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Cash Tickets
POLICY STATEMENT
 
Cash Ticket purchases are allowed for convenience for small dollar purchases. Confirmation purchases for emergency situations are acceptable only on local purchases under $50.00 for any item except equipment. For purchases at Wal-Mart, $100 cash ticket will be allowed.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
·        Complete a paper requisition prior to purchase.
 
·        Hand-carry the requisition to Purchasing for approval and instructions.
 
·        Carry approved requisition to Student Business Services to receive funds.
 
·        Supplies may then be picked up, and the department will obtain a receipt.   (Packing lists or delivery tickets are not acceptable). If receipt is not readily available, have company mail the receipt to the department, and proceed with the next step.
 
·        All paperwork will then be returned to the Student Business Services’ Office.
 
Note:  Purchasing is not allowed to approve any cash tickets unless the prescribed procedures are followed.
 
RELATED DOCUMENTS
  • None
Changes to Existing Purchase Orders
POLICY STATEMENT
 
Increases or decreases to existing purchase orders are allowed as long as they do not conflict with state purchasing laws. It is requested, however, that these change orders are processed with sufficient lead time to allow Purchasing, Accounting, and Receiving to process the change before an order is placed. Lead time in this case would normally be two (2) working days after all approvals have been secured and the requisition is received in Purchasing. Other modifications may include adding additional line items, or changing account/object codes.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Send a memo or email to Purchasing indicating the reason for change, original purchase order number, and the change to be made.
 
RELATED DOCUMENTS
  • None
Contracts Policy


All contracts, agreements, memorandum of understanding and similar documents legally binding Delta State University are subject to the review and approval procedures found in this policy.


Contracting with External Parties: A contract outlines specific goals and requirements for goods and/or services to be provided by or to the external party. Payment to external party contracts is made via a university purchase requisition.

Contracting with Individuals: An individual may only be retained for professional services as an independent contractor (or consultant) if a determination is made that an employer-employee relationship does not exist. The determination of an individual’s status as an employee or independent contractor must be made prior to an engagement to perform personal or professional services. Please contact the Finance and Administration Comptroller for assistance. Payment to independent contractors is made on the Additional Compensation/Consultant form available in the Comptroller’s office.   Consultant payments should not be made on a university requisition.

Contracting with DSU Employees: The university is prohibited from contracting with its employees for the provision of goods or services. In the event an employee is performing work outside the scope of the normal responsibilities on a one-time basis, they should be paid on the Additional Compensation/Consultant form available in the Comptroller’s office. Payments to employees should not be made on a university requisition.
 

 

Authority to Execute

The President is designated as the authorizing official for the University to apply for and receive grants and contracts, and to execute any documents relating to or on behalf of the University. The President has delegated this authority to the Vice President for Finance & Administration.   Anyone who signs a contract without authorization is subject to disciplinary action, up to and including termination, and may be legally and financially liable for representations made in the contract. 

Review and Approval Process

All contracts or agreements should be directed to the Vice President for Finance & Administration’s office for approval and signature. This review is designed to provide reasonable assurance that all contracts and agreements have been reviewed for: availability of funds, risk, compliance, form and legal sufficiency. Until the contract or agreement has been reviewed and signed by either the Vice President for Finance & Administration or the President, the document shall not be considered legally binding. All contracts executed are held in the university’s master contract file located in the Procurement Office. The Office of Finance & Administration is also responsible to ensure contracts requiring IHL Board approval are submitted to the Board prior to final execution. 

Contract Addendum

Contracts with external parties and individuals should have the university’s contract addendum attached unless this requirement has been waived by the Vice President for Finance & Administration. The contract addendum is available at the Office of Finance & Administration’s website or by calling the office.

Payment Approval Process

The contractor is responsible for initiating invoices as per the terms of the contract. Delta State University requires original invoices signed by the contractor. Invoices should be submitted to the contracted department whereby a payment request will be initiated. An approved budget authority must approve the payment request before payment will be issued. This approval indicates that any services or deliverables required for the invoice period have been rendered.

