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spacer spacer Purchasing Office

The Keene State College Purchasing Office, under the guidance of the University System of New Hampshire Board of Trustees policies and procedures, seeks the development and implementation of effective and ethical procurement practices, principles and techniques, through continuing education, publication and networking opportunities, resulting in the timely procurement of quality goods and services for the College.


Attention Pcard Holders;

Historically, the Purchasing Department has held a Pcard Meeting at the beginning of each academic year. This year, in light of everyone's extremely busy schedules, we thought we'd try something new; emails with important tips and reminders. Hopefully, this will be a better way of reaching the entire campus community rather than just those who's schedule allows them to attend the meeting.

In addition, we will send periodic tips and updates throughout the year in an effort to maintain better communication. . Our goal is to make this program better and more easily understood by everyone.

This first email will cover some major issues that need to be addressed. Please take a minute to read them over and let us know if you have any questions. Most, if not all was covered during your initial PCard training however we am more than willing to do individual or group refresher training if necessary.

It is the card holders responsibility to make sure his/her statement is accurate which includes, but is not limited to the following:

  • The most important (and most frequently missed) is account code changes. Each card has a default code into which charges automatically fall after the sweep date, usually seven (7) days after email. If your charge is for something other than the default it needs to be changed before the sweep date. For example, if your card is coded for supplies (711100) and you purchase food for a meeting, the code must be changed to meals code (719005) before the sweep date. Depending on your situation, your Administrative Assistant or Purchasing can make the change for you. If not done in time, a Journal Entry must be made which can be time consuming and confusing to look at in reports.
  • All monthly reconciliations are due in the Purchasing Office by the 10th day of each month and must be signed and dated by the cardholder and Account Manager. The signatures acknowledge the reconciliation has been reviewed by both and errors have been noted and/or corrected. After we have reviewed your statement it will be returned to you to be kept for seven (7) Fiscal Years.
  • Itemized receipts must be included for all purchases. Credit card receipts are not considered valid as they are not itemized and just show that a credit card was used.
  • A brief explanation for each charge must be included with the reconciliation. This must include the business reason for the purchase and in the case of meals, a list of names included at the meal or meeting.
  • Tape all small receipts to an 8 ½ x 11 piece of paper. Several receipts can be included on one sheet. Rather than paperclip your receipts to the statement make sure you staple them. This way nothing gets lost or stuck to another report.
  • With some exceptions, specifically TypeMaster, service calls are not to be paid using a Pcard.
  • Gifts/Awards/Prizes are never to be purchased with Pcard. These purchases are in violation of KSC, USNH and IRS regulations.
  • Pcards are not to be used at the KSC Bookstore, Dining Commons or Lloyds. You will be asked to have the charge credited to the Pcard and then file for reimbursement from Petty Cash.
  • As a cardholder, you are responsible for all purchases made on your card therefore reconciliations should be done personally to ensure accuracy and integrity.

If you haven't already please pick up your new Pcard in the Purchasing Office. Your current card will expire at the end of the month.

Thank you for taking the time to read this. If you have any questions or concerns please feel free to give us a call.

KSC Purchasing Office


May 20, 2011

Campus FY'12 Typemaster Copier and Fax Service Contracts

In our continued efforts to save college funds the KSC Purchasing office has completed an analysis of our current non-Conway, (Typemaster) copier and fax machine service contracts. The Purchasing office has acted as the manager of these contracts in the past. We collected/reviewed them, paid for them and then charged individual departments back for their respective machines.

Based upon recent history of service calls, we have found that departments can save money by NOT entering into annual service agreements for their TypeMaster machines. Our analysis is purely financial and is not intended to criticize Typemaster as they have done a very good job for KSC over these many years.

What this means:   The College can save money by not entering into service contracts for these machines in FY'12. It does put the burden of any and all repairs on the individual departments. Should major repairs be needed or if frequent services calls are requested, departments may incur increased costs over their historical annual service contract fees. This strategy represents a calculated risk we feel are required by our FY'12 budget concerns.

