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Purchasing: Difference between revisions
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[[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[ | [[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Strategic Communications]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [[Travel and Reimbursement]] | [[State Vehicles]] | [[Reproducing Copyrighted Materials]] | [[Bank Card Processing]] | [[Student Training Agreement]] | [[Volunteer]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Space Scheduling and Fundraising]] | [[Academic Personnel Records]] | [[Cellular Phone]] | [[Off-campus Graphic Design and Related Printing]] | [[Off-campus Photography]] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]] | [[Sensitive Equipment Tracking]] | [[International Visitors]] | [[Accounts Receivable Management]] | [[Internal Audit]] | [[Regulations on the Use of University Facilities and Grounds]] | ||
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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''' | ||
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Except as otherwise provided in the Purchasing policy, most purchases committing the University to an expenditure of $150,000 or more require competitive bids. Where competitive bids are called for, a minimum of fifteen (15) days shall elapse between the time bids are advertised or sent and the time of their due date. In the event that the commitment exceeds $1,000,000, a written report is sent to the Board of Regents. Commitments greater than $2,000,000 must be approved by the Board of Regents prior to the issuance of a purchase order. | Except as otherwise provided in the Purchasing policy, most purchases committing the University to an expenditure of $150,000 or more require competitive bids. Where competitive bids are called for, a minimum of fifteen (15) days shall elapse between the time bids are advertised or sent and the time of their due date. In the event that the commitment exceeds $1,000,000, a written report is sent to the Board of Regents. Commitments greater than $2,000,000 must be approved by the Board of Regents prior to the issuance of a purchase order. | ||
All purchases over $150,000 must be coordinated through the [ | All purchases over $150,000 must be coordinated through the [https://info.unmc.edu/business-finance/procurement/ UNMC Procurement Office]. | ||
===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 [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: | 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]. | ||
===[ | ===[https://info.unmc.edu/business-finance/procurement/purchasing-guide/highdollar.html Trade-in of equipment]=== | ||
Trade-ins must be coordinated with [ | Trade-ins must be coordinated with [https://info.unmc.edu/management/finance/general-accounting/ General Accounting], [https://info.unmc.edu/business-finance/procurement/purchasing-guide/index.html 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 [https://nebraska.edu/offices-policies/business-finance/procure-to-pay/card-programs 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] | ||
*[ | *[https://info.unmc.edu/business-finance/procurement/purchasing-guide/index.html Purchasing Guide] | ||
*[ | *[https://info.unmc.edu/business-finance/procurement/index.html Procurement Home Page] | ||
*Contract Signature Authority Tables | *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 | **[https://wiki.unmc.edu/images/8/83/UNMC_Exec.Memo.13_Signature_Authority.pdf Executive Memorandum 13 Contract Signature Authority] by position | ||
**[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 | ||
*[ | *[https://nebraska.edu/offices-policies/business-finance/procure-to-pay/card-programs PCard Procedures] | ||
*[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://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]. | ||