Business Services

Service Hours

Business Services Hours:

8:00-4:30 Monday-Friday
Summer:
7:30-4:00 Monday-Friday

Cashier Hours:

8:00-4:00 Monday-Friday
Summer:
7:30-3:30 Monday-Friday

Business Serivces

[Purchasing] Purchasing Manual

It is the intent of the Purchasing Department at St. Cloud State University to provide the campus community with responsible purchasing. This includes timely purchases of goods and services at the lowest possible cost with consideration of quality, quantity and delivery based on market conditions. This will be accomplished as per laws, rules and regulations of the State of Minnesota, Minnesota State Colleges and Universities and St. Cloud State University.

In recent years, the University has benefited from policy changes which have granted us increased spending authority. Along with these enhanced abilities comes greater accountability and responsibility to follow procedures and stay within guidelines. This will be accomplished by the cooperation and planning of all SCSU departments.

For assistance in navigating the Purchase Control System (PCS) which will enable you to process a purchase order, please review the PCS Training Guide.

The following manual has been produced to guide you through most of your purchasing needs.

Commonly Used Forms

Code of Ethics

State employees are covered by Minnesota Statute 43A.38 Code of Ethics and Minnesota Statute 43A.39 Compliance with Law. It covers such topics as acceptance of gifts, conflicts of interest, and use of confidential information.

Per Minnesota State Colleges and Universities Policy 5.14.5 Part 11 Subpart B:

"Minnesota Statute 15.43 states that no employee of the state in direct contact with suppliers or potential suppliers to the state, or who may directly or indirectly influence a purchasing decision or contract by establishing specifications, testing purchased products, evaluating contracted services, or otherwise has official involvement in the purchasing or contracting process may:

  1. Have any financial interest or have any personal beneficial interest directly or indirectly in the contracts or purchase orders for goods or services used by, or purchased for resale or furnished to the system office, college or university; or
  2. Accept directly or indirectly from a person, firm, or corporation to which a contract or purchase order has been or may be, awarded, a rebate, gift, money, or anything of value other than items of nominal value. No such employee may further accept any promise, obligation or contract for future reward.

Textbooks, software, and other course materials authored by an employee of the Minnesota State Colleges and Universities may be used as required course material. Instructors may accept free samples of textbooks and related teaching materials.”

Violation of the procedures above may result in reduced spending authority.

Governing Statutes & Policies

Minnesota Statute 43A.38 Code of Ethics

Minnesota Statute 43A.39 Compliance with Law

Minnesota Statute 471.345, Uniform Municipal Contracting Law

Minnesota Statute 16A.15 Accounting System, Allotment and Encumbrance

Minnesota State Colleges and Universities Policy 5.14 Procurements and Contracts

Minnesota State Colleges and Universities Policy 5.14.5 Purchasing Procedure

Obligation Incurred Prior to an Encumbrance

Definition: Employees shall not commit the University to a purchase or agreement before the purchase order is approved or the contract is fully executed (in either case the purchase order status needs to be 450).

Policy: Obligations incurred prior to an encumbrance in the Purchasing Control System is a violation of M.S. 16A.15 subdivision 3 and Minnesota Colleges and Universities Purchasing Policy 5.14.5 Part 5.

“Funds must be encumbered prior to making an obligation through an authorized employee certifying that the accounting system shows sufficient allotment or encumbrance balance in the fund, allotment, or appropriation to meet it. An expenditure or obligation authorized or incurred prior to encumbering funds is illegal and ineligible for payment until made valid and is in violation of M.S. 16A.15, Subd. 3. An employee authorizing or making the payment, or taking part in it, is liable to the state for the amount paid. A knowing violation of M.S. 16A. 15, Subd. 3 is just cause for the employee’s removal. The state cannot agree to indemnify third parties or hold them harmless (M.S. 10.17); Minn. Const. Art. XI, Sec. 1.”

It is understood that the University has sufficient allotment of reserves and carry-forward balances that violations under $15,000 can be covered using those means and no violation would occur.

Procedure: The individual in violation must complete a 16A form. It is to be signed by the person responsible for the violation and submitted with the invoice/contract/PO paperwork to Business Services. The Director of Business Services will determine whether payment is approved.