KSC Users are not to enter into any service agreements for the Typemaster machines. Should they require service or supplies, they can call Typemaster and use their PCard as the preferred procurement vehicle. While policy states that PCards cannot be used for services we have been granted an exception for the Typemaster contract only.

In addition to the economic argument stated above, KSC continues to work on the USNH wide Print Management project. This project incorporates a phased rollout of new printer/copier/fax machines called Multi Functional Printers, (MFPs) to the entire campus this coming fiscal year. We are currently in the process of conducting a pilot program in Fiske this summer to help us better plan for the upcoming campus implementation of these new machines. Once installed, these new MFPs will eliminate the need for machine specific annual service agreements.

Please contact the KSC Purchasing office with any questions or concerns. We thank you in advance for your willingness to make changes to save funds.


January 18, 2012

CAMPUS NOTICE - MANCHESTER AIRPORT PARKING

Dear all,

As of 12/31/2011 the Highlander Inn will be closing. Parking options at the Manchester Airport will no longer include the Highlander Inn after that date.

USNH has been working with the State of NH Dept of Admin Services (Div of Plant & Property) and the Manchester Regional Airport in adding all USNH entities to the States contract with the airport for discounted parking.

Some points for parking at the airport are:

  1. The State of NH contract is to be used for business travel only
  2. Parking fee using the State of NH contract is $5/day
  3. If using the State's contract option, we must use a form that needs to be completed by the traveler and signed by their supervisor (as we'd done in the past)

The KSC Purchasing office has put up on our website a link http://www.keene.edu/purchasing/forms.cfm to the document providing instructions for using the State of NH contract with the Manchester Airport. In this document you'll find the form to be used by travelers. If you just want the form itself, you can get it by going to the Purchasing website and clicking on forms.

Thank you


Keene State College Purchasing and Contract Services Department QUICK REFERENCE SHEET - PROCUREMENT

General PO Processing: To Dos BEFORE you request a PO:

  • Is the vendor in Banner? - If Not: get a completed W-9 to Purchasing- form on our website
  • Are you buying off of a campus contract? - List on our website
  • Is your request to a non-contracted vendor and over our bid limits? - See below
  • Do you need to complete a Independent Contractor Form, (ICA) - Form on our website
  • Is the vendor coming on campus? If Yes - Does the vendor have a current certificate of insurance or USNH Hold Harmless form on file with us? Call us and we can let you know - If No - you must call vendor to fax us one
  • Is there a contract associated with your request? If Yes - Please send to us for review and approval
  • Confused?????? - call us

Bid Limits:

The Purchasing Office will bid out any and all items, at any dollar level, that Users request. The Purchasing Office reserves the right to bid out any requests, at any dollar level, if it is deemed to be in the best interests of the Institution.

DOLLAR AMOUNTS TO PROCESS, ACTION REQUIRED AND LENGTH OF TIME.

$0.00 - $3,000.00 - Paperwork to Purchasing. - 24-48 Hours

$3,000.00 - $5,000.00 - One (1) written quotation from proposed supplier must be approved by the KSC Purchasing Office BEFORE the request is processed. - 24-48 Hours

$5,000.00 - $10,000.00 - Three (3) competitive quotes are required. The quotes can be faxed, e-mailed or via US mail. They must be approved by the KSC Purchasing Office BEFORE the request can be processed. - 24-48 Hours

$10,000.00 and up - KSC Purchasing will process formal written bids. Detailed specifications must be forwarded to Purchasing. Once received, a formal bid package will be prepared and processed. - 10-30 Working Days (the length of time depends upon the complexity of the bid)

***Complete, detailed specifications are required on all bids***

Liability for Unauthorized Purchases:

If any purchase is made without an order in the prescribed forms of the Purchasing Office or not within the policy of the University System of New Hampshire, the individual member of the staff placing such an order will assume personal liability for the payment of the invoice.

Contracts:

All contracts must be reviewed by the KSC Purchasing Office PRIOR to the signature process. Do not put yourself in jeopardy - forward all contracts to KSC Purchasing for processing. PO requests will not be processed until all contracts have been fully executed.

