campbell Alicia Bourgeois 816 Financial Aid Brenda Campbell Alicia Bourgeois 817 Admissions Brenda Campbell Alicia Bourgeois 818 Registrar Brenda Campbell Alicia Bourgeois 819 Enrollment Management Brenda Campbell Alicia Bourgeois 820 Marketing Brenda Campbell Alicia Bourgeois 821 Retention Program Brenda Campbell Alicia Bourgeois 822 Student Recruitment Brenda Campbell Alicia Bourgeois 823 CWS Program Brenda Campbell Alicia Bourgeois 824 Printing/Publishing Brenda Campbell Alicia Bourgeois 875 Professional Development (APA/AF) Brenda Campbell Alicia Bourgeois 900 SC Operations/One Lancer Brenda Campbell Alicia Bourgeois 904 Print Center Brenda Campbell Alicia Bourgeois 910 Res Life Gina Rossi Terri Dao 913 Stud Govt/Res Life Gina Rossi Terri Dao
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Requisition Tip: If ordering a specific quantity of a specific item, requisition should be entered as a type P, Purchase Order, and purchases should be itemized. Type B, blankets, should be used only when specific items and quantities are not known when the requisition is created.
How to Create an Online Requisition
1.) In the box located in the upper middle, type REQM. The following screen will appear.
2.) Type A in the box and click on OK.
3.) Click “OK” and upon completion of the requisition, the system will automatically assign the next
available requisition number. Click “OK” in the next box as well.
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4.) In the following screen, complete these fields:
A.) Initiator – Your Datatel ID
B.) Vendor ID – Type in either the ID number or the vendor name
C.) Approvals – Click the spy glass on the right to open the box
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D.) Enter the Datatel ID of your budget manager and your buyer in the Next Approver boxes on the right. Your buyer will add any additional approvers if necessary. (Datatel ID of your buyer is BCAMPBE or GROSSI) Save and Update.
E.) Line Items – Click the spy glass on the right to open the box
i.) Click the spy glass on the left to open the individual lines
ii.) Complete the following fields: a.) Description box – Click the spy glass on the right to open the text box. Enter
description. Be specific, the more detail the better. Save.
b.) Estimated Price
c.) Quantity d.) Unit of Issue
e.) GL Account No – Budget Line
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f.) Save and Update
iii.) Repeat Section ii, steps a - f for each individual item you plan to purchase. Save and Update.
iv.) Once all items are entered, and you have a clean screen, click Cancel and Cancel. A summary screen of all items will appear.
v.) Save and Update.
G.) Printed Comments – Print on the bottom of the PO. The vendor will see them.
H.) Comments – Internal Comments. The vendor will not see them. Please enter the name of the person to whom the product is to be delivered.
I.) Priority – P (for Purchase Order) or B (for Blanket Order).
J.) Requisition Done – Change from N to Y. Save and Update.
The system will assign the next requisition number. Please write it down!
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Object Code Tip: This is only a partial list of the most common object codes. Contact your buyer if you cannot find an appropriate code for your purchase.
WSU Expenditure Classification Guide (Object Code Guidelines for Budgeting, Requisitions and Invoices)
B – Benefited Employee/Candidate Related Expenses
• Institutional memberships plus individual employee and candidate expense BBB01 – Travel Outside of New England (Includes travel to/from airport)
o Mileage, tolls, parking, meals, hotel and transportation (from departmental budget)
BBB02 – Travel within New England o Mileage, tolls and parking as per the travel policy (from unit 310 budget) o Meals, hotels, transportation, etc. (from departmental budget)
BBB05 – Individual Conference and Training Registrations
o Webinars BBB06 – Institutional Memberships and Individual Licensing Fees (All memberships must be submitted to the Budget Department for review and processing) BBB08 – Clothing Allowance (Only Contractual Clothing Agreements)
C – Contract Employee (03) Related Expenses
CCC98 – Travel Related Expenses o Mileage, tolls, parking, meals, hotel and transportation (from departmental budget)
E – Administrative Expenses
• Administrative expenditures related to departmental operations
EEE01 – Office and Administrative Supplies o Office Supplies (Requires Administrative Services Review)
o Office furniture and equipment less than $1,000 (May require additional review by Administrative Services, Facilities and/or Administration & Finance)
EEE02 – Printing Expenses and Supplies (Requires Administrative Services Review)
