Purchasing Specific Types of Goods and Services

        A.  Contracted Office Supplies
 

       Office supply procedures are subject to change; therefore, please reference “Office Supply    
       Operations Guide” for current information available at:

       http://www.csusm.edu/procurement/forms_procurement/OfficeSupplyOperationsGuide.doc

       Any CSUSM staff member who has the responsibility for ordering office supplies receives Office
       Supply web site training from an internal department user.  Employees will be granted web
       site access upon successful completion of training and submission of an "Office Supply
       Agreement" to Procurement & Support Services.

       http://www.csusm.edu/procurement/forms_procurement/OfficeSupplyAgreement.doc

        B.  ProCard
             

       For repetitive low dollar procurements, a system-wide procurement card is available for use by 
       campus departments.  By signing the ProCard Agreement, Cardholders and Approving Officials
       verify that they have read, understand, and accept their responsibilities as outlined in the ProCard
       Manual.  Please see the ProCard website at:  
       http://www.csusm.edu/procurement/procard/procard.htm or contact Procurement & Support
       Services at (760) 750-4555 for more information on this option.

        C.  Direct Payment Process

        In a continuous effort to streamline the procurement process, Procurement & Support Services  
        has determined that some items do not benefit from the issuance of a purchase order and will be
        processed using the Direct Payment method.  Required forms should be submitted directly to
        Accounts Payable.  Please refer to Direct Payment Transaction Guidelines.
 

 
        D. Advertising

1.  Administrators and Staff

Advertising for administrative employment (administrators and staff) with the campus is to be submitted to Human Resources and Equal Opportunity for review of compliance with University, State, and Federal regulations, and subsequent placement of the advertisement.

 2.  Non-Employment and Faculty Searches

 University offices that require the placement of non-employment advertisements and faculty 
 searches in various publications or other mediums should follow the Direct Pay Procedure.

        E. Modular Furniture

      Planning Design and Construction establishes the campus standard for modular furniture.  
      Requests are to be reviewed and coordinated by Facility Services, who works with Procurement &
      Support Services to facilitate the design, purchase, and installation of campus modular furniture. 
      This applies to new or reconfigured systems, and moves of all campus modular furniture.

1.  Review and Authorization by Facility Services

      a.  Departments requesting modular furniture are to contact Facility Services.

      b.  Facility Services will coordinate with IITS, Procurement & Support Services, and Risk
           Management and Safety departments.

2.  Design and Ordering

      a.  Facility Services will set up an appointment with the campus-approved modular designer to
           review the requestor’s needs.  The designer will prepare a layout for the customer to
           review.  Once the design has been approved by the customer, Facility Services will send a
           copy to IITS for review.

      b.  After the modular layout has been approved, the modular vendor will prepare a price quote. 
           The quote will be returned to Facility Services, where they will prepare a bid for the modular
           project.  This bid does not include the cost from IITS; they will provide a separate quote.

       c.  It is the requestor's responsibility to complete and submit to Procurement & Support
           Services the requisition and all necessary documentation for the purchase of modular
           furniture.  Facility Services will include an instruction sheet with the bid.

         F. Independent Contractor/Guest Lecturer/Speaker/Performer: Hereinafter Called
             Independent Contractor
 

    The purpose of these guidelines is to assist the hiring department in processing paperwork for 
    Independent Contractors, Guest Lecturers/Speakers/Performers (hereinafter referred to as
    Independent Contractors), while complying with State and Federal Laws, CSU policies, and
    Collective Bargaining Agreements.  The following are two (2) methods in which to pay individuals
    who perform services for the University:

      1.  An Independent Contractor, Guest Lecturer/Speaker/Performer is a non-employee of the
           University using a Social Security Number for IRS tax purposes through the
           Independent Contractor Process using the Independent Contractor Packet.

          The requesting department selects the Independent Contractor based upon their needs and
          submits the completed paperwork to either Accounts Payable or Procurement & Support
          Services as determined on the Check List and Cover Sheet (page 13 of the Independent
          Contractor Packet).

       2.  A temporary employee through the Special Consultant Process.

            The requesting department submits the completed paperwork to Human Resources and
            Equal Opportunity.

        Use of Prison Industry Authority (PIA) is encouraged to procure any available goods and services
        produced by the Prison Industry Authority (PIA).  CSUSM may contract, without competition, with
        PIA for goods and services, whenever it is determined that PIA can provide the best value for the
        CSU.
 