Types of Contracts Subject To Review

  • Outsourcing Contracts – those contracts entered into with a vendor(s) to provide a service(s). (e.g., food services, bookstore, technology)
  • Collections Contracts – those contracts entered into with a vendor(s) to collect fees for goods and services on behalf of the university.
  • Consulting Contracts – those contracts entered into with a vendor(s) to provide professional services pertaining to operational/logistical needs of the university. 
  • Copier Contracts – those contracts entered into with copier vendors to provide technical and mechanical support, as well as supplies, for leased or owned copiers.
  • Entertainment Contracts – those contracts entered into with performers or performing groups to provide entertainment to the campus and general population. 
  • Insurance Contracts – those contracts entered into with insurance providers to supply liability and comprehensive insurance coverage for automobiles, buildings, and events.
  • Internship Contracts – those contracts entered into with external agencies or entities to allow students to participate as interns with said agency or entity.
  • Maintenance Contracts – those contracts entered into with general contractors and technicians to provide diagnosis, repair, and upkeep of university equipment and machinery.
  • Memorandum of Understanding/Agreement – those contracts entered into with vendors, agencies, departments, and/or individuals to provide goods and/or services that are limited in nature and scope.
  • Construction Contracts – those contracts entered into with construction firms to erect and/or repair buildings and structures on the campus.

Types of Contracts Not Subject To Review

  • Grants and Contracts – those contracts entered into under the requirements of an existing grant, or from services performed by DSU for an external funding source. The Office of Grants and Contracts is responsible for the review of grants and contracts.
  • Employment Contracts – those contracts entered into with faculty and staff.
  • Sporting Event Contracts – those contracts entered into with conference and non-conference teams, as well as the conference itself, for games played between the teams.
  
  • IHL Policy 707 Contracts
STATUS


Active

DATES


Last Change/Approval Date:

04/09/2012 (Approved, President's Cabinet)
 

Departmental Property Custodian Responsibility - Faculty and Staff Changes
POLICY STATEMENT
 
Any changes in personnel responsible for inventory including but not limited to the Department Chair/Head must be reported to the Property Officer. If the changes involve the removal of equipment the following procedures must be followed.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Prior to the departure of a department chair, he/she should contact the Property Control Office and request a complete internal audit to account for all equipment items assigned to the department.
 
At the time the new department chair assumes the position, the Property Control Office should be notified so a complete and current equipment listing can be provided. The new department chair should have the department complete a self-audit. When the self-audit is complete, the new department chair should report any discrepancies to Property Control. If the equipment listing is correct, he/she should submit a memorandum to Property Control stating that he/she finds the list in order and accepts responsibility for the equipment.
 
Should the departure of a faculty or staff member involve the removal of equipment items acquired through a grant, before leaving DSU, the following procedures must be completed by a the Property Control Office:
 
A complete list of the items approved for transfer and written authorization by the President must be submitted to the Property Control Office before departure.
 
An inspection of the equipment items and the removal of property tags must be conducted by Property Control prior to removal of the equipment items from DSU campus.
 
When all equipment items are accounted for and the property tags have been removed, the faculty or staff member removing the equipment items must sign a receipt for all equipment items removed.
 
Upon removal of the equipment items, the Property Control Office submits an equipment receipt confirmation to the institution or agency where the equipment was relocated. The receiving institution or agency is requested to sign and return the confirmation to DSU to acknowledge receipt of the equipment items released by DSU.
 
When a new faculty or staff member brings equipment purchased with grant or contract funds to DSU from another institution or agency the following procedures must be completed:
 
The department head should notify the Property Control Office of the arrival of the equipment and provide a notice from the institution or agency authorizing the transfer of the equipment items.
 
All the equipment items meeting the criteria for classification of equipment in Section 2.03 of this manual will be assigned an equipment inventory number and tagged with that number.
 