o Toner, ink, photo copies, printing, binding and blue prints o Printers less than $1,000 (May require additional review by Facilities and/or Administration &
Finance)
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EEEE2 – Group Registration (We are attending their event) o Buying a table at an event
EEE06 – Postage (Requires Administrative Services Review)
o Cost of mailing only EEE12 – Subscriptions
o Cable television, magazine, newspaper and journal subscriptions o Fee to use vendors programs (we do not own the software)
EEE13 – Advertising Expense
o Cost of the advertisement only o Newspaper, radio and television
EEE14 – Exhibits and Displays
o Signs, banners, posters, pictures and sandwich boards o Wall hangings and frames
EEE19 – Fees and Permits
o Insurance o Royalties/copyrights o Entry fees o City permits o Credit Card Fees
EEE22* – Temporary Use of Space (Renting space for our event)
o College fairs o Graduation o Golf outings
F – Operation Supplies and Related Expenses
• Supplies and expenses required for operating programs
FFF01 – Food and Beverage (All receipts require a clearly stated business purpose) o Student meals and business meals o No alcohol or meal tax (Exception is Alumni Fund 6) o Sundries (Table cloths, china, napkins, etc.) o Catering without Waitstaff (For Waitstaff see JJJ56)
FFF04 – Medicine or Pharmaceuticals
o Can only be purchased by those who are legally authorized to dispense medications
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FFF05 – Laboratory Supplies o Equipment less than $1,000 (May require additional review by Administrative Services,
Facilities and/or Administration & Finance and may require additional quotes) o Chemicals, testing material, protective gear and non-living specimen
FFF06 – Medical Supplies o First aid supplies, bandages and wraps
FFF09 – Clothing
o Staff/volunteer clothing o Athletics coaches/trainers clothing
FFF10 – Furnishings
o Bedding, linens, blankets, window coverings and shower curtains o Facilities/Dorm Furniture less than $1,000 (May require additional review by Administrative
Services, Facilities and/or Administration & Finance)
FFF11 – Laundry and Cleaning Supplies (Requires Administrative Services Review) o Brooms, brushes and mops o Soaps, polishes and sanitizers o Toilet paper, tissues, wipes and trash liners
FFF13 – Live Animals and Supplies
o Feed, cages and incubators
FFF16 – Library and Classroom Teaching Supplies (Supplies used in Library and Classroom settings) o Library books, DVDs, periodicals and magazines o Exam/grading books o White boards/markers and easels/pads less than $1,000 o Classroom projectors less than $1,000 o Cameras, remotes and other equipment for teaching purposes less than $1,000
FFF18 – Social Events and Student Travel
o Student related activities and social events paid to organizations (Fun Enterprises, Sophie K, Party People - For individuals see HHH30)
o Giveaways and social event supplies o Promotional items o Phone cases/chargers when purchased separately o University related student travel/Insurance o Student memberships and affiliations o Headsets, ear buds
FFF27 – Law Enforcement and Security Supplies
o Equipment less than $1,000 (May require additional review by Administrative Services, Facilities and/or Administration & Finance)
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o Guns and ammunition o Cameras and cases for security purposes o Evidence bags o Training materials
FFF28 – Cost of Goods for Sale (Anything purchased for resale – No Trust Funds)
o Movie passes, clothing and outside event tickets o Fundraising
G – Energy and Utility Costs
• Utilities and vehicle fuel GGG05* – Fuel for Vehicles
o Rental and University owned vehicles only (Use of personal vehicles reimbursed at current IRS mileage rate)
H – Consultants
• Professional services for specific projects HHHH2* – Engineering and Construction Design HHHH3* – Media Design and Layouts HHHH4* – Health and Safety Services
o Doctors, nurses and medics
HHH15* – Honoraria for Visiting Speakers/Lecturers HHH19* – Management Consultants
o Administrative expertise o Strategic planning o Departmental reorganization
HHH23* – Program Consultants
o Design/implement programs o Prepare course objectives
HHH30* – Performers/Actors paid to Individuals (For organizations see FFF18)
o Entertainers o DJ services o Massage therapist o Artists
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HHH98 – Reimbursement and Expenses for Consultants (Per contractual obligations) o Travel expenses o Hotels
J – Operational Services
• Services required to operate the facility JJJJ1* – Legal Support Services
o Arbitrators and Mediators JJJJ2* – Support Services
o Athletic trainers o Athletic services including facility rentals o Movers o Interpreters o Mail services (excluding printing) o Models o Tour guides o Accreditation reviews
JJJJ3* – Security Services
