PRESENTATION FOR NEW PRINCIPALS

Report
PROCUREMENT
Lynn Pomerantz Antwork
Children First Networks 531
AGENDA
SOPM= (Standard Operating Procedures Manual)
Overview of Types of PO’s
> Contracted E-Catalog
> Non-Contracted
New Non-Contracted PO Screens
> No Bid
> 3- Bid
> Sole Source
Procurement Cards (P-Cards)
SIPPS (Small Item Payment Process)
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What is the SOP?
STANDARD OPERATING PROCEDURES (SOP
http://dfoapps.nycenet.edu/SOP/Default.aspx

(Click on SOP Chapters.)
 Click on OTPS Purchases.
Rules and regulations governing OTPS expenditures ------ designed
to yield maximum value for each dollar spent.
All equipment, supplies, and services purchased with NYCDOE
funds must serve the DOE’s educational and/or administrative
programs while complying with legal bidding and
administrative contractual requirements.
(continued)
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SOP Overview
Rule No. 1: There must be sufficient funds in the spending plan in order to procure any goods and
services.
Rule No. 2: Schools must purchase contracted goods and services from the established DOE
contracted vendor.
Rule No. 3: Under no circumstances should goods be ordered or services begin prior to generating a
fully approved purchase order.
Rule No. 4: Schools must have an initiator (e.g. secretary or school aide) and an approver (i.e.
Principal, APO or School Business Manager) to process purchase orders.
An initiator cannot be an approver.
Rule No. 5: Schools must maintain original documentation to support all purchases; i.e. original signed
and dated purchase order, packing slip. If it is a non-contracted order you must include 3
bids or an approved sole source letter.
(continued)
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SOP Overview
Rule No. 6: Certification of delivery requires a comparison of the order delivered to the packing slip and
the original purchase order. A sign off signature is required on each document
acknowledging that the goods or services have been fully received and certification of
delivery should be entered into FAMIS immediately.
Rule No. 7: All goods and services must be delivered by June 30 th. Any goods received and accepted
after June 30th will be charged against the school’s next fiscal year budget.
Rule No. 8: All purchases from non-contracted vendors must be in strict compliance with open
competitive bidding rules. See the SOP for bidding thresholds – new procedures effective
FY2014.
Rule No. 9: Collusion with vendors is subject to disciplinary action. Under no circumstances may schools
ask vendors to obtain the bids or split the orders among different vendors to avoid SOP
bidding requirements.
(continued)
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SOP Overview
Rule No. 10: Sole Source is not a determination of the vendor. Sole Source must be researched by
the School Purchasing Liaison to ascertain that there is no equivalent product that
can be provided by another vendor (commodities). Sole Source (services) eliminated.
Guidelines – on the internet:
Note: All purchasing liaisons should download the SOP guidelines @
http://dfoapps.nycenet.edu/SOP/Default.aspx and keep in school for reference.
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Contracted vs. Non-Contracted
Contracted
 Free Delivery
 Delivery into the school
 Product is insured
 Damaged items are replaced
 Less paperwork
Non-Contracted
 Must submit bids
Pay for delivery
Delivery into schools additional charge
Goods are not insured
Additional paperwork
Delivery time not guaranteed
 Late fees and penalties could be charged
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Directions: FAMIS – Under Purchasing
Contracted or Non Contracted
Go to FAMIS- Enter Username and Password
Click Purchasing
Click Non Contracted
Click Commodities
Click Micro Purchase
Enter Vendor #
Click Retrieve
Click Next
Click Next
Look up
Enter principals’ name
Click Select
Enter information & type inside delivery
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Directions: FAMIS – Under Purchasing
Contracted or Non Contracted=continue
Click Next
Enter on same line=District, Quick Code, Object code, Location, Activity Code, Amount
Click Recalculate
Click Next
Enter item #, Description, Quantity, Price
Click add line
Enter item #, Description, Quantity, Price
Type in addition information Box (inside delivery with attention too:)
Click Recalculate
Click Complete purchase order
Print purchase document
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Contracted Purchase Orders
Types of Contracted PO’s
> Contracted (E-catalog): to order textbooks, computers,
instructional materials, general supplies, audio visual equipment,
wireless devices, New York City Leadership Academy and Internal
Professional Services.
> Non-List: Create a purchase order with a contracted vendor for
contracted items not available in the E-Catalog. Includes sheet
music, imprinted tee shirts and shorts, and more. (see attachment)
> Professional Services: Create a purchase order for contracted
professional services (i.e. professional development, curriculum
development, evaluation services, student support services,
counseling services).
> Listing Applications: For the designated procurements of
published or copyrighted library and reference materials, testing
and assessments, and artistic performance of specific artists or
groups, payment of admission fees to cultural institutions and other
such programs.
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Non-Contracted Purchase Order
Types of Non-Contracted PO’s for both Commodities
& Professional Services
> 3 Bids: Create a 3-bids order for non-contracted items.
> No Bids: Create an order (maximum value: $250.00) for a
non-contracted vendor.
> Sole Vendor: Create an order for items vendor is the sole
provider.
> Exception to Bid: Create an Exception to Bid order.
> Competitive Grant: Create an order for approved vendors
associated with awarded grants.
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Sole Vendor
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Purchase Order
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Procurement Cards (P-Cards)
ADVANTAGES
 No outlay of personal funds