              1.  General Information – POA

       The Department may initiate a Purchase Order Amendment (POA) form to cancel the
       purchase order or amend any information on the original purchase order.  For POAs under
       $50.00, a department may submit the POA request via email. 

   2.  Amending a Purchase Order

         a.  A Purchase Order Amendment form is to be filled out, approved, and submitted to
              Procurement & Support Services.  When filling out the form, be specific and list changes
              by line item number, e.g., Item # 001, 002, etc.

          b.  The POA must be signed by the account manager before submission to Procurement &
               Support Services.

 1.  General Information – Rejections/Returns for Credit

      a.  When a vendor has shipped items as specified on a purchase order, the vendor has
           complied with their part of the contract and is under no obligation to accept those items for
           return or credit.  If a vendor does accept an item for return, the vendor may charge the
           University for freight and restocking costs.  Such charges will be assessed to the
           ordering/returning department.

       b.  Regardless of the delivery method, departments are to inspect goods for acceptance.

   2.  Process for Rejecting or Returning Items (from other than contracted office supply   
        vendor)

        a.  End User (department) – notifies Procurement & Support Services, referencing the
              purchase order number.

        b.  End User/Procurement & Support Services – In most cases, a vendor’s Return
             Merchandise/Goods Authorization (RMA/RGA) number and specific shipping instructions
             need to be obtained from the vendor prior to returning an item.

         c.  End User - calls or e-mails Shipping and Receiving so that the items can be picked up
              with the RMA/RGA and shipping instructions.  All merchandise to be returned should be
              packaged in the original container when applicable. If the vendor does not provide a
              mailing label, the department will prepare a shipping label.  Shipping costs not covered by
              the vendor will be charged to the department returning the merchandise.

         d.  End User - completes a POA, if applicable, obtains the necessary approval signature,
              and submits the approved POA to Procurement & Support Services to document the
              return.

1.   New Agreements

Thirty (30) days prior to expiration of warranty, the department has the option of extending service by submitting a requisition which includes:  make, model, serial number, payment terms, and term of maintenance agreement.

2.  Renewing Maintenance Agreements

Department should submit requisition at least thirty (30) days prior to expiration of agreement.
 

1.  Repair of Equipment on Maintenance Agreement (Excluding University Copier Program)

      a.  Department is responsible for contacting the vendor for service.

      b.  When service has been completed, the vendor will normally present a service work order slip
           to the department representative for signature to confirm services have been performed.

      c.  While the service representative is present, the department representative is to check to
           make sure the equipment is working properly.  The department representative does not
           sign any service work orders until they are satisfied with the work. 

      d.  If vendor has been called more than twice for the same problem and it is still not repaired to
          department’s satisfaction, department is to contact Procurement & Support Services to
          contact vendor to repair or replace the equipment.

            2.  Repair of Equipment not on Maintenance Agreement

      a.  Department may call Procurement & Support Services for a vendor recommendation. 
           Department then submits a requisition with an estimated cost.

      b.  Procurement & Support Services obtains appropriate insurance, if required, processes a
           purchase order, and notifies the department of the P.O. number.  The department is now
           authorized to contact the vendor to schedule the service call.  Procurement & Support
           Services forwards the purchase order to the vendor.

      c.  When service is complete the vendor presents the department representative with a service
           work order for signature.  Upon satisfactory completion of service, the department signs the
           work order, indicates the PO Number and forwards the original to Accounts Payable.
 

      Departments desiring information on available copiers for lease are to contact Campus
      Enterprises/Copy Center at extension 4547.

     Procurement & Support Services is responsible for the preparation, approval, and administration of 
     all contracts on behalf of CSUSM and its departments.  All contracts or agreements which financially
     or otherwise obligate or require a signature on behalf of CSUSM or one of its divisions,
     departments, programs, or any other unit, must first be processed through Procurement & Support
     Services.

     Those who sign a contract or agreement without prior written authorization from Procurement &
     Support Services may be individually liable for that obligation. 

     The Vice President of Finance and Administrative Services has sole signature authority for
     contracts related to real estate transactions.
 

      Refer to the policy and procedure regarding employee moves and relocations for detailed 
      information: http://www.csusm.edu/accounting_travel/move%20relocation/move_&_relo.htm
 

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