You can review on-line Purchasing and Travel manuals at http://www.keene.edu/purchasing/. We hope that this information will be helpful to you as you plan your purchases and travel arrangements.

Please do not hesitate to contact us with your questions and concerns.


Keene State College Purchasing and Contract Services Department QUICK REFERENCE SHEET - TRAVEL

KSC TRAVEL PROCESS

KSC MasterCard Program

  • Traveler contacts KSC approved travel vendor, (Milne or Accent)* and makes all his/her arrangements
*Travel Agency can reserve hotel & car rentals but the Traveler must use their own credit card upon arrival at the hotel and/or car rental agency. Reimbursement for these expenses is via the USNH Travel Expense form.

  • Travel vendor e-mails itinerary to traveler and purchasing
  • Traveler forwards to responsible administrative assistant
  • Traveler obtains approval from budget manager
  • Please note: The individual traveler cannot approve his or her own travel. The supervisor must always approve an individual's travel documentation.
  • International - traveler has budget manager's approval and vice-president pre-approval

Approvals: Suggested E-mail Process:

  1. Domestic Travel: Administrative Assistant sends e-mail to Budget Manager requesting trip approval. Budget Manager replies with approval.
  2. International Travel: Administrative Assistant sends e-mail to Budget Manager and Vice President for approvals. Budget Manager and Vice President reply with approvals.
  3. Administrative Assistant forwards approval e-mail to Purchasing
E-Mail must have:
  1. Stated Business Purpose of trip
  2. FOAPAL - account trip to be charged to
  • Purchasing can NOT process requests without written, (we suggest e-mail), proof of budget approval
  • Once approval e-mail received by Purchasing - Purchasing calls in order and sends confirmation e-mail to Traveler
  • Purchasing will charge the appropriate departmental account electronically
  • Charge will appear on departmental monthly budget reports
Advantages of new system:
  • Uses faster, more efficient e-mail communication
  • Administrative Assistant does not have to call Travel Agency with release number
  • Administrative Assistant does not enter any documentation into Banner
NOTES:  When the traveler calls the travel agency to make travel arrangements, the following information is needed:
  • Date of departure
  • Date of return
  • Originating city
  • Destination city
  • Number of travelers
  • Names of travelers
  • Passenger phone number
  • Transfers to/from the airport
  • Any physical disabilities
  • Excess baggage requirements
All current travel rules, regulations and guidelines remain in effect and are available on the KSC Travel Website, http://www.keene.edu/purchasing/travel.

Contact Information:

Accent Travel
34-1/2 Washington Street
Keene, NH 03431
(603) 352 - 3003
KSC Account Manager - Pam Bruder

Milne Travel Services
70 Island Street
Keene, NH 03431
(603) 352 - 8005 - Group Travel
(603) 357 - 1104 - Individuals on KSC Business
(800) 225 - 6415 - Toll free number
KSC Account Manager - Claire VanWely


Announcements


U-Save Auto Rental Cancellation Policy

Effective September 25, 2009, reservations for vehicles that are not cancelled within 48 hours of the booking date will be charged a one day fee at half the daily rate.

The 10 passenger vans will be charged a one day fee at a rate of $120.00.


Surplus Sale
Please join us the second (2nd) Saturday of every month for our Surplus Store sales from 8 a.m. to 12:00 Noon. The dates are listed below.

    June 25, 2010
    July 10, 2010
    August 14, 2010
    September 11, 2010
    October 9, 2010
    November 13, 2010
    December 11, 2010
    January 8, 2011
    February 12, 2011
    March 12, 2011
    April 9, 2011
    May 14, 2011

Here is a sample of items that will be for sale:

Assorted furniture including desks, tables, chairs, couches, etc.

Bring a truck and your friends and pick up a bargain.

CASH AND CARRY - everything is priced to move on a first come - first serve basis.

More information about the surplus program

We look forward to seeing you!


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Updated: January 18, 2012 KSC Photos on SmugMug Subscribe to the KSC RSS news feed Keene State on Facebook Keene State on Twitter Keene State on YouTube

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