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Policy No.: '''5000'''<br /> | Policy No.: '''5000'''<br /> | ||
Effective Date: '''04/01/01'''<br /> | Effective Date: '''04/01/01'''<br /> | ||
Revised Date: ''' | Revised Date: '''09/24/20'''<br /> | ||
Reviewed Date: ''' | Reviewed Date: '''09/24/20''' | ||
<br /><br /> | <br /><br /> | ||
<big>'''Purchasing Policy'''</big> | <big>'''Purchasing Policy'''</big><br /> | ||
<br /><br /> | <br /> | ||
==Scope== | |||
The [http://www.nebraska.edu/board.html University of Nebraska Board of Regents] established a purchasing policy to provide uniform guidelines for the administration of the [http://www.nebraska.edu/ University of Nebraska]. This policy applies to funds administered by the University for the purchase of supplies, equipment and services. | The [http://www.nebraska.edu/board.html University of Nebraska Board of Regents] established a purchasing policy to provide uniform guidelines for the administration of the [http://www.nebraska.edu/ University of Nebraska]. This policy applies to funds administered by the University for the purchase of supplies, equipment and services. | ||
The commitment of University funds is made by means of an official University purchase order or contract, approved by the appropriate administrative officer or designee. For more information, see Contract Signature Authority Tables, [https://wiki.unmc.edu/images/8/83/UNMC_Exec.Memo.13_Signature_Authority.pdf Executive Memorandum 13 Contract Signature Authority] by position | The commitment of University funds is made by means of an official University purchase order or contract, approved by the appropriate administrative officer or designee. For more information, see Contract Signature Authority Tables, [https://wiki.unmc.edu/images/8/83/UNMC_Exec.Memo.13_Signature_Authority.pdf Executive Memorandum 13 Contract Signature Authority] by position and [https://wiki.unmc.edu/index.php/Executive_Memo_14 Executive Memorandum 14 Contract Signature Authority] by position. | ||
No agent may participate in the selection, award or administration of a purchase order or contract if they have a real or apparent conflict of interest. See UNMC Policy No. 8010, [[Conflict of Interest]]. | No agent may participate in the selection, award or administration of a purchase order or contract if they have a real or apparent conflict of interest. See UNMC Policy No. 8010, [[Conflict of Interest]]. | ||
== Basis of Purchasing Policy == | == Basis of Purchasing Policy == | ||
The University of Nebraska Medical Center (UNMC) follows the purchasing policy established by the University Board of Regents. For detailed information, see [https://nebraska.edu/docs/board/ | The University of Nebraska Medical Center (UNMC) follows the purchasing policy established by the University Board of Regents. For detailed information, see [https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/board-governing-documents/board-of-regents-policies.pdf?la=en Bylaws of the Board of Regents], Section 6.1 relating to obligation; Section 6.4 relating to contracts; Nebraska Revised Statutes related to public lettings; and the [http://www.nebraska.edu/board/bylaws-policies-and-rules.html Board of Regents Policies], Chapter 6. Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards ([https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1413 Uniform Guidance 2 CFR 200]) requires certain policies be established for sound procurement practices. | ||
== Bid Requirements and Documentation== | == Bid Requirements and Documentation== | ||
Micro-purchases: All supplies or services, in aggregate, under $50,000 may be made without quotations if the price is considered reasonable. | Micro-purchases: All supplies or services, in aggregate, under $50,000 may be made without quotations if the price is considered reasonable. | ||
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===Procurement using Federal Funds === | ===Procurement using Federal Funds === | ||
UNMC will comply with [https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1317 Uniform Guidance Procurement Standards 2 CFR §200.317-326] applicable to Federal Funds. See UNMC Policy No. 6100, [[Sponsored Programs Costing]], for more information about Uniform Guidance. | UNMC will comply with [https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1317 Uniform Guidance Procurement Standards 2 CFR §200.317-326] applicable to Federal Funds. See UNMC Policy No. 6100, [[Sponsored Programs Costing]], for more information about Uniform Guidance. | ||
==Nebraska’s Taxpayer Transparency Act (Neb. Rev. Stat. §84-602.01)== | |||
The University is committed to following and complying with all State of Nebraska State laws and regulations. This compliance includes adhering to the requirement of the Nebraska’s Taxpayer Transparency Act related to the upload of contracts expending University funds to the Nebraska State Database. | |||
*Expenditure Contracts: All expenditure contracts will be forwarded to the [mailto:contracts@unmc.edu contracts email box] for upload to the Nebraska State Database. | |||
*Facilities, Management and Planning (FMP) will upload all FMP expenditure contracts. | |||
*All contracts will be uploaded within thirty (30) days following the end of the then-current fiscal year. | |||
*Purchase Orders will automatically upload by the University Electronic Procurement System. | |||
*All amendments, addendums, extensions, change orders or other documentation involving the term and conditions of any contract must comply with the applicable processes and procedures associated with its respective contract. | |||
*Allowable redactions of any contract terms or information should be made prior to the upload of the contract to the State Contract Database. | |||
