Contracts, Procurement, and Risk Management

Thursday, August 21, 2008

9:30 a.m.

Open Forum

Topics of the Day New “Contracts, Procurement, & Risk Management” Org People Soft 9.0 Requisition Training Accessibility Updates P-card Updates and Changes AP – Hospitality and Guest Lecturer Update Procurement Guidelines Small Business and DVBE Annual Report Travel Update Q & A

Stay to learn more about international travel with Joe Risser and John Battenburg

Contracts, Procurement, and Risk Management

Matthew RobertsDirector

Greg MelnykPurchasing Mgr

Joe RisserRisk Mgr

Tessa BetzAdmin. Coordinator

Brenda TeschBuyer Lead

Georgia WellsBuyer

Leah KirklinBuyer

Suzanne LaCaroBuyer

Student AssistantsMikie Stock

Workers Comp.

Dru ZachmeyerContracts Mgr

People Soft 9.0 Requisition Training

Emails to sign up for a training session were mailed out 8/1/08 and 8/15/08

If you have not signed up for training please email Tessa Betz at trbetz@calpoly.edu to request a time.

Full

Full

E&IT and AccessibilityProcurement Workflow Update

FY 07/08 progress

Guidelines for processing E&IT Acquisitions

E&IT Product Procurement Workflow

FY 07/08 Progress

Cal Poly Accessibility Awareness

New Cal Poly Accessibility Web Template

Software Accessibility Review and Purchase

E&IT Product Accessibility Review and Purchase

Electronic & Information Technology (E&IT) Product Procurement Workflow

Date of Last Revision: 8/14/08

E&IT Product cost under $3,500

E&IT Product cost between $15,000 -

$49,999

E&IT Product cost over $50,000

Contact CPRM, Brenda Tesch for

instructions, ext 6-1299

YesYes

No

Process a requisition. Send to CPRM with

BackUp

CPRM processes a purchase order.

Sends to contractor

E&IT Product cost between $3,501-

$14,999

Fill out and submit E&IT Acquisition Checklist to Craig

Schultz

Yes

Fill out and submit E&IT Acquisition Checklist to Craig

Schultz

Upon receipt of the E&IT Acquisition

Checklist, the Section 508 Compliance

Officer will request the VPAT and any

supporting documentation from

the contractor

Once the Acquisition Checklist and VPAT have been approved, process requisition,

send Back Up to CPRM

CPRM processes a purchase order.

Sends to contractor

VPAT form & instructions to fill out, are located at http://www.calstate.edu/Accessibility/EIT_Procurement/VPAT_Guide.htmlContact Mary Shaffer for any questions, ext 6-5538

NoNo

Purchase E&IT product with

P-Card

Purchase E&IT product by Direct-Pay

Yes

E&IT Acquisition Checklist will be available in mid-September. Work with your LAN Coordinator in filling out form. Contact Craig Schultz with any questions, x6-6117

Process a requisition. Send

to CPRM with BackUp

CPRM processes a purchase order.

Sends to contractor

E&IT Acquisition Checklist will be available in mid-September. Work with your LAN Coordinator in filling out form. Contact Craig Schultz with any questions, x6-6117

PCard Handbook Updates

As of September 1, 2008, we have a new updated Pcard Handbook.

The new handbook includes hospitality changes, new accessible format, and an updated reconciliation report.

The new Handbook will be found on our website under http://www.afd.calpoly.edu/purchasing/Forms.htm

starting September 1, 2008.

Hospitality Expenses

What are Hospitality expenses? The provision of meals, refreshments, promotional materials, gifts,

awards, or reimbursement of travel expenses to official guests, to students and to employees. Hospitality includes expenses or activities that promote the University to the public, usually with the expectation of benefits accruing directly or indirectly to the University and may include the provision of gifts awards, and promotional materials.

How do I determine if the Hospitality expenses I’m requesting be paid are allowable? Review the Hospitality policy (

http://www.afd.calpoly.edu/FiscalServices/Forms/HospitalityPolicy.pdf) this policy spells out common definitions and provides a useful grid that enables the user to determine which expenses are allowable and what funding sources can or cannot be used

Hospitality Expenses

Hospitality Expenses

What payment methods can I use to pay for Hospitality expenses? Pay for them on your own then submit an expense

reimbursement using a Direct Pay Form Meals provided by campus dining can be billed to the

requesting department

The Procurement Card may not be used for any Hospitality expenses

Hospitality Expenses

What kind of documentation do I need to provide for hospitality expenses to be paid? A list of attendees Whether or not there was an official guest in

attendance at the event (list the name of the official guest)

Whether or not alcohol was served An itemized receipt

Guest Lecture Payments

Guest Lecturers are individuals that will be paid thru Accounts Payable as an independent contractor and could be providing any of the following types of services: Guest Speakers/Lecturers Artists Poets/Novelists Instructors Performers

Guest Lecture Payments

Issues to take into consideration prior to engaging a Guest Lecturer to provide services: What is the frequency of the work to be performed? Is there a contract with the Guest Lecturer? What is the dollar value of the contract with the Guest

Lecturer? Is the Guest Lecturer a non U.S. citizen? If so have them

call Payroll Services prior to commencing services. What is the nature of the services to be performed. Are

you engaging a chainsaw juggler or a basketweaver?

HIGH RISK SERVICES TO BE PROVIDED? MAY WANT TO TALK TO CPRM ABOUT INSURANCE/LIABILITY ISSUES.

LOW RISK SERVICES? MAY NOT NEED TO TALK TO CPRM ABOUT INSURANCE

OR LIABILITY ISSUES.

Procurement Guidelines

New Procurement Guidelines Brochure to be available mid Sept

Direct Pay forms

Reminders about: State funds and Corp (Discretionary) funds Donations and loaned equipment

All purchasing requirements remain the same especially for contracts/agreements, service contractors and insurance requirements.

Small Business & DVBE

State mandated goals Small Business 25% of spending DVBE 3% of spending

Cal Poly is committed to this initiative

Widespread acknowledgement of benefits

Significant State and CSU focus

Substantial support from business

Small Business & DVBE

CONGRATULATIONS CAL POLY!

In FY 07/08 we performed much better than in past years

We achieved: Small Business 27.5% of spendingDVBE 1% of spending

Travel Update From SLO Airport to LAX and SFO

American Airlines and Delta have suspended services United Airlines and US Airways remain This represents a 30% reduction to Cal Poly’s 750 airlines seats per year

From Santa Maria Airport to LAX United Airlines service remains

Alternative travel to LAX and SFO Enterprise Car rental (free airport to airport drop-off) Silverado Coast Flyer to LAX ($49 one way fare)

Book air travel well in advance through Giselle’s to assure State Y-Cal fares and seat availability

Question & Answer

Thank you for attending!

Please stay to hear more about, University guidelines, procedures, insurance and forms necessary for academic program

management of risk in international travel.