o Security Guards
JJJ27* – Laundry Services o Costs of outside laundry services
JJJ28 – Law Enforcement
o Police details JJJ33* – Photographic Services
o Photography, videography and photo development JJJ50* – Instructors and Trainers
o Training and instructional programs o Fitness/athletic instructors (One-time classes. Does not include Wellness Center instructors) o Onsite training o Educational services provided by WSU (services provided to grant funded programs)
JJJ56* – Food Services o Persons who prepare and/or serve food and beverages o Chefs, bartenders, wait staff and busboys
JJJ57 – Program Participants
o Participants who enroll in a program that offers financial incentives in exchange for their participation
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K – Major Equipment Purchases (Requires review by Administrative Services, Facilities and Administration & Finance – Budget transfers to K lines require Division VP approval)
• Purchases of equipment with a unit cost of $1,000 or greater and a life over one year (Unit cost includes all peripherals, installations and delivery when ordered together) KKK02 – Educational Equipment
o Microscopes, telescopes and lab equipment o Simulators o Overhead classroom projectors and systems
KKK03 – Facility Equipment o Appliances, cleaning equipment, fitness equipment, grounds equipment and golf carts
KKK04 – Motorized Vehicles
o Cars, trucks and vans KKK05 – Office Equipment
o Shredders and safes o Card Readers
KKK06 – Printing and Photocopying Equipment (Also requires ITS Review)
o Copiers and printers KKK07 – Office Furnishings
o Furniture and file cabinets KKK10 – Law Enforcement Equipment
o Breathalyzers KKK11 – Heavy Equipment
o Bulldozers and backhoes KKK12 – Television and Broadcasting Equipment
o Audio/video equipment, televisions and broadcasting equipment
L – Leases, Rentals, Maintenance and Repairs
• Short term leases, rentals, maintenance and repairs of equipment LLL22* – Educational Equipment – Rental and Lease (Requires review by Administrative Services)
o Microscopes, telescopes and lab equipment o Simulators
LLL23* – Facility Equipment – Rental and Lease (Requires review by Administrative Services)
o Appliances, cleaning equipment, fitness equipment, grounds equipment and golf carts
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LLL24* – Motorized Vehicles – Rental or Lease (Requires review by Administrative Services)
o Car rentals, bus transportation and limo service LLL25* – Office Equipment – Rental or Lease (Requires review by Administrative Services)
o Shredders and safes
LLL26* – Printing and Photocopying Equipment – Rental and Lease (Requires review by Administrative Services)
o Copiers and printers LLL27* – Office Furnishings – Rental and Lease (Requires review by Administrative Services)
o Furniture and file cabinets LLL30* – Law Enforcement Equipment – Rental and Lease (Requires review by Administrative Services)
o Breathalyzers LLL31* – Heavy Equipment – Rental and Lease (Requires review by Administrative Services)
o Bulldozers and backhoes
LLL32* – Television and Broadcasting Equipment – Rental and Lease (Requires review by Administrative Services)
o Audio/video equipment, televisions and broadcasting equipment
LLL42* – Educational Equipment – Maintenance and Repair o Microscopes, telescopes and lab equipment o Simulators
LLL44* – Motorized Vehicle – Maintenance and Repair
o Tire replacement, oil changes, stickers and auto body repairs LLL45* – Office Equipment – Maintenance and Repair
o Shredders and typewriters o Time stamps o Safe opening
LLL46* – Printing and Photocopying Equipment – Maintenance and Repair
o Copiers and printers LLL47* – Office Furnishings – Maintenance and Repair
o Furniture and file cabinets o Reupholstering
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LLL50* – Law Enforcement Equipment – Maintenance and Repair o Breathalyzers o Guns and cameras
LLL51* – Heavy Equipment – Maintenance and Repair
o Bulldozers and backhoes LLL52* – Television and Broadcasting Equipment – Maintenance and Repair
o Audio/video equipment, televisions and broadcasting equipment
LLL63* – Facility Equipment – Maintenance and Repair o Appliances, cleaning equipment, fitness equipment, grounds equipment and golf carts o Cafeteria equipment/furniture o Dorm furniture
N – Facilities Related Services – Maintenance and Repairs (Facilities and Residence Life Only – Units 208, 329, 342, 343, 345, 350, 352, 353, 355, 356, 437, 910-445 – Other units, use object code indicated)
• Construction and facility related purchases and expenses NNNN1* – Engineering and Designing Services for Construction Projects
o Designers, architects, engineers and project managers NNN14* – Hazardous Waste Removal for Construction Projects NNN16* – Major Building Renovations and Alterations