16A violation forms are kept on file and are subject to review by internal and legislative audit.

Purchases less than $15,000

Purchases less than $15,000 do not require written quotes. The $15,000 limit is not by item, but by total purchase. The requester is encouraged, however, to check with more than one vendor to obtain the lowest price. Do not give out the purchase order number to the vendor until it has been approved by Purchasing (450 status.)

Purchasing cards may be used for purchases for many purchases under $15,000. Refer to the Purchasing Card Manual for additional information.

Process

  1. Enter your purchase order request through PCS.
  2. Indicate in the memo if you have any information in connection with this request, or any quotes, forms or other documents that you may be sending to Purchasing as an attachment.
  3. Reference the purchase order number on your attachments and send them to pre-audit in Purchasing.
  4. Release your request to the Purchasing Department (050 status).
  5. The Purchasing Department will proceed with the processing of your order under Minnesota State Colleges and Universities Purchasing guidelines.
  6. When your purchase order is approved and printed, it will be at 450 status (open purchase order.)
  7. Purchasing will send the original printed purchase order to the Responsible Person for the account. Be sure to make a copy for your files.

If you pick up the order (or if your order was delivered or sent to you directly) BE SURE TO CALL RECEIVING @ 8-4713 so they can release the receiving copy. This is required before an invoice can be paid.

Purchasing $15,000 to $50,000

If the amount of the purchase is estimated as $15,000 or more, but less than $50,000, the purchase may be made by obtaining two or more written quotations, (one being the successful vendor). If the purchase is from an approved state contract vendor then one written quote from that vendor referencing the state contract number is all that is required. Quotations may be obtained in written form via Facsimile (Fax), US Postal Service, Delivery Service, or Internet. Quotations must have a specific date and time for submission. All quotations obtained will be kept in Purchasing on file until audited. Please download the quote form (DOC) and use at your convenience. DO NOT give out the purchase order number to the vendor until the PO has been approved by Purchasing and in the 450 status.

Valid quote must include:

  • Name of company
  • Signature of company representative
  • Delivery charges are FOB Destination
  • Date of quote
  • Price
  • Valid for 30 days

Follow the following process:

  1. Enter your purchase order request through PCS.
  2. In memo of purchase order, indicate “quotes are being forwarded to Purchasing” and be sure to write the purchase order number on the quotes for ease of matching up in pre-audit.
  3. Indicate in Header Page 2, under “Instructions to Vendor” the name of the successful vendor representative and date of bid (i.e. As per quote of Mary Smith 10-06-04.)
  4. Reference the purchase order number on your attachments and send them to pre-audit in Purchasing, AS123. You may fax them to Purchasing @ 8-4175 or e-mail to Jane Torborg.
  5. Release your request to the Purchasing Department (050 status).
  6. From this point, quotes are reviewed and approved to a 450 status code.
  7. Purchasing will send the original printed purchase order to the Responsible Person for the account. Be sure to make a copy for your files.

Note: Purchasing reserves the right to re-bid any purchase order request if quotes are unacceptable or if no quotes are submitted.

If you pick up the order (or if your order was delivered or sent to you directly) BE SURE TO CALL RECEIVING @ 8-4713 so they can release the receiving copy. This is required before an invoice can be paid.

Purchasing of $50,000 or more

If the amount of the purchase order is estimated as $50,000 or more, Purchasing will conduct a sealed bid process. If the purchase is from an approved state contract, only one written quote from that vendor referencing the state contract number is required. Follow the following process:

  1. Enter your request through PCS with all specs, special requests and estimated amounts.
  2. Indicate in the memo a list of suggested vendors and their current addresses, e-mail addresses of vendor contact representative, phone and fax numbers.
  3. Reference the purchase order number on your attachments and/or additional specifications and send them to pre-audit in Purchasing.
  4. Release your request to the Purchasing Department (050 status.)
  5. The Purchasing Department will proceed with the bid process under the Minnesota State Colleges and Universities purchasing guidelines. (Your order will be at a 200 status until bid opening.)
  6. You can review the memo of your purchase order request for information regarding the upcoming bid opening date and other pertinent information as it becomes available.
  7. After the bid opening, the bid will be awarded, and the purchase order will be approved and printed (450 status).
  8. Purchasing will send the original printed purchase order to the Responsible Person for the account . Be sure to make a copy for your files.

