CON-001 - University of Massachusetts Boston



The University expects to provide faculty and staff with a work environment that is professional and supportive. The University departments will provide faculty and staff with work related goods and services in order to carry out their mission for the University. The department finance administrative staff person is available to handle all requests. Employees do not need to use their personal funds to purchase work related goods and service.

Purchasing is decentralized throughout the campus with automated workflow on requisitions. Departments make purchasing decisions that support their mission and sufficient current year budget authorization in accordance with UMass Boston Policies and Procedures. To maximize vendor competition and volume discount purchases, departments must make use of Campus, University, State, or MHEC publicly bid contracts. All purchases of goods and services exceeding a certain dollar limit must be competitively bid unless covered under a contract. Contracts are bid competitively by established, authorized entities, to obtain the best value for the user and are valid for an established period of time. If the good or service is not available from a contract, departments should request assistance from the Procurement Department.

If a faculty or staff member requires goods or services for classes or any other work related needs, they should submit their request to the department’s finance/administrative staff person.

There are two methods available to your department finance administrative staff person for the purchase of goods and services.

1. The UMass BuyWays procurement system is a one-stop shopping center. This product provides an intuitive user friendly tool for purchasing the goods and services necessary to conduct the day to day business of the University. BuyWays Showcase Vendors have contracts awarded through a competitive procurement public bid process and are established as University contracts available to all six UMass Campuses.

The purchase of goods or services is initiated in the department with BuyWays requisitions and is electronically forwarded through workflow to the appropriate approvers. There are several levels of approval depending on the type of expenditures, source of funds, and dollar amount. Once all approvals are complete, the requisition is sourced to a purchase order and electronically distributed to the vendor by fax or email.

2. The ProCard is recommended for efficiency and convenience in purchasing small dollar amount commodities in accordance with the ProCard User Guide. The ProCard is to be used only for purchases related to University business. See Allowable/Restricted list on the ProCard section of the Contract & Compliance website.

Departments must purchase goods from BuyWays Showcased Punch-out Catalogs 100% of the time. The ProCard may not be used to purchase commodities that are available or if similar items are available from BuyWays Showcased Punch-out Catalogs.

If an extraordinary circumstance arises while a faculty or staff member is traveling on official University business and the staff/faculty must pay for needed items out-of-pocket, the Department Head/Chair’s approval to make the purchase should be included on the CON-02 Travel Expense Report (refer to FY09-CON-002-01 Employee Travel Policy & Procedure).

Employee discounts are also available from Contract Vendors:

Contact the Procurement Helpline @ 617.287.5060 for more information.

NOTE: All current Policies, Procedures and Forms are on the Contracts and Compliance website.

-----------------------

Contracts and Compliance

Administration and Finance

100 Morrissey Blvd.

Boston, MA

02125-3393

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download