o Changing or remodeling the structure of a building that results in greater durability or extends the useful life
NNN17* – Major Building Maintenance and Repairs
o Repair/replace fixed equipment that will modernize or extend the useful life of a building o HVAC, elevator, roof and facade
NNN18 – Initial Building Furnishings and Equipment (Requires Administrative Services and Administration & Finance Review) NNN22* – Horizontal/Lateral Maintenance and Improvements
o Maintenance of bridges, sidewalks and other horizontal structures o Tree trimming and landscaping o Line painting and street sweeping o Catch basin cleaning o Pavement patching o Water line inspections
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NNN50* – Facilities Maintenance and Repairs (JJJ51) o Non major facility repairs and maintenance o Preventative maintenance, component replacements and floor coverings o Locksmiths, plumbers, electricians, carpenters and painters
NNN52 – Facilities Supplies and Hand Tools (FFF52)
o Supplies and tools less than $1,000 (May require additional review by Administrative Services, Facilities and/or Administration & Finance and may require additional quotes)
o Plumbing and electrical supplies o Maintainer tools
NNN60* – Lawn and Grounds Equipment – Maintenance and Repair
o Chainsaws, leaf blowers, lawn mowers and snow blowers with an initial cost less than $1,000 NNN61 – Lawn and Grounds Equipment (Requires Administrative Services Review)
o Lawn and grounds equipment less than $1,000 (May require additional review by Facilities and/or Administration & Finance and may require additional quotes)
o Chainsaws, leaf blowers, lawn mowers and snow blowers
NNN64 – Gardening Tools and Supplies (FFF64) o Fertilizer, pesticides, seeds and gardening tools
NNN70* – Cleaners and Janitors (JJJ70)
o Outside services to clean or maintain the facilities NNN71* – Exterminators and Pest Control Services
o Removal of insects, rodents, birds and other animals NNN72* – Hazardous Waste Removal (JJJ72)
o Asbestos, medical waste and hazardous spills NNN73* – Non-hazardous Waste Removal (JJJ73)
o Trash, shredding services and debris
NNN74* – Snow Removal and Grounds Keeping Services (JJJ74) o Plowing, shoveling, sanding and salting o Mowing and seeding o Rock salt o Field maintenance
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R – Financial Assistance
• Benefits/awards based on specific predetermined criteria (Excludes payments for any type of service) RRR09 – Educational Assistance (Stipends and Scholarships for Students – Requires Administration & Finance Review)
o Scholastic awards o Academic achievement awards o Financial assistance
RRR21 – Medical Assistance
o Hearing devices o Medical transportation
RRR29 – Teacher Incentives
o Stipends to area teachers participating in workshops
U – Information Technology Expenses (May require additional review by ITS, Administrative Services, Facilities and/or Administration & Finance)
• All computer and telephone related purchases and expenses UUU01* – Telecommunication Services – Data
o Data lines UUU02* – Telecommunication Services – Voice
o Internet o Cell phone service o Data plans o Teleconferencing
UUU03 – Software and Technology Licenses (Requires Administrative Services Review)
o Software purchases o License renewals o Software upgrades
UUU05* – Information Technology Professionals (Systems Expertise)
o Design and develop programs o Instruct, advise and train o Web hosting
UUU06* – Information Technology Cabling
o Install and maintain computer and telephone cables
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UUU07 – Information Technology Equipment (Requires Administrative Services and Administration & Finance Review)
o Computers (Includes related peripherals when purchased together) o Telephones and cell phones o Tablets o Projectors/projection systems over $1,000 (Non-classroom)
UUU10* – Information Technology Equipment and Supplies – Maintenance and Repair
o Peripherals (when purchased separately) o Computer, telephone and hardware maintenance and repairs o Projectors less than $1,000 (Non-classroom) o Miscellaneous supplies
* Requires a Commonwealth of Massachusetts Standard Contract - $5,000 or more must be signed by the Finance Office. No vendor provided contracts should be signed until reviewed by the Finance Office.
If ordering a specific quantity of a specific item, requisition should be entered as a type P and purchases should be itemized. Type B, blankets, should be used only when specific items and quantities are not known when the requisition is created.
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Quotes/Bids Tip: To find out if a vendor is exempt from the Quote/Bid requirements, please see the Looking Up Contracts OSD MHEC document on www.worcester.edu/purchasing.
