Page
1
From
the VP
Information
Technology
Purchasing
Page 2
Purchasing
Cont'd
Procard
Page 3
PeopleSoft
Travel
Finance
News
Page 4
Spotlight
VIP
Calendar
Payroll
Dates
Training
Dates
New
Employees & Changes |
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A
newsletter from the Administration and Finance Division
Briefly
from the VP
Update on Facilities
The UHV Facilities Committee met and discussed space
needs for University Faculty and Staff. The Committee decided that a
new building will be built beside the University Center building and
that Administration and Finance along with Human Resources would
occupy those spaces. This would free up additional office
space for faculty and related support staff.
This means that the University
West building would house the academic & student services areas.
We are waiting for the architects'
contract to be approved by the UH System before the design phase
begins.
Information
Technology Bits & Bytes
The projected completion date of Windows 2000 conversion is Mid
April
Thanks for your cooperation thus far. Information Technology is
trying hard to speed up the remaining conversions conversions. We
appreciate your patience and further cooperation.
Purchasing News
State auditors have reported
in Statewise Online that one of the most common
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errors found in
agency Post-Payment Audits was purchase orders that were created
after receipt of
invoices. If an agency does not document
the agreement with a vendor before the invoice is received, the
agency is not adequately protected against erroneous and excessive
billing. The University cannot properly match the
purchase agreement (order) to the invoice and to the receiving
documentation to ensure goods and services have been properly
prices and delivered.
The University
Purchasing Department has noticed an increasing number of confirming
orders are being submitted to the Purchasing Department that exceed
departmental delegated authority. Please review the procedures governing confirming requisitions
below. If you have any questions, call Lydia Huber (x823).
CONFIRMING REQUISITIONS
Although it is acceptable for a department to place
orders within its delegated authority limits, it is a violation of
University policy for a department to place an order that exceeds
those limits, creating an unauthorized university
obligation. A department needs to
know what authority it does have, knowledge of a good estimate
of what the shipping or other charges will be in advance and, the
exact cost of the actual goods or services. Without this knowledge, a department may be in danger of
exceeding its delegated purchasing authority and violating
University policy.
A confirming requisition occurs when a department places an order
that exceeds its delegated authority and then submits
a requisition to the Purchasing Department for issuance of a formal
purchase order to confirm and/or document the order.
Confirming requisitions are allowed only in very limited
circumstances and only with the advance review and approval of the
Purchasing Department.
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