A letter of acceptance from the Property Control Office and a list of all the equipment items received (inventoried and non-inventoried) will be submitted to the institution or agency transferring the equipment.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
Departmental Transfers of Equipment
Determination of Employee Financial Responsibility for Equipment
POLICY STATEMENT
 
University procedures will be followed to determine an employee’s financial responsibility for lost or stolen equipment.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
The policy and procedures regarding the determination of financial responsibility of DSU equipment items assigned to DSU employees are as follows:
·        Upon the loss or theft of an equipment item assigned to an employee, the procedures found in the policy on “Reporting Lost or Stolen Equipment” section regarding the completion of a property affidavit and an offense report should be followed.
·        If the loss or theft is determined by the DSU Salvage committee to be willful negligence on the part of the employee, the Committee will make the recommendation to the Vice President for Finance for recovery of the funds for the value of the equipment item. A letter from the Property Control Office will be issued to the department head to recover the funds for the value of the equipment item.
·        The property affidavit and related documents will not be routed for approval until the funds are recovered and deposited.
·        If the funds are not recovered for the missing equipment item within fifteen (15) days, action will be taken to recover the funds through a payroll deduction of the employee's paycheck.
·        Once the funds are recovered the Property Officer will take the appropriate action for institutional approval of the Lost or Stolen Property Affidavit.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
Disposal of Equipment
POLICY STATEMENT
 
Equipment items declared as either excess, obsolete, or non-functional must be disposed of according to the following procedure.  
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
If an equipment item is declared by the using department as either excess, obsolete, or non-functional, an “Equipment Disposal Request Form” must be completed and the completed form sent to the Property Control Office. After picking up the equipment item, Property Control will utilize the following procedures to dispose of or scrap the equipment item:
 
·        Should an equipment item be identified as non-functional or obsolete and is not economical to repair, the procedures to scrap will be taken.
·        If an equipment item is identified as either functional or economical to repair, the equipment item will be placed at the Physical Plant for first come first serve. All requests to inspect or transfer an equipment item should be directed to the Property Control Officer. If no requests are submitted for the equipment within 60 days the Property Control Office will proceed to delete the item from inventory.
·        After the 60 day listing period, the equipment item will be made available for transfer to another state agency. If an equipment item is transferred to another state agency, a Form 873 will be completed by Property Control and submitted to the State office of Purchasing and Travel for approval. The approved Form 873 authorizes deletion of the equipment item from DSU and State equipment inventory records. A Form CP-2 will be completed for a computer or telecommunication equipment item. The CP-2 will be signed by the Property Officer of the agency transferring the equipment item. The form CP-2 authorizes deletion of the equipment item from DSU and State equipment inventory records.
·        A receipt schedule for the equipment must be completed by the Property Control Officer and signed by the agent of the state agency picking up the equipment item. If the equipment item cannot be transferred to another state agency within a reasonable period of time, the Property Control Office will attempt to sell the equipment item through a public bid or auction.
·        A standardized bid package will be prepared for equipment items which are declared feasible and in good condition to sell. This bid package will be used for the solicitation of public bids. An advertisement to request the submittal of bids should be approved by DSU’s Salvage Committee prior to the placement of the advertisement. If the equipment items cannot be successfully bid for sale, the Property Control Office will scrap the equipment items.
 
·        Approval will be obtained from the Salvage Committee prior to scrapping an equipment item. A Salvage Committee Action Request should be submitted to the committee stating the method of disposal and a schedule of the equipment item to be scrapped.
·        Following approval by the DSU Salvage Committee, the equipment item may be disposed of only by the method approved.
·        After disposal of the equipment item, a Form 961 or a Form CP-2 is completed and submitted to the Salvage Committee for approval to delete the equipment item from DSU’s equipment inventory records. The approved Form 961 and a Form CP-2 are sent to the State Auditor’s Office to report the deletion from DSU’s equipment inventory records.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
  • Form 961
  • Form CP-2
Emergency Purchase
POLICY STATEMENT
 
Mississippi Code of 1972 Annotate Section 31-7-13, permits emergency purchases in excess of legal limits. When a true emergency occurs, contact the Purchasing Department for assistance. If this emergency occurs after normal working hours or on the weekend, handle the emergency and contact Purchasing as soon as possible so the appropriate approvals and paperwork can be completed. Be prepared to justify in writing the nature of the emergency in detail.
 
DEFINITIONS
 
Emergency: is defined as any circumstances caused by fire, flood, explosion, storm, earthquake, