Updated College Tour Presentation

Procurement to Contracts College Tour Presentation 2012 Procurement Services What Procurement Services Does    Vendor Budget/Commitment Control Vendor Setup and Maintenance Requisitions and Purchase Orders      Selectively review PO’s less than $10,000 for compliance Final review and approval of all PO’s greater than $10,000 Competitive Bidding and Request for Proposals Sole Source Requests Procurement Policy Training Procurement Services Highlights • Remain consistent with Illinois Public Community College Act • NEW POLICIES APPROVED: Colleges have spending authority up to $25,000 within the approved purchasing conditions • Every purchase over $25,000 must be submitted to the Board of Trustees for approval • Procurement Services has established district wide contracts for utilization over $25,000 For Example: Office Supplies, Janitorial Supplies, Computers, etc • City Colleges administers an aggressive program to utilize Minority and Women owned businesses (MBE/WBE) • NEW THIS YEAR: Annual Purchase orders are required for recurring purchases • NEW THIS YEAR: Employee Expense Reimbursements no longer require a requisition and purchase order Purchases must follow Illinois law and Board policies • The Chairman of the Board, Chancellor and Presidents are the only individuals authorized to sign and execute agreements on behalf of City Colleges of Chicago regardless of value • No District officer or employee, without express authorization, shall make any purchases or enter into a verbal or written purchase contract on behalf of the Board • Any contract made in violation of State law, or Board rules, policies and procedures is VOID as to the Board District Wide Spending Authority, Requirements & Conditions Dollar Amounts Three Bids/ Quotes M/WBE Required Campuses/ Depts Approves PO PO Approval from District Procurement Staf Board Approval Required Professional Service Agreements (PSA)/Service Requisition Signature Authority $1$2,499.99 Phone/In person or written Recommended N/A Yes No No No College President and Vice Chancellor $2,500$25,000 Written Required Yes, at least one bid/quotes must be from a M/WBE Yes – Up to $10,000 $10,001 $25,000 No Yes College President and Vice Chancellor $25,001 and over *Formal Bids/RFP Public Ad Required Full Compliance required per M/WBE Plan No Yes Yes Yes College President and Vice Chancellor Purchase Order Process Requisition Signature Work Flow Types of Purchase Programmatic Vice Chancellor/ Associate Vice Chancellor IT Hardware, Software and Services Purchases Arshele Stevens Office Supplies (Instructional and Non- Diane Minor Instructional, Janitorial Supplies, Facilities, Furniture, Construction/Renovation Academic – Books, Scientific Supplies, Nursing Kojo Quartey or designee (Cecilia Lopez, Supplies and Equipment, Cosmetology Michael Davis, Lydia Gonzalez) Supplies and Equipment Student Related Purchases – Events and Travel KKC, MXC, OHC, HWC – Preston Harden DAC, TRC and WRC – Ed Garza Employee Travel/ Reimbursements Advertising/Promotional/ Outreach Items Athletic Supplies and Equipment JR Dempsey Laurent Pernot Michael Daigler Bookstore, Cafeteria and Vending Services Joyce Carson Purchases Security Supplies and Equipment Purchases Joseph DeLopez VENDORS • • All vendors are entered into the PeopleSoft database by Procurement Services Please allow a minimum of 10 business days for entry All new vendors who will provide goods and services must complete a vendor packet Which includes the following: • • • • • • • • • Vendor’s List Application Form (2 pages) IRS W-9 Form Purchase Order Terms and Conditions (Conditions of Purchase) Independent Contractors must complete the Personal Service Contractor’s and Contractor’s Key Personnel Data Form Acknowledgement of the District’s CCC Ethics Orientation for Contractors/Vendors NIGP Commodity Codes Selection To update existing vendors the Vendor Form must be completed and supporting documentation must be attached i.e Vendor address change notice, etc Hotels and Membership organizations are only required to submit the IRS W-9 Form and Vendor Form (include telephone and fax numbers) M/WBE vendors can be found on the City of Chicago’s website: https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago The vendor forms are available from the intranet via http://portal.intranet.co.ccc.edu/finance/default.aspx under Procurement Reimbursable Expenses •Reimbursements must be submitted within 15 days of expenditure in order to be paid •Please use available contracts for purchases •Reimbursements will not be allowed when there are current established district wide contracts •For all non-contracted items (i.e milk, apples, sheep brains, etc.,) you may obtain the products and submit the receipts for reimbursement Please follow the internal reimbursement policy •Reimbursements will be processed once weekly by District Accounts payable upon receipt from the College Business Office/District Office Department 10 Public Transportation and Non-Purchase Order Related Reimbursement Requests – President requestor requires the Provost, the Executive Director/Business Manager and Finance CFO – Vice Chancellor requestor requires the Chancellor/Designee and the Executive Director/Business Manager – The Chancellor requires the Chairman of the Board or Designee – Students requires the Club President, Club Treasury, Dean, Executive Director and/or President (when applicable) for Agency/SGA funds If funds are stemming from the SGA ED Fund the Reimbursement Expense Form will require the respective Vice-Chancellor – NEW - Reimbursement Acknowledgment Form should be included with the employees’ reimbursement requests that are being submitted for the first time this fiscal year 2012 61 Public Transportation and Non-Purchase Order Related Reimbursement Requests •Meals for In-District Travel up to 50 miles is an unallowable expenditure Meals over the 50 miles radius requires prior approval per the current Reimbursement Policy •All original receipts, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts are required for reimbursement—no copies – Miscellaneous expense will only be reimbursed for items under $100 with valid original receipt(s) and purpose as required – Must provide reason and purpose of the purchase •Missing Receipts and supporting documentation – Affidavit must accompany a written explanation and signed by the employee stating the reason the original is unavailable – (1) per fiscal year 62 Athletic Travel Requests Athletic Travel requires the following: •Preapproved Athletic Travel Form must be submitted at least 30 days in advance of the proposed travel event with completed estimated cost of travel •A team roster including coaching staff and season schedule •Athletic Cash Advances requires a signed Athletic Advance Repayment Agreement, which ensures that monies shall be used for the purposes in the estimated cost of trip and upon return be substantiated by a receipt for expenditures •All receipts for advances and estimated expenses must be submitted within 10 business days or less to your home Business Service Office ― All detailed original itemized receipts ― All receipts should coincide with the open advance request submitted prior to travel ― If receipts are not received by District Accounts Payable (A/P) department within 15 days (and no more than 21 days) after the date of event or travel an email notification is sent to the college Executive Director/Business Manager ― All other requests will be placed on hold until the previous advancement with receipts and/or supporting documentation has been received by A/P Please be advised that any receipts that are not submitted to A/P timely may become additional income to employee that will be reflected in their W2 and/or is subjective to a penalty of wage garnish 63 This form is located on the Employee Portal at http://portal.intranet.co.ccc.edu/finance/Procurement %20%20Business%20Services/Forms/AllItems.aspx 64 Local Mileage Reimbursement Policy & Forms • • • In collaboration with the City of Chicago Comptroller’s Office, the City Colleges of Chicago (CCC) has developed a new local Mileage Reimbursement Policy which was effective February 6, 2012 The policy addresses the local (within city limits) mileage reimbursement process when using a personal vehicle while performing CCC business, as well as local transportation Key components of this policy include the following: – – The preferred method of local travel for CCC employees should be public transportation; however, it is recognized that there are times when this mode of transportation may not be feasible due to location, timing, equipment/materials, and/or security reasons Timely completion of the monthly Local Mileage Reimbursement form; as well as supporting documentation is to be submitted within 10 days of the last day of month end travel • Annual acknowledgement form certifying the employee has read and understands policy that includes prior authorization by manager for the employee to use personal vehicle while performing district business • Annual Certification of Driver’s License and Automobile Liability Coverage form • Valid IL driver’s license, vehicle registration and current city sticker for FT employees • Certification of the following: – Seat belt used – Cell phone usage is via “hands free” device – No debt owed to the City of Chicago – No more than moving violations in the last years or DUI’s in the last years – Attach MapQuest/Google maps – Unallowable mileage restrictions » Less than miles per segment » No more than 50 miles per day or accumulative 1,000 per month – Timely and accurate submission and approval requirements 65 Local Mileage Reimbursement Policy & Forms • • Other Local Transportation Reimbursement for Other Local Transportation modes will either no longer be allowed or limited, due to non-standard usage among City Departments and Sister Agencies and unclear control procedures, to ensure that taxpayer dollars are used appropriately for operations that require employee transportation Taxi Cards/Coupons –The use of taxi cards and taxi coupons will be discontinued Taxi fares (excluding gratuity) for local travel when performing CCC business can be submitted for payment through the Employee Reimbursement process Bulk Purchase of CTA Passes –The bulk purchase of CTA passes will no longer be allowed Employees can register for pre-tax transit checks through payroll deductions which can be used to purchase train/rail passes Jury Duty Travel Expense –Reimbursement for jury duty travel expenses will no longer be allowed Parking Fees –Reimbursement of parking fees will be limited to $25 for each segment of travel, with a maximum of 2-two segments per day 66 67 71 72 AP Travel Metrics 70 Tips for Travel Is the expense necessary and reasonable? For every purchase determine if the purchase is necessary and if the price is reasonable Reimbursable Expenses Fees to/from the airport; meals in transit snacks and desserts (includes coffee/water), car rental which requires prior approval Travel within one day For conferences within one day’s travel differ considerably from longer trips Check to make sure your meeting is within the one-day travel radius (50 miles) Receipts, receipts, receipts! An original itemized receipt is required for all reimbursements Lost receipts: You are allowed (1) per fiscal year with an affidavit and copy of your credit statement to provide proof of payment Group meal: Please obtain individual receipts for reimbursement Tips paid in conjunction with meals are included in the meal allowance and cannot be claimed separately 71 Invoice Payment Timeline Business Services Office/District Departments • Requires to review and verify Vendor Invoices , Travel and Reimbursement Requests before processing or submitting to AP for vouchering: ―Verify timely submission of reimbursement request (within 15 day from purchase); only one exception to the 15 day requirement will be allowed ―Verify that all proper forms/documentation and reasons for purchase; ―Verify mathematical accuracy; ―Verify original receipts with proof of payment; ―Verify recording cash advance, if applicable and submission of check for monies due CCC; ―Verify documentation of the pre-approval for expenditures; ―Verify Signed Reimbursement Form; ―Verify proper allocation of expense according to budget procedures and to the proper budget account string; • Please be advised it is the responsibility of the Supervisor or Manager (first-line approver) to ensure that an Employee's Expense Reimbursement Form and Vendor Invoice requests are complete and that adequate documentation has been provided to support that the expenditure is a valid CCC business expense before submitting to your Home Business Office • The Reimbursement Expense requests will be returned to the Supervisor or Manager (firstline approver) if not complete per the requirements above 72 Invoice Payment Timeline Finance Accounts Payable Services •Invoice payments are processed within five business days of receipt from Colleges and District Office •Checks are issued on a weekly basis based on either vendor contract terms or District terms of net 60 days – CCC new vendor payment terms efective January 1, 2012 as follows: • • • • US Bank Payment Plus Virtual Card program –15 days or less ACH (Automatic Clearing House) – net 45 days Checks – 60 days Reimbursements – Due now •Emergency payments are processed upon receipt of approved request •Immediate payment requests are processed within 24 hours if received by 11:30 a.m each day •Invoice payment requests received after 3:00 p.m are considered next business day requests •AP mails all checks to the appropriate vendors by United States Postal Services; check pick-up is by request only upon prior approval 73 Accounts Payable Services Personnel • • Selenea Hughes MXC, OHC & WYCC Account Analyst (312) 553-3425 • Cherrise Harper AP Manager (312) 553-2818 • Eltoria Bilbrew RDJC & WRC Account Analyst (312) 553-2535 • • Justin Pitre KKC & TRC Account Analyst II (312) 553-2814 China Bouldin Associate Director of Business Services (312) 553-2819 Marilyn Sullivan DO & HWC AP Coordinator (312) 553-2821 • Velina Walker Account Analyst/ Intern (312) 553-3318 74 Questions 75 ... Procurement Services Highlights • Remain consistent with Illinois Public Community College Act • NEW POLICIES APPROVED: Colleges have spending authority up to $25,000 within the approved purchasing... N/A Yes No No No College President and Vice Chancellor $2,500$25,000 Written Required Yes, at least one bid/quotes must be from a M/WBE Yes – Up to $10,000 $10,001 $25,000 No Yes College President... Presidents are the only individuals authorized to sign and execute agreements on behalf of City Colleges of Chicago regardless of value • No District officer or employee, without express authorization,