*It is the sole responsibility of the individual or entity contracting with the University to notify the university of any required redactions at the time of the execution of the contract. | |||
*This policy does not apply to employment contracts, sub-contracts of Sponsored Program grants or contracts with no stated or potential expense commitment to the University. | |||
== Special Requirements == | == Special Requirements == | ||
Because of federal, state, local and university requirements, requisition review and approval is required, prior to the issuance of a purchase order, for the following: | Because of federal, state, local and university requirements, requisition review and approval is required, prior to the issuance of a purchase order, for the following: | ||
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Purchase requests for capital equipment valued at $50,000 or greater and used primarily for research purposes must be reviewed by the Office of the Vice Chancellor for Research prior to finalizing the purchase (issuance of a purchase order). This process not only prevents the unnecessary duplication of expensive equipment, but also allows the tracking of the availability of technology on campus in order to maximize use of available equipment. | Purchase requests for capital equipment valued at $50,000 or greater and used primarily for research purposes must be reviewed by the Office of the Vice Chancellor for Research prior to finalizing the purchase (issuance of a purchase order). This process not only prevents the unnecessary duplication of expensive equipment, but also allows the tracking of the availability of technology on campus in order to maximize use of available equipment. | ||
===Travel agencies=== | ===Travel agencies=== | ||
The University of Nebraska system has contracted travel agency services with selected agencies. Travel reservations involving funds administered by UNMC are to be arranged through the contract travel agencies. Please refer to | The University of Nebraska system has contracted travel agency services with selected agencies. Travel reservations involving funds administered by UNMC are to be arranged through the contract travel agencies. Please refer to the [https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/policies/university-of-nebraska-travel-policy.pdf University of Nebraska Travel Policy]. For additional information, contact [mailto:TravelOffice@Nebraska.edu NU Travel Office]. | ||
===Software/IT purchases=== | ===Software/IT purchases=== | ||
Equipment, software (either installed locally, on a server or Software as a Service (SaaS), or systems that connect to the campus network (wired or wireless) for any purpose must have Third Party Risk Assessments per the [https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | Equipment, software (either installed locally, on a server or Software as a Service (SaaS), or systems that connect to the campus network (wired or wireless) for any purpose must have Third Party Risk Assessments per the [https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | ||
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Trade-ins must be coordinated with [http://info.unmc.edu/management/finance/general-accounting/ General Accounting], [http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing] and [http://info.unmc.edu/procurement/general-supply/ General Supply]. | Trade-ins must be coordinated with [http://info.unmc.edu/management/finance/general-accounting/ General Accounting], [http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing] and [http://info.unmc.edu/procurement/general-supply/ General Supply]. | ||
===Purchasing Card=== | ===Purchasing Card=== | ||
The University of Nebraska System has authorized the use of a purchasing card on business-related expenses. | The University of Nebraska System has authorized the use of a purchasing card on business-related expenses. Please refer to the [http://info.unmc.edu/procurement/procurement/pcard/ Purchasing Web site] for more detailed information. | ||
==Additional Information== | ==Additional Information== | ||
*[mailto: | *[mailto:victoria.zajac@unmc.edu Director, Procurement and Materials Management and Manager, Procurement] | ||
*[http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing | *[http://info.unmc.edu/procurement/procurement/purchasing-guide/ Purchasing Guide] | ||
*[http://info.unmc.edu/procurement/procurement/ Procurement Home Page] | *[http://info.unmc.edu/procurement/procurement/ Procurement Home Page] | ||
*Contract Signature Authority Tables | *Contract Signature Authority Tables | ||
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**[https://wiki.unmc.edu/index.php/Executive_Memo_14 Executive Memorandum 14 Contract Signature Authority] by position | **[https://wiki.unmc.edu/index.php/Executive_Memo_14 Executive Memorandum 14 Contract Signature Authority] by position | ||
*[http://info.unmc.edu/procurement/procurement/pcard/ PCard Procedures] | *[http://info.unmc.edu/procurement/procurement/pcard/ PCard Procedures] | ||
*[https://nebraska.edu/docs/board/bylaws.pdf Bylaws of the Board of Regents] | *[https://nebraska.edu/-/media/unca/docs/offices-and-policies/policies/board-governing-documents/board-of-regents-bylaws.pdf?la=en Bylaws of the Board of Regents] | ||
*[https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | *[https://info.unmc.edu/its-security/policies/procedures/risk-asssessment.html UNMC ITS Information Security Risk Assessment Procedure]. | ||
*[https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1413 Uniform Guidance 2 CFR 200] | *[https://www.ecfr.gov/cgi-bin/text-idx?SID=0d3801e083204d6d1c56e6b465e95e09&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1413 Uniform Guidance 2 CFR 200] | ||
This page maintained by [mailto:dpanowic@unmc.edu dkp]. | This page maintained by [mailto:dpanowic@unmc.edu dkp]. | ||