If you pick up the order (or if your order was delivered or sent to you directly) BE SURE TO CALL RECEIVING @8-4713 so they can release the receiving copy. This is required before an invoice can be paid.

Purchase Control System Status Codes

If you have a question on a purchase order, please check the status code of your request in PCS. This will help identify who has your purchase order. If you still have questions, call the extension listed behind the status codes below for assistance. The Purchasing Department cannot view any status under 050.

Some of the status codes you may see are:

  • 000 - Data Entry Stage--Purchase order entry only.
  • 020 - Insufficient Funds--Check your budget balance, submit a budget transfer if necessary and try again to release your request.
  • 030 - Waiting for Authorization--Responsible person or Authorized authority required to approve purchase order.
  • 050 - Released to the Purchasing Department--Purchasing will view your request in the order in which it was received. Questions call 8-4120.
  • 100 - Awaiting Pre-Audit—Purchasing has reviewed your request but has not taken any action. Questions call 8-4120.
  • 110 - Hold in Abeyance--Purchasing may be waiting for quotes or attachments which are indicated in the memo of the purchasing request. Check memo for further information and who may be holding purchase order.
  • 140 - Purchasing Director’s Decision--Purchase order request has been referred to the Purchasing director for further processing. Questions call 8-4788.
  • 150 - Pre-Audit and Hold--Awaiting further processing--For IT pre-audit and approval of electronic devices, maintenance, consultant services, software licenses and other IT related purchases.
  • 200 - For Local Bid Processing--In process for formal bidding.
  • 230 - Marked for Professional/Technical Contract—Purchasing is waiting for Contract forms. Questions call 8-3136.
  • 250 - Marked for PO Processing--Pre-Audit complete but the purchase order is not yet printed. Questions call 8-4120.
  • 450 - Open Purchase Order--Purchase order has been printed. Questions call 8-4120. Invoice/Receiving payment questions: call 8-3135.
  • 500 - Purchase Order Completed and Closed--The purchase order has been final paid.
  • 9xx - Cancelled Purchase Order--See memo for possible explanation.

Purchase Control System Security

The Purchase Control System (PCS) is an electronic authorizing system. Therefore, security for your accounts is very important. All departments are responsible for notifying the Purchasing Department when there is a change in account responsibility, data entry and/or authorizing access. As people change positions, transfer around or leave campus, their PCS access remains active until it is deleted at your request.

The Purchasing Department does not initiate or enter requests into PCS. Requests for purchase orders are to be submitted from the departments to Purchasing using PCS. Request for purchase orders submitted on IR1400 forms will not be processed and will be returned to the department to submit via PCS. For this reason, it is important to cross-train persons who would serve in the role as back-up support.

Employees new to ISRS request access from MnSCU by completing Request for MNSCU Systems User ID form.

Once the employee receives MnSCU access, the person responsible for the cost center requests PCS access for the new originator. The RP authorizes access by e-mailing Jane Torborg the cost center and the name of the employee accessing the cost center.

If an employee leaves the department the RP also e-mails Jane Torborg to rescind the access.

Certificate of Compliance (Affirmative Action)

Definition: Minnesota Statute 363A.36 requires vendors to submit to the Minnesota Department of Human Rights the business’ affirmative action plan for the employment of minority persons, women, qualified disabled individuals, and veterans for any state contracts in excess of $100,000. The proof of approval from Minnesota Department of Human Rights is a Certificate of Compliance. This certificate is valid for four years.

The vendor must have an approved certificate before award of the contract. If the vendor is in the process of obtaining a certificate, it must be proved that the vendor applied for the certificate prior to the bid or proposal opening.

Vendors are exempt from the requirement if they did not employ more than 40 full-time employees on a single working day during the previous 12 months in the state where the business has its primary place of business. This is verified by State of Minnesota-Affirmative Action Certification form.

Policy: A Certificate of Compliance is required for all purchases over $100,000.

Procedure: All awards exceeding $100,000 will include either a Certificate of Compliance from the Minnesota Department of Human Rights or State of Minnesota-Affirmative Action Certification form verifying the vendor is exempt from M.S. 363A.36.