Guidelines for Purchases Based on Dollar Value Effective July 1, 2017
Summary: The following thresholds became effective July 1, 2017. Please note that these thresholds are per vendor, per fiscal year. They are not per order or per department. Bids and quotes are required if the vendor is not on an existing OSD, MHEC, WSU or other approved consortium contract. Just because the vendor exists in Datatel, it does not mean that the vendor is on a contract. The Vendor Type in Datatel indicates if a vendor is on an existing contract. Details:
Threshold Bid/Quote $0 > $9,999 Sound Business Practices $10,000 - $49,999 3 Written Quotes >$50,000 Sealed Bid Threshold of $0 > $9, 999: Sound business practice means that the department should make every effort to use an existing contract vendor; however, procurement would not stop the order if another vendor were selected. Procurement may, however, do research on its own to see if there is a better vendor selection for that purchase. Threshold of $10,000 - $49,999: Unless the vendor is on an existing contract, three written quotes need to be obtained before proceeding with the order.
• The lowest quote must be selected. • The department should make every effort to use an existing contract vendor.
Threshold > $50,000: Massachusetts law requires that total purchases from the vendor for the fiscal year of $50,000 or more must entail a sealed bid process, unless the vendor is on an existing contract.
• This process is conducted by the procurement department. • The lowest bidder must be selected unless there is justification for eliminating that bidder. • All bids will include the verbiage “or equivalent” if a specific brand/model is specified. • The vendor will need to provide specs and procurement will work with the department to
determine if the substitute item is acceptable. • There must be solid justification to eliminate a substitute item.
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Contract Tip: All contracts, especially if they are provided by the vendor, should be reviewed by the Procurement Office before signing. Budget Managers are authorized to sign contracts up to $5000. It is recommended that you check with Procurement before starting a contract process.
A Commonwealth of Massachusetts Standard Contract is required whenever a vendor provides a service to the University. This contract was written by the Commonwealth of Massachusetts Executive Office for Administration and Finance, the Office of the Comptroller and the Operational Services Division. It protects the Commonwealth and the University from liability.
Instruction for completing the Commonwealth of Massachusetts Standard Contract Form
The areas highlighted in yellow should be filled out with the information of the Vendor and the areas highlighted in blue should be filled out with the information of the Worcester State University contract manager.
If it is a new contract, check that block and select one of the first four procurement types. If it is a contract amendment, check that block, fill in the revised contract date, amendment amount and select one of the first two amendment types.
Be sure to obtain a Commonwealth Terms and Conditions and check that block. Complete the Compensation block by selecting either a rate contract (attach a rate schedule) or a Maximum Obligation contract (enter maximum dollar amount of contract).
Prompt Payment Discount block should be completed by the vendor if their terms are not known in advance.
Brief Description block should contain a detailed description of the work being performed including contract rates and all other pertinent information.
Complete the Start and End dates for the contract.
Once the contract is complete, it should be sent to the vendor for a signature.
If the contract is for less than $5000, it can be signed by the Budget Manager. If the contract is for $5000 or more, it needs to be signed by the CFO or Director of Procurement.
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Receiving Tip: Only once the goods are received, checked and approved for payment or when the service has been satisfactorily completed, should the PO be accepted. This should not be done in advance, as this signifies approval to pay for the goods or services.
Accepting a PO
1.) In the upper middle box – Type PORC. The following screen will appear…
2.) Enter the PO number in the Purchase Order Lookup box. The following screen will appear.
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3.) Enter the quantity that has been received for each line in the Qty Accepted box. If there are several items and they have all been received, change the Accept All Items from N to Y at the bottom right.
4.) Save and Update. Note: Errors or adjustments in items/services accepted can be adjusted in the POAL screen.
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Vendor Information Tip: The VENI screen in Datatel shows the progress of all requisitions, POs/BOs and Payments from beginning to end.
How to Look Up Requisition, PO/BO and Payment Information What is the status of my requisition? Has a Purchase Order been created? Has my vendor been paid? Answers to these any many more Requisition, PO/BO, Payment and Vendor questions are available in the Vendor Inquiry screen. In the upper middle box - Type VENI Enter either the vendor ID or the vendor name. The following screen will appear.
The first set of information refers to the Requisition. The second set of information refers to the POs and BOs. The third set of information refers to the Payment Vouchers. In the first section, the status of the requisition may be Not Approved, Outstanding, In Progress, or PO Created. You can access more detail about the requisition by clicking the spy glass next to the Requisition Number.
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If the status is Not Approved and you want to find out who has not yet approved it, go to the requisition maintenance screen - type REQM in the upper middle box. The following will appear.