No waiting for reimbursement

$2,500 – single transaction

May add up to $15,000 on the P-Card
 NOTE: Furniture, computers and computer items are not
allowable purchases with a P-Card
 Bids are required for purchases over $250:
 from non-contracted vendors, or
 for non-contracted items
 Bids should be attached to P-Card Log
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P-Card Certification
1. Purchases need to be reviewed and certified (expense reporting) done on a
monthly basis
2. previous months purchases must be reviewed and certified
https://dfoforms.nycenet.edu/pcardexpense/login.aspx
New !
•
If a card has the spending limit dropped to $1 that means the cardholder failed to certify their
purchase(s) in a timely fashion and purchasing was suspended
•
If this is the first offense the card will be reinstated within 48 hours after the cardholder
notifies [email protected] , gives their WC number and states everything has been
certified.
•
If a second offense, the card will be suspended for 90 days after certification.
•
On the third offense, the card will be canceled.
•
If central identifies a purchase that does not meet regulations, card holder may be required
to reimburse the amount of the unauthorized purchase.
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PROCUREMENT CARD
 Keep your receipts for all purchases & a
procurement log.
 Refer to the SOP for a sample log.
(http://dfoapps.nycenet.edu/SOP/Default.aspx)
 View and certify monthly card expenses in the
FAMIS Portal. (Click on Purchasing &
Payments, Procurement Card, Expense
Reporting)
 More than one P-Card is allowed. Funding
source for each must remain the same
throughout the FY (Tax Levy to Tax Levy –
reimbursable to reimbursable)
PURCHASES & DELIVERY OF GOODS USING THE PROCUREMENT CARD
MUST BE COMPLETED BY June 30th.
After June 30th, any balance remaining on the card will be lost to the school.
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Small Item Payment Process (SIPP’s)
When to use SIPP’s?






Reimbursement to NYC DOE employees for “business related” expenses incurred within
reason
Postage, Conference registration
Emergency Purchases
Reimburse approved carfare or travel expenses. (See TRAC)
Refreshments from ‘School Foods’ necessary for meetings and workshops provided the total
cost does not exceed $2,500.
Pay stipends to SLT members or parents.
GENERAL GUIDELINES

All schools are authorized to enter payments for up to $2,500.
(These amounts are allowable for postage purposes)




Purchases exceeding $250 require adherence to SOP Guidelines that cover bidding
Payments from $501 to $2,500 require approval. Supporting documentation should be faxed to your Procurement
liaison.
Sales tax is not paid or reimbursed
Original supporting documentation must be retained at the school level.
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Principal’s SIPP
 SIPP is entered by the school – Yellow Icon will appear awaiting
Superintendent’s approval.

The Superintendent will receive an email indicating approval is
required.

Once it is approved by the Superintendent, the icon will turn
green with a check mark and returns back to the principal’s
approval box in FAMIS.


Principal will then click submit for items under $500.
Over $500 – Procurement Liaison will be responsible for final
approval as long as supporting documentation has been submitted
to them.
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Purchase Order Classification
>
>
>
>
>
>
>
>
>
>
WR = CONTRACTED
WO = NON-CONTRACTED
WJ = PRE-ENCUMBRANCE
WD = DECREASE
WI = SIPP
WC = P-CARD
WE = INCREASE
WF =P-CARD LINE INCREASE
WH = P-CARD ADDED LINE
WG = P-CARD DECREASE
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Click approval- left side
Click Approval Box- top right
Action: drop down (Approve or reject)
Signature: enter your code
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Approval Screens
go into approval box
click action box- select approve
enter your signature code
click sign
the screen will appear
document Status- FAMIS submission successful
PRINT
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DELIVERY, CERTIFICATION &
PAYMENTS
All goods and services must be received by
June 30th.
For competitive grants: expiration date.
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DEADLINES & EXPENDITURE PLAN
Action
Anticipated
Item
DOE Deadline
NYS Funds: Textbooks, Library, Hardware, Software
ASAP
(Prior to Thanksgiving)
mid-March
Budget modifications deadline
FAMIS Purchasing –
Furniture, Computer Equipment and
Computer Security Devices
late March
FAMIS Purchasing –
All Other Good & Services, All Fund
Sources
mid-April
Annual Physical Inventory
Balance on P-card = 0
Delivery of Goods & Services
Enter SIPP (Imprest Funds)
Certify delivery on-line
April 15th
Last day of School
June 30th
Last day of School
Upon receipt –ongoing
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If you have any procurement questions
or concerns, please contact your:
CFN 531 Procurement Liaison: Lynn Antwork
718-281-7671
[email protected]
Central Contact: Finance Service Center
718-935-5000
[email protected]
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