Responsibilities

University Purchasing Responsibilities

  • Acquire goods and services for all departments of the University
  • Actively select vendors who serve the needs of the University by providing competitive pricing, quality products and efficient services in an economical manner.
  • Advise and consult with departmental end-users on order procedures and processing, vendor conflict resolution and other purchasing related matters.
  • Ensure new vendors are registered within the University’s Purchasing system
  • Ensure the participation of Certified Minority Vendors in the University’s procurement activities.
  • Review all requisition submittals for policy and procedural adherence, signature approvals and budgetary availability
  • Recommend alternatives for sole-source goods or services
  • Process expense requisitions for goods and services in the time frame as approved by the University’s Board of Trustees.
  • Distribute approved purchase orders to University originators and vendors

University Department Responsibilities

  • Properly complete the expense disbursement requisition form in its entirety
  • Properly identify the required product and services
  • Attach required supporting documentation, if applicable
  • Submit requests for goods and services with regard to the time frame allotted for requisition processing as established in the University’s policies and procedures manual
  • Adhere to established policies and procedures as approved by the University’s Board of Trustees.

Policies and Procedures Information

General Order Procedures

The individual requesting a commitment of University funds for the purchase of goods and services must have budget authority over those funds and there must be sufficient budget availability to cover such purchases. The requisition originator must have proper supporting documentation and required approval signatures, when applicable.

The time frame allotted for requisition processing is a maximum of three (3) days from the date of receipt. Check requisitions must be received in the Office of Purchasing and Procurement Services at least (5) business days before the check is needed.

The Office of Purchasing and Procurement Services will actively select vendors who have demonstrated the ability to serve the needs of the University by providing competitive pricing, as well as, quality products and services in the most economical and efficient manner possible. Past performance is a key indicator when considering potential vendors. In cases where a vendor will not accept a purchase order number, a Check Requisition Form should be submitted with supporting documentation (proforma invoice or quote).

New vendors to the University must be registered in the University’s Purchasing system before any purchase orders or payments are issued to the vendor. Only the Office of Purchasing and Procurement Services can register new vendors. The department will require a completed and signed W-9 Form indicating the proper tax identification number or social security number, if applicable.

Upon receipt of a purchase requisition, the Office of Purchasing and Procurement Services will determine whether the University’s Procurement Policy has been adhered too. The department will confirm the required accompanying approvals and bids, when applicable, and determine if the specified budget has sufficient funds available for purchase.

When the above procedures have been followed, the Office of Purchasing and Procurement Services will issue an approved purchase order, forward a copy of the purchase order to the vendor and return a copy to the purchase order originator.

Purchases for Goods and Services $500 or more

All capital expenditures (one or more expenses of $500 or more) must be approved by the President. This applies to all construction, capital improvements, major equipment purchases and special projects. Included are projects that are partially or fully funded by outside funding sources, such as grants, gifts, etc.

  • Purchase Requisition Form must be properly completed and fully executed in advance of the purchase and in accordance with the University guidelines to initiate a commitment for goods and services
  • Capital Expenditure Authorization Form must be completed to explain, document and justify capital expenditures of $500 or more. Form must be approved by the President and attached to the original requisition form.
  • Departmental originator will forward the executed purchase requisition to the Office of Purchasing and Procurement Services for processing

Purchases for Goods and Services $5,000 or more

All expenditures of $5,000 or more must be approved by the President and presented to the Board of Trustees in advance of the expenditure. This applies to all construction, capital improvements, major equipment purchases and special projects. Included are projects that are partially or fully funded by outside funding sources, such as grants, gifts, etc.