Click the spy glass next to the Approvers box.
Names in the left column have approved the requisition. Names in the right column have not. In the second section, the status of the PO or BO may be Outstanding, Accepted, Backordered, Invoiced, Reconciled, Closed or Voided. You can access more detail about the PO or BO by clicking the spy glass next to the PO or BO Number. In the third section, the status of the Voucher may be Unfinished, Outstanding, Paid, Reconciled, Voided or Cancelled before Creation. You can access more detail about the voucher by clicking the spy glass next to the Voucher Number. If the status is Unfinished, the invoice has been received by the A/P department, but has not yet been approved by the Budget Manager.
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If the status is Outstanding and you want to know when it will be paid, click the spy glass next to the voucher. The following will appear.
The due date is in the top center of the Gray-shaded area.
If the status is Paid, the check number and date can be found right center section of the Gray-shaded area.
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Travel Tip: Be sure the completed and approved Travel Request Form is on file before incurring any travel-related expenses. The electronic form can be found on our website.
Planning Travel
Have you done the following?
1. Read the Travel Policy which can be found on our website www.worcester.edu/purchasing?
2. Completed an electronic travel request form? Form and instructions can be found on our website www.worcester.edu/purchasing.
Why do I need a request to travel?
1. If no authorization is on file, reimbursements may be denied.
2. A request to travel covers you in case of injury or accident while traveling on behalf of WSU. Insurance and State indemnification may be negated if the Travel is not authorized in advance.
International Travel Tip: BE SAFE! Check the U. S. Department of State’s web site http://travel.state.gov/content/passports/en/alertswarnings.html to be sure your destination has not been declared as unsafe for travel.
Planning International Travel
Have you done the following?
1. Read both the International Travel and Travel Policies which can be found on our website at www.worcester.edu/purchasing?
2. Confirmed that the destination is safe?
3. Completed travel request form? Form and instructions can be found on our website www.worcester.edu/purchasing.
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Travel Reimbursement Tip: Be sure all the required documentation is included before submitting to the form.
How to Be Reimbursed for Travel Be sure to review the appropriate Travel Policies before submitting for reimbursements. They can be found at www.worcester.edu/purchasing. Complete and submit the electronic Travel Reimbursement form. Be sure to attach the approved travel request form and all the appropriate receipts. This must be received by the Procurement Office within 30 days of the final day of travel and prior to the close of the fiscal year in which the travel takes place. Mileage will be reimbursed at the IRS rate in effect at the time of travel. Indicate whether you left from home or WSU and the time of departure and return. If it is a normal workday and you left from home, your total miles reimbursement shall be for those round trip miles required to reach the business related destination, less your normal roundtrip commute. Attach a Mapquest printout of the mileage along with toll & parking receipts if applicable. Meals, unless included in the conference agenda, shall be reimbursed at no more than the per diem rate in effect at the time of the travel. A conference agenda must be included with the request. If traveling out of New England or planning an overnight stay, include flight itinerary, credit card statement, hotel receipt, airport shuttle, taxi and any other receipts relevant to your reimbursement. All receipts should be itemized.
Note: WSU is sales and meal tax exempt in Massachusetts and sales tax exempt in Florida & Tennessee. Reimbursements will not be made for these charges.
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Gift Card Tip: Gift Cards should be handled with the same care as cash.
How to Obtain Gift Cards
In lieu of cash advances, universally accepted gift card with a maximum value of $50 will be issued by the University upon proper documentation and approval of the Budget Manager and an Administration & Finance Representative. These gift cards can be issued for use as honorariums, prizes, student acknowledgements or as an incentive for participating in an academic research project.
Be sure to review the policy and complete and submit the form, which can be found at www.worcester.edu/purchasing, prior to purchasing any cards. Failure to do so may negate any reimbursements.
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Year End Schedule Tip: Be sure to pay attention to the Year End Closing Memo and Emails that are distributed beginning in January or February each year.
Year End Schedule
To facilitate a smooth fiscal year closing and ensure our vendors are paid in a timely manner, the Office of Administration and Finance sets a schedule which includes final dates for submission of bid specs, budget transfers, encumbrances, requests for travel, receipt of product and services, submission of vendor invoices and requests for reimbursement.
Communications of deadlines start in January or February and periodic reminders of key dates are sent throughout the next several months.
The months of May – July are extremely busy for the A&F offices, so we ask for your cooperation in adhering to the deadlines set forth in the communications.
