Guide to Materials Management ??East Carolina University Department of Materials Management Guide to Materials Management Purchasing East Carolina University Materials Management

  • View
    215

  • Download
    2

Embed Size (px)

Text of Guide to Materials Management ??East Carolina University Department of Materials Management Guide to...

  • EastCarolinaUniversityDepartmentofMaterialsManagement

    GuidetoMaterialsManagement&Purchasing

    EastCarolinaUniversityMaterialsManagement200E.FirstStreetGreenville,NC27858Phone(252)3286434Fax(252)3284172

  • 1 East Carolina University | Department of Materials Management v02/07/2017

    Table of Contents About Materials Management and this Guide .............................................................................................................5 Important Telephone Numbers ............................................................................................................................................. 5 Purchasing Responsibility ...........................................................................................................................................6 Outside Charge Accounts ........................................................................................................................................................ 6 Basic Purchasing Principles ..................................................................................................................................................... 6 Purchasing Authority ............................................................................................................................................................... 6 Ethical Standards .................................................................................................................................................................... 6 Ethical Standards Avoiding Conflict of Interest .................................................................................................................... 7 Conflicts from Related Parties ................................................................................................................................................. 7 Essential Exceptions ................................................................................................................................................................ 7 Conflicts from Employees ........................................................................................................................................................ 7 Receiving of Goods .................................................................................................................................................................. 7 Scams ...................................................................................................................................................................................... 8 How to Avoid Scams................................................................................................................................................................ 8 What to Do if You Become a Victim of a Scam ....................................................................................................................... 8 Purchasing Methods ................................................................................................................................................ 10 Purchasing Card / ECU ProCard ............................................................................................................................................ 10 Purchase Requisition (PORT)................................................................................................................................................. 10 Contractual Services Payment Request Form ....................................................................................................................... 10 Purchases from University Storerooms ................................................................................................................................ 11 PCI/Payment Cards ............................................................................................................................................................... 11 Expediting the Purchasing Process ............................................................................................................................ 12 Plan Ahead ............................................................................................................................................................................ 12 Emergency Purchases vs. Pressing Need .............................................................................................................................. 12 Vendor Setup ........................................................................................................................................................................ 12 ECU Logos .............................................................................................................................................................................. 13 Business Associate Agreement (BAA) ................................................................................................................................... 13 Purchases less than $5,000 ....................................................................................................................................... 14 Purchases greater than $5,000 ................................................................................................................................. 15 How to Buy Goods (non-IT) ...................................................................................................................................... 16 State Term Contracts ............................................................................................................................................................ 16 Guidelines ............................................................................................................................................................................. 16 Paper ..................................................................................................................................................................................... 17 Office Supplies ...................................................................................................................................................................... 17 PORT ...................................................................................................................................................................................... 17 Central Stores Catalog Orders .............................................................................................................................................. 17 ProCard ................................................................................................................................................................................. 17 East Carolina University Storerooms .................................................................................................................................... 18 Printing .................................................................................................................................................................................. 18 Copiers ................................................................................................................................................................................... 19 Animals .................................................................................................................................................................................. 19 Radioactive Materials ........................................................................................................................................................... 19 Propelled Equipment ............................................................................................................................................................ 19 Product Safety Listing ........................................................................................................................................................... 19 Water, Beverages, and Coke Products .................................................................................................................................. 20 How to Buy General Services or Consulting Services .................................................................................................. 21 Things to Consider When Purchasing Services ..................................................................................................................... 21 Type of Service Required ....................................................................................................................................................... 21 Type of Maintenance Contract Required .............................................................................................................................. 21

  • 2 East Carolina University | Department of Materials Management v02/07/2017

    Total Dollar Value of Contract over a One Year Period ......................................................................................................... 21 Request Start and End Dates................................................................................................................................................. 21 Funding Source ...................................................................................................................................................................... 21 Exceptions for Service Contracting ....................................................................................................................................... 21 Consulting Services ......................................................................