Mar_April_May_2004 Page2

March, April, and May 2004 Edition

News from Business Services

New Employee hired to replace Lacy Davis....
Business Services welcomes Larry Steen as Mail Services Clerk. Larry comes to us from FirstCapital Bank.

Bursar's Office

Summer I payments are due by NOON, 05/28/04. Classes begin June 1.
Summer II payments are due by NOON , 07/02/04. Classes begin July 6.
New! Beginning Summer '04 students may request tuition & book loans online.
The two zap process initiated in the Spring semester will continue this Summer.

Purchasing Tidbits

Where, Oh Where Did My Purchase Requisition Go? Lately some purchase requisitions have been sent to our old location in Finance. With that in mind, please remember that Purchasing has moved down the hall to Suite 107. Address inter-office envelopes to PURCHASING, either Lydia or June.

Use of Sales Tax Exemption Certificates
Reminder: You know that Sales Tax Exemption Certifications can be used for purchases either being made with institutional funds, institutional orders or the Procard. But did you know that you can also use a Sales Tax Exemption Certificate, as an employee of the institution, when you make purchases for the institution, and use personal methods of payment (cash, check or personal credit card). This per Mr. Smeltzer of the local

State Comptroller's Office. The Texas Sales and Use Tax Exemption Certification Form is not valid unless properly completed, signed and dated. The vendor should decline improperly completed or incomplete forms.

Keep in mind that these purchases must be for University use only. Misuse of the tax exemption status is prohibited by law and punitive measures may be taken.

Contract Administration

Plan Ahead So That Contracts Can Processed In A Timely Manner

Lately we are receiving requests for contracts for which services are about to start immediately, or have already started. UHS and UHV policy requires that contracts be properly executed before the start of any services. Beginning this month, late contract requests will have to include an explanation signed off by the Cabinet Level Supervisor.

More Services Requiring Contract Agreements

The trend at UHS is moving rapidly towards having contractual agreements in place (not purchase orders) for purchases of more and more services. We are awaiting the final word on this later this summer when the UHS Contract Administration policy is revised. However, effective immediately, for all larger purchases of services and especially for those renewing Sept 1, we will be implementing this change. For example, this will apply to plumbing services, electrical services, construction services, air conditioning services, janitorial services, carpet cleaning services. Legal's view on this is that a purchase order is too simple of a document to adequately protect the institution in many situations were services are involved. More on this in the weeks ahead...