  • Purchase Requisition Form must be properly completed and fully executed in advance of the purchase and in accordance with the University guidelines to initiate a commitment for goods and services
  • Capital Expenditure Authorization Form must be completed to explain, document and justify capital expenditures of $500 or more, as well as, non-recurring or extraordinary expenditures which exceed $500, such as:
    • Long Term Property Lease
    • Equipment Lease
    • Service Contract
    • New or Replacement Furniture, Carpeting, Flooring, Lighting or Window Coverings
    • Information Technology or Telecommunication Systems
    • Software and Hardware Purchases
    • Other Service Commitments in which:
      • Annual obligation will exceed $5,000
      • Total obligation will exceed $5,000
  • Competitively solicit (3) bids or quotes
  • Departmental originator will forward the executed purchase requisition with the approved contract/agreement attached to the Office of Purchasing and Procurement Services for processing
  • No contracts or expenditures can be committed until the final approval of the project and funding source has been obtained from the Board of Trustees.

Purchases with Special Requirements

The following types of purchases are restrictive purchases and require additional specific review and approval due to their special nature.

  • Computers, Computer Equipment, Audio-Visual Equipment, Software and Peripheral Devices
    The Office of the Chief Information Officer must review and approve, in writing, all requisition request prior to procuring the goods or services.
  • Telecommunication Equipment (Cellular and Landline Phones)
    All telecommunication equipment purchases require written approval by the appropriate Vice President. These purchases must be coordinated through the Department of Information Management and Technology.
  • Copier Equipment
    All copier equipment purchases require written approval by the appropriate Vice President. These purchases require the President’s approval and must be coordinated with the Department(s) of Information Management and Technology and the University Copy Center.
  • Facility Repairs, Renovations or Item Replacements
    The Director of Facilities Management must review and approve, in writing, all requisition request prior to procuring the goods or services.

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Conflict of Interest

The University shall not enter into purchasing agreements with or otherwise purchase goods or services from University faculty, staff or members of their immediate families (defined as wife, husband, live-in significant other, mother, father, daughter, son, sister, brother, step-parent, step-child or step-sibling).

No employee, officer or agent of the University shall participate in the selection, award, or administration of a contract or purchase, when he/she knowingly has reason that he/she immediate family, partners or organization has a financial interest in the entity under consideration for such contract or he/she is negotiating or has any arrangements with regard to prospective employment with such entity.

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Unauthorized Contracts and Purchases

The University President is the only individual authorized to execute contracts, leases or agreements on behalf of Florida Memorial University. Individuals who execute agreements binding the University without the proper authority will be held personally liable for any and all associated damages.

The University accepts no financial responsibility for the purchase of goods and services made outside of authorized University policies. Purchases of this nature are deemed the financial responsibility of the individual who placed the order. Verbal orders are not honored by the University. The University accepts no financial responsibility for the purchase of goods and services made without an official, authorized University purchase order.

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Purchases of Goods and Services for Private Use

The Office of Purchasing and Procurement Services does not assist or become involved with any transactions for purchases of a personal nature.

Purchases for items that are of a personal nature or for personal consumption and have no benefit to the general operation of the University are deemed the responsibility of the individual purchaser. Such items include, but are not limited to, bottled water, coffee, tea, creamer, candy, soda products, small office refrigerators, microwave ovens or televisions.

Purchase requisitions submitted for voluntary activities, such as departmental holiday luncheons, holiday treats, dances, decoration or door prizes are not reimbursable expenses and will not be permitted or processed.

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Minority Business Utilization

The University is committed to enhancing the community’s economic development and increasing its utilization of services provided by small, minority and disadvantaged businesses in Broward, Miami-Dade and Palm Beach counties by awarding race and gender-neutral incentives, as well as, race and gender-conscious incentives for responsive and responsible bids submitted to the University for procurement consideration.

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University Business Travel

All travel (University personnel and guest) must be approved by the President. All travel must be processed in advance of the actual trip date by the Office of Purchasing of Procurement Services. Travel policies apply to all grants and sponsored programs as well. However, if specific agency guidelines for a grant program are more restrictive than the University’s policy, the agency’s guidelines will take precedence.

