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Customer Training
Scott PigeonPenni Douglas
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• Procurement Services Website*• Guide to Procurement • Vendor Portal• Travel• Training• Shop Clemson buyWays – Clemson’s online e-procurement system• VISA – Procurement Card (P-Card) Program
From FAQ’s to Contracts, Sam’s Card Program to Surplus Property, the Procurement Services website should be a bookmark in your browser for quick reference for all topics relative to purchasing and payment
Where To Start?
* http://www.clemson.edu/cfo/procurement/
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• Procurement Questions• buyWays or Bidding Queries• Customized Training• Supplier Registration• Available Contracts• Dept. Spending Reviews• Sourcing Catalog Suppliers
Topics
• Ethics/Conflict of Interest• Procurement Policy & Guidelines• Buying• Paying
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Ethics
The South Carolina State Ethics Act governs ethical behavior for state employees:
• Do not use position for personal gain
• Do not make payments to public officials
• Do not disclose confidential information • Overall code of conduct should be beyond any ethical
concern or question
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http://workgroups.clemson.edu/FIN5337_HR_POLY_PROC_MANUAL/view_document.php?id=118
Conflict of Interest
Clemson canNOT purchase from the following:
• A University employee, goods and/or services.• An employee’s business in which he/she owns
more than 50% of the business• An immediate family member• Requests for exceptions are submitted via email to
the Procurement Director Mike Nebesky ([email protected])
864-656-2067
7http://www.clemson.edu/cfo/procurement/policies/psv_policies/psv12pol.html
Buying
• Clemson University is a State Agency &must comply with the SC Procurement Code and utilize the established State contracts
• Contract items are available in buyWays o Suppliers with contracts are indicated with
• Our BuyersManager – Shirley AlexanderMRO/Facilities – Allison Patton Lab/Scientific – Jody Burgess IT/Software – Tammy Crooks Furniture, A/V, Agricult. – April Pitts
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State Contracts
• Air Conditioners• Lamps/Ballasts• Furniture• Fuel• Ice Machines• Lab Equipment• Landscaping Equipt• Computers• Network Equipment• Office Supplies• Medical Supplies
• Copy Paper• Printing Photo Film & Supplies• Printers & Toner• Disaster Recovery• Projectors• Radio Equipment• Software• Temporary Services• Tractors• Vehicles• Video Conferencing Equipment
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Buying – The 2 Ways
• Purchase order (including the Direct Payment which is a purchase order NOT sent to a vendor) in buyWays, or
• Procurement Card, ≤$2,500, unless a higher card limit is approved.
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Lynn Crawford ([email protected])Procurement Card / Sam's Club Card Administrator864-656-2808
Buying
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Dollar Limit Required Actions
< $2,500 Price Fair and Reasonable
$2,500 - $10,000 3 References
> $10,000 (Sole Source) Justification to Proc Director
$10,000 - $50,000 Public Bid
$50,000 - $100,000 (Protestable) Public Bid or proposals
> $100,000 (Protestable) Public Bid and VP approval
> $2,000,000 IT Purchases* Public Bid by State Procure
> $2,000,000 Gds/Services* Public Bid by State Procure
* Indicates the University’s Procurement Certification
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PayingVendor Resources – all vendors must register through our vendor portal to receive a PO and/or payment
• Dedicated Vendor Portal• Vendor Registration• Terms and Conditions• Payment Inquiry Assist• Vendor Bidding Instructions• Procurement Policy• Payment Policy/Options
Vendor Payment Status
Judy MacMullen ([email protected])Vendor Maintenance Administrator
https://www.clemson.edu/finance/procurement/venreg/vendorpayments.html
Sales Tax
• Sales tax is imposed on the sale of goods and certain services in South Carolina
• Statewide the sales tax is 6%, however counties may elect to impose an additional X% local sales tax
• Generally, if tax is not on the invoice, the vendor is not registered in SC
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Ship To Address 7%
• Freight – FOB Clemson – taxable – this is the default for all Clemson purchase orders
• Tax is added on freight when entered in the freight field
• Freight – FOB Shipping Point – not taxable. • If freight is not taxable, the amount should be entered as a
separate line item, line item marked non-taxable
• Freight paid directly to freight company – not taxable
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Freight & Tax
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• Do not pay freight on state contract items ordered unless special delivery if requested
• Freight has been negotiated by the state in the contract pricing
Freight & Tax