Links:

Certificates of Insurance

Definition: An ACORD certificate of insurance is verification that a vendor’s insurance limit meets or exceeds state requirements to contract with the University.

Policy: All vendors are required to submit an ACORD certificate of insurance prior to the start of work on campus. Acknowledged certificates are filed in Business Services.

Procedure: The vendor shall not commence work under the contract until they have obtained all the insurance described below and Business Services has approved such insurance. All policies and certificates shall provide that the policies shall remain in force and effect throughout the term of the contract.

POLICY REQUIREMENTS:

  1. Workers' Compensation Insurance:
    1. Statutory Compensation Coverage
    2. Coverage B Employers Liability with limits of not less than:
      • $100,000 Bodily Injury by Disease per Employee
      • $500,000 Bodily Injury by Disease Aggregate
      • $100,000 Bodily Injury by Accident
  2. Automobile Liability Insurance
    1. Minimum Limits of Liability:
      • $2,000,000 Per Occurrence - Bodily Injury and Property Damage Combined Single Limit
    2. Coverages:
      • Owned Automobile, if any
      • Non-owned Automobile
      • Hired Automobile
  3. General Liability Insurance
    1. Minimum Limits of Liability:
      • $2,000,000 - Per Occurrence
      • $2,000,000 - Annual Aggregate
      • $2,000,000 - Annual Aggregate applying to Products/Completed Operations
    2. Coverages:
      • Premises and Operations Bodily Injury and Property Damage
      • Personal & Advertising Injury
      • Blanket Contractual
      • Products and Completed Operations
      • Other: Please List_________________________________

    Named as Additional Insured: The Board of Trustees of the Minnesota State Colleges and Universities and its officers and members, to include St. Cloud State University, the State of Minnesota, officers and employees of the State of Minnesota, the Architect and its agents (if applicable) shall be named as Additional Insureds. The Additional Insured coverage is limited to insured claims arising out of the Contractor’s negligence or the negligence of those for whom the Contractor is responsible, excluding coverage for the Additional Insureds’ separate or independent negligence.

    Contractor's policy(ies) shall be primary insurance to any other valid and collectible insurance available to the Owner and all Insured Parties with respect to any claim arising out of this contract. The Contractor will provide Owner and all Insured Parties with thirty (30) days advance written notice of cancellations, non-renewals or reduction in limits or coverage or other material change.Contractor is responsible for payment of insurance deductibles. If Contractor is self-insured, a Certification of Self-Insurance must be attached.

  4. Professional Liability/Miscellaneous Liability Insurance (Only necessary if there is a professional liability exposure)
    Coverage for negligent acts, errors or omissions arising out of the performance of professional services included in the contract.
    1. Minimum Limits of Liability:
      • $2,000,000 - Per Occurrence
      • $2,000,000 - Annual Aggregate
    2. Any deductible will be the sole responsibility of the Contractor and may not exceed $50,000 without the approval of the State.
    3. The retroactive or prior acts date of such coverage shall not be after the effective date of this contract.
    4. The Contractor shall maintain such insurance for a period of at least three (3) years, following completion of the work. If such insurance is discontinued, extended reporting period coverage must be obtained by Contractor to fulfill this requirement.
  5. Additional Insurance Conditions
    1. Contractor’s policy(ies) shall be primary insurance to any other valid and collectible insurance available to the State of Minnesota with respect to any claim arising out of the contractor’s performance under this contract.
    2. Contractor’s policy(ies) will provide the State of Minnesota with thirty (30) days advance written notice of cancellation.
    3. Contractor is responsible for payment of contract related insurance premiums and deductibles.
    4. If Contractor is self-insured, a Certification of Self-Insurance must be attached.
    5. Contractor’s policy(ies) shall include legal defense fees in addition to the liability policy limits, with the exception of 4. above.
    6. Contractor shall obtain insurance policy(ies) from insurance company(ies) having an “AM Best” rating of A- (minus), Financial Size Category of VII or better, and authorized to do business in the State of Minnesota.
    7. An Umbrella or Excess Liability insurance policy may be used to supplement the Contractor’s policy limits to satisfy the full policy limits required by the Contract.

