Ohio State University



Critical Procurement GuidanceAs of 04/03/2020Required eRequest Documentation:Provide a very descriptive business purpose: Who, what, where and why…….Please include language that indicates why this is important now.1. Is the purchase related to supporting COVID-19 efforts (e.g. research, education, etc.)? In the justification section of the erequest, please be specific about this relationship2. Is the purchase considered essential? If so, what business initiative does the purchase support? Provide impacts of delaying the purchase.3. If goods are being requested and delivery is needed. Where are the goods being delivered and to whom? (eStores orders cannot be shipped to homes, more info below)If prior approval was given by Extension leadership, please include the email approval in the erequestUNIV approach for off-campus shipping……eStores Orders:? Vendors only able to ship to campus addresses.? (No ability to ship off-campus / home addresses).? Undeliverable eStores orders available for “will call” pick-up at Receiving.Non-eStores Orders:? OK to ship to home addresses with college approval.? Univ only requests we use common sense with who, what, and why.University asking for improvement by depts with more business justification, concise details, supporting documentation, etc.? (General statements of “office supplies” is not adequate.)UNIV Purchasing:Blankets and Term PO renewal eRequests for FY21 can continue as normalWe want to be sure we are prepared to pay our utilities, equipment leases, etc.Renewals for purchased services (teaching, speaking) or goods (books, supplies) should be put on hold unless critical to business continuity. eStores or other suppliesWe have seen many requests for teleworking supplies such as printer toner, paper, envelopes, etc. Please exhaust all digital/electronic means prior to resorting to printing from home as a business expense. (digital signatures in adobe, digital review of eReports, etc). If you feel you must purchase these supplies, please be sure there is a compelling business purpose that explains why this is a critical need and cannot wait to be completed. Also provide estimated usage (ie, a b&w toner cartridge can print up to 200 pages, so we must show the cartridge will be fully utilized for business)Is this something that is needed NOW, or can it wait a few weeks? Things are changing quickly, and we expect that guidance will be better in two weeks. If a need is not critical to move forward with at this time, please delay allowing us to work through our new normal.P-card Mangers, please be thoughtful about the use of pcards. Not all units require an erequest before approvalCFAES is working on list of critical research/locations that are approved to continue operationsIT related items:There is no change in IT purchasing policy at this timeIT purchasing guidance remains in place and can be found here: Also See: IT?Purchasing and FAQIf you feel the OCIO is not meeting your need for critical supplies, please work through Jesse Buxton to resolve issues.OSP/Research Guidance:Personnel expenditures (salary, fringe benefits, stipend)On federal awards, continue to charge personnel expenses as usual, even if full effort is not possible. Track when you do this and provide to your SPO; some sponsors require notification (ACF, DOD) and some do not (e.g. NIH, NSF). note: maybe do a table by sponsorOn awards from Foundations/Associations (private agencies) and from Industry (non-federal flow-through), continue to charge if the work can be performed. If only partial effort or no effort can be performed, and the award is cost-reimbursable, charge for the effort only if the sponsor allows (American Heart Association). If the award is fixed price/deliverable based (as are the vast majority of industry awards) you may continue to charge these expenses but consider whether you’ll be able to produce deliverables given funding.Non-Personnel expendituresUniversity budget issue resulting from the crisis:? As a result, the University has limited purchases to business-critical items and services.? This doesn’t apply to sponsored programs funds.However, as a result of the social distancing and safety issue, only critical research should be happening on campus.? If critical research is being conducted, then the lab can be open and order and receive shipments as normal.? For non-critical research we can place orders for services, for equipment with longer lead times and/or to be held by the supplier until after labs reopen, or for appropriate goods (no hazard to shipping/storing/using at home) that can be shipped to homes to support research being done by researchers working from home.In addition to the criteria communicated by OSP above, it is important to note that for FAES any research that is ongoing must have a college approval documented. Previous communication from Dr. Pierzynski has been sent on this topic. You can click here for more guidance on this process: a Non-Cost Extension (NCE) for Sponsored ProjectsAs you look at your sponsored projects portfolio over the next few weeks, you may want to consider requesting a Non-Cost Extension (NCE) if your award is set to end in the next three to six months. NCE’s are normally 12 months in length, but you may wish to request shorter periods. 1 Contact your Sponsored Program Officer and discuss sponsor requirements for a no-cost extension. (Prior to completing a NCE.) 2 Start to prepare information the sponsor may requests, such as: ? The length of the additional time required to complete the project objectives and a justification for the extension.? A summary of the progress to date (a copy of the most recent Progress Report and, where applicable, the attachment is acceptable provided the information is current). ? An estimate of the funds expected to remain unobligated on the scheduled expiration date. ? A projected timetable to complete the portion(s) of the project for which the extension is being requested. Send the request to you Sponsored Program Officer, include your PI Portal project number in the email. Your SPO will review and submit the NCE to the sponsor contact.CFAES Ag Operations:Several of our Ag Operations are considered critical and continuing work. Items being purchased related to Animal Care and spring planting are considered essential. We are working on a current listing of those operations. ................
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