The Travel Requisition Form is to be used by all faculty, staff, students and official guests when requesting approval for the performance of travel to University events, meetings, seminars, conventions and conferences. The traveler must request travel approval by completing the Travel Requisition Form in its entirety and attaching suitable supporting documents related to the travel (conference announcement, invitation, scheduled agenda). All requisitions are to be approved by the respective department, divisional, and, if applicable, Grants department personnel.

Travel requisitions are to be submitted to the Office of Purchasing and Procurement Services fifteen (15) business days prior to the date of travel.

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Travel Arrangements

The University’s designated travel agency should be contacted to request detailed information related to all air and rail transportation, hotel accommodations and car rentals. Airline tickets, car rentals and Amtrak rail tickets will be direct billed to the University.

Travel cash advances are issued to University employees and Board of Trustee members only to pay projected business related travel expenses that have not been prepaid or are not direct billed to the University. To request an advance the traveler must complete and submit the fully executed Travel Requisition Form.

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Rental Vehicles

Rental vehicles are secured for University employees and Board of Trustee members only. Travelers may request rental vehicles when alternative transportation is not available or when vehicle rental is considered the most reasonable and economical method of travel. Rental vehicles should not be used for local trips when vehicles are available via the University Motor Pool.

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Non-Reimbursable Travel Expenses

When conducting business related travel the following expenses specified will not be reimbursed to the traveler:

  • All unauthorized purchases and/or services
  • Airfare – Business/First Class (Business and first-class fares will only be allowed when the regularly scheduled flight between origin/destination points, including connecting points, provide only first class or business class accommodations; and no seats are available in coach class accommodations in time to accomplish the meeting objective, which is urgent and cannot be postponed.)
  • Airline/Country Club Dues & Membership Fees
  • Airline Upgrades
  • Airline Phone Usage
  • Annual Fees for Personal Credit Cards
  • Alcoholic Beverages
  • Automobile Club Memberships
  • Barbers/Hairstylist and personal grooming
  • Books, Magazines, Newspapers
  • Car Rental Upgrades
  • Cellular phone charges (except when documented for appropriate business purposes)
  • Child Care, Baby Sitting, House Sitting, Pet Sitting/Kennel Fees
  • Contributions to public officials or candidates for public office
  • Evening Wear/Tuxedo Rental
  • Flowers
  • Gifts or Souvenirs
  • GPS Navigational Systems for Rental Vehicles
  • Hotel Room Upgrades
  • Internet line charge (from employee’s personal residence – unless appropriate business purpose has been documented and approved by the President and/or his/her designee)
  • Laundry and Dry-cleaning Services
  • Lost/stolen cash or personal property
  • Meals & Receptions (Occasions such as birthdays, holidays, retirement, employee farewell, baby shower and secretaries’ day)
  • Medical Services, prescriptions and doctor’s bills
  • Mileage (commuting between home and the University)
  • “No Show” Charges incurred by traveler’s failure to cancel hotel reservations in a timely fashion
  • Mini-bar snacks, water & alcoholic beverages
  • Personal Entertainment (including in-flight movies, headsets, health club/spa facilities, golf fees, hotel pay-per-view movies, in-theater movies, sport events, nightclubs, social activities and other related incidental costs)
  • Personal Care Items and Toiletries
  • Shipping Charges (traveler’s personal items/merchandise)
  • Shoeshine Services
  • Theft, loss or damage to non-business related personal property
  • Traffic fines, court cost, parking violations and auto repairs
  • Travel accident insurance premiums and/or purchase of additional travel insurance for airline or car rental
  • Visas, Passports & Inoculations (when not required as a specific and necessary condition of the travel work assignment)
  • All other expenses not directly related to the performance of the business travel assignment/conference

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Designated Travel Agency Contact Information

The university has partnered with Corporate Travel Consultants II (CTCII) to provide travel management services. CTCII is responsible for supporting the university’s travel objectives and the company has several dedicated agents assigned to the Florida Memorial University account. The agents can be reached using the information below:

Telephone: (305) 576-3200; press #633 (FMU’s corporate access code)
Email: crew@ctc2.com.

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