Link to MnSCU Risk Management information

Purchasing of Information Technology (IT) - computers, A/V, phones, software, etc.

IT resources purchased by St. Cloud State University are state property and fall under the statutes and policies noted below. SCSU Information Technology Services oversees technology purchases. Purchases of these items must be processed on a purchase order or ordered through IT Purchasing, they may NOT be purchased on most Purchasing cards.

Computers and Printers

Purchases such as computers can still be initiated with your primary technician(s). They will be able to best instruct you on the device that will work in your department and within the campus environment.

Audio/Visual

Including televisions, monitors, smart boards, projectors, etc.

Mobile Devices/Cellular Phone/Smart Phone/Tablets

Employees must review and verify their cellular phone usage on billing documents sent by IT Purchasing. Managers and supervisors are responsible for monitoring and reviewing cellular phone billings of their staff on a monthly basis to ensure proper employee usage and cost-effectiveness, and for approving billings for payment processing. IT Purchasing processes a charge back to the cost center tied to the phone.

Departments who choose to purchase cellular phones/plans must annually review cell phone users and determine if the need still exists for employee usage, and if the existing calling plan still meets the users’ needs.

The use of state cellular phones for personal use is prohibited. Improper use of this equipment will result in disciplinary action in accordance with applicable laws, rules, procedures and labor contracts. The purchase of prepaid cellular phones and prepaid phone cards is prohibited.

Employees are eligible for reimbursement of business calls on their personal cell phones with departmental approval. To be reimbursed, copies of the cellular phone service provider invoices identifying state business calls attached to the Employee Business Expense form and approved by the manager/supervisor is submitted to Business Services

Copiers (Multi-Purpose Devices)

All multi-purpose devices are administrated through IT Purchasing under a CSC contract with Marco. IT Purchasing will bill the department through the charge back system.

If you have questions on multipurpose devices, please call ext. 8-4375.

Software Agreements and Licenses

For those attempting to purchase IT-related goods that have associated legal documents (such as Terms and Conditions, a User License Agreement, a Privacy Policy, a contract, etc.), you will need to submit a hard-copy of all applicable legal documentation for IT review. Please be advised that almost all software purchases come with legal documentation. These hard-copies can be provided to Crystal May (MC 112-16), and she will follow up if more information is needed. If there is a cost associated with the request, you will need to submit a purchase order through Business Services or contact Crystal May to have this purchased through IT Purchasing.

IT Purchasing Contacts

Crystal May
Purchasing and Accounting Coordinator
MC 112-16
Phone: 320-308-4423
cdmay@stcloudstate.edu

Mark Swan
Purchasing and Billing Specialist
MC 112-13
Phone: 320-308-4890
mwswan@stcloudstate.edu

Statutes and Policies

IT resources purchased by St. Cloud State University are state property and fall under the following statutes and policies:

Food Purchases

Definition: Food purchases include grocery, restaurant, or catering.

Policy: Food purchases are strictly limited to agency accounts (900xxx) and accounts where budget was established in either object code 1850 or 3137. All other cost centers are prohibited from food purchases. Exceptions to this policy are only allowed with special expense approval or with special Senate Finance Committee approval .

Procedure: Agency accounts: Submit PR1400 and original invoice/receipt to Business Services. Alcoholic beverages will not be paid to a vendor nor reimbursed to an individual.

Maintenance Agreements

All maintenance and license agreements must be entered into the Purchase Control System. Although most of the purchases are addressed directly to the departments, most of the follow-up information, (addendums, renewal notices and data safety materials) are received by Business Services.

The president and his/her designee are the only persons authorized to sign contracts on behalf of the University. Any use of a non-Minnesota State Colleges and Universities form requires the review of the Office of Attorney General and approval of the Minnesota State Colleges and Universities Vice Chancellor-Chief Financial Officer.

Proprietary Advertising

Definition: Proprietary advertising is for marketing purposes. It enables the University to reach a specific audience with information. Most advertising is considered proprietary (sole source) because of the specific audience being addressed, the choice of specific radio or television stations, during certain time periods, or the necessity to advertise in a specific publication to reach a particular market.

Proprietary advertising is for the rental of billboards, payment for time on radio and television, and payment for advertising space in written publications. Proprietary advertising is not for vendors that make/create the “ads.” That would follow the policy for professional/technical services contracts.

Policy: Proprietary advertising is considered sole source.

Procedure: A purchase order request is processed through PCS. Any purchase order of $15,000 or more will require one written quote. In the memo of the purchase order request, the department will indicate that the purchase is proprietary advertising and one quote is being sent to Business Services.

Purchases over $100,000 will require approval from Minnesota State Colleges and Universities Vice Chancellor-Chief Financial Officer.

Single/Sole Source Items

Definition: Sole source items are items that can only be purchased from one source because that one source legally controls the sale or distribution of the items. Sole source items are NOT available on the competitive, open market, but must be purchased from only one source. Some examples of possible sole source purchases are:

  • Computer Software (including licensing, license renewals, rental and software maintenance services)
  • Educational Supplies
  • Equipment Maintenance Agreements
  • Repair Parts
  • Subscriptions
  • Advertising

Policy: Sole source purchases are required to follow all purchasing procedures except the requirement of competitive process. To justify sole source, the Single Source Exception to Board Policy form is completed to obtain documentation from the vendor proving sole source and provide justification as to why the sole source item is necessary.

Procedure: The department should process a purchase order request through PCS. Sole source purchase order requests of $15,000 or more require one written quote from the sole source vendor along with the Single Source Exception form completed and signed.

Reference all documents in the memo of the purchase order request and send them to Business Services.

Purchase requests over $100,000 will require the approval of Minnesota State Colleges and Universities Vice Chancellor-Chief Financial Officer.

Links:

Special Expenses

Definition: Special expenses are expenses incurred in connection with work-related responsibilities or official functions not generally supported with public funds.

Policy: Except in emergency situations, approval is required before any special expense is incurred and before commitments involving special expenses are made.

Employees must obtain approval of special expenses before incurring such expenses or the payment may be denied. Requests received after the event or too late to provide a proper review must include an explanation why the request was not provided in a timely manner.

Expenses Covered

The following expenses are covered where the benefits of the employee's attendance or participation will accrue primarily to the state:

  1. Food/Catering
  2. Clothing
  3. Items outside the normal mission of the cost center

Expenses Not Covered

  1. Refreshments or meals for routine staff meetings.
  2. Private club memberships.
  3. Alcoholic beverages.
  4. Entertainment.
  5. Employee parties (including holiday parties).

Procedure: Complete a Request to Incur Special Expense Form prior to the event. The form should identify the account number and be signed by the person responsible for that account. Submit the form to Business Services at least one week prior to the event. The Director of Business Services has the final approval on the form. All special expense forms are returned to the originator unless there is a PO pending awaiting the approved special expense form.

Links:
Minnesota State Colleges and Universities Policy & Procedure 5.20.1 Special Expenses
Request to Incur Special Expenses (DOC)
Request to Incur Special Expenses (PDF)

Targeted Group/Economically Disadvantaged/Veteran-Owned Vendor Program

The Minnesota Department of Administration, Materials Management Division (MMD) operates a program for Targeted Group, Economically Disadvantaged or Veteran-Owned small businesses. Businesses must be registered with the State to be considered for preference. See here for details. Vendors eligible must be certified prior to the solicitation opening date and time to receive the preference.

Once certified, Targeted Group small businesses may be eligible for up to 6% preference in selling their products or services or bidding on construction projects to the state.

To be certified as an Economically Disadvantaged small business, the business must be located in an Economically Disadvantaged Area in Minnesota. These areas include labor surplus areas, as designated by the federal government, and low income counties in Minnesota. Economically Disadvantaged small businesses must be certified as such by MMD in order to participate in the program. Certified Economically Disadvantaged small businesses may be eligible for up to 6% preference in selling their products or services to the state, and may be eligible for up to 4% preference on construction projects.

Eligible and verified Veteran-Owned small businesses with their principle place of business in Minnesota may receive up to 6% preference when responding to solicitations issued by state agencies.

Once certified, Targeted Group, Economically Disadvantaged or Veteran-Owned vendors are added to the state's bid list, and are listed in the Directory of Certified TG/ED/VO Vendors. To get a list of vendors for the commodity you are requesting, contact extension 8-3136.

Helpful Hints & Reminders

Attachments

To expedite matching your attachments to the correct purchase order, please use the suggested format below to staple to your documents before sending them to pre-audit in Purchasing:

DATE:

TO: Purchasing Department Pre-Audit

FROM:

THIS ATTACHMENT BELONGS TO PO #________________

Central Receiving

Merchandise received in Central Receiving needs a printed purchase order number to identify where the merchandise should be delivered. Occasionally, shipments are picked up or delivered directly to departments. When this occurs, notify Receiving at extension 8-4713 as soon as possible so payments can be processed.

When using Central Receiving on a p-card purchase, please have the vendor indicate “the name of the cardholder/VISA: on the packing slip to identify where the merchandise should be delivered.

Certificates of Insurance

An ACORD certificate of insurance for liability and workers compensation is required whenever a vendor is on campus to repair, remodel, deliver, install, etc.

Equipment Purchases

Individual items over $10,000 are categorized equipment purchases (object code 4000.) Individual items under $10,000 are considered supply items (object code 3000.) Equipment and sensitive items will be recorded by Inventory. If you have any questions regarding inventory, contact extension 8-4002.

Invoice Attached

There are some instances when invoices can be direct pays or “invoice attached.” This includes memberships and subscription renewals when there is no purchasing card for the cost center being used. Invoice attached purchases do not go through the PCS or Receiving. Departments submit a Payment Request (1400 form) with the invoice attached. These are considered accounts payable and are simply disbursed.

Agreements, Contracts

Any kind of agreement or contract must be entered into the Purchase Control System.

Subscriptions

Send To:
St. Cloud State University
“Your Building Code and Room Number”
720 4th Avenue South
St. Cloud, MN 56301-4498

Do not include a person’s name in the address. Indicate only the building code and room number.

All subscriptions are property of the University and must be sent to the University. Subscriptions cannot be sent to a home address.

Memo Screen

Use the memo screen to make notes to yourself or to someone in Purchasing. Notes written in the memo will not print on the final purchase order. However, when duplicating purchase orders, be sure not to duplicate the memo as your notes most likely will not be relevant to the new purchase order.

Number of Items on a PO Request

Please limit the number of line item entries to twenty (20) per purchase order request.

Prepayment

M.S. 16A.41, Subd. 1, prohibits the University from paying in advance. The University can only make prepayments for software or software maintenance contracts for state owned or leased computer equipment, sole source maintenance agreements, exhibit space, subscription fees for newspapers and magazines, registration fess where advance payment is required or advance payment discount is provided and the Library of Congress.

Travel

Employee registration and other travel related expenses should not be processed in PCS. Call 8-4005 for travel information and/or guidelines.

Who to Call for Help or Questions

Purchasing Fax- 308-4175

Lisa Sparks, Director of Purchasing, 320-308-4788 lksparks@stcloudstate.edu

Doris Frieler, Purchase Card Administrator, 320-308-4001 djfrieler@stcloudstate.edu

• P-Card set up, training, security, post audit of statements, administration

Carol John, Contracts Coordinator, 320-308-3136 cljohn@stcloudstate.edu

• Fully executes prof/tech contracts, inter/intra agency agreements, joint powers
• Liaison to MnSCU Tax Department for foreign individual subject to withholding
• Formal bidding over $50,000

Pending, Account Clerk, 320-308-6463

• Assists with adding foreign vendor numbers to the state system
• Redeposits vendor checks
• Stop payment and reissue requests

Mary Schneider, Account Clerk, Sr., 320-308-4000 mrschneider@stcloudstate.edu

• Pre-audits and pays PR 1400s
• Assists with P-Card training/post-audit
• Object code clarification

Pending, Account Clerk, Sr., 320-308-3135

• Accounts payable for purchase orders

Jane Torborg, Account Clerk, Sr., 320-308-4120 jmtorborg@stcloudstate.edu

• Pre-audit for purchase orders
• Reviews competitive quotes between $15,000 and $50,000
• Assists with State of Minnesota, U of M, MnSCU CSC/CST and MnSCU approved coop contracts.
• Object Code clarification
• Prints purchase orders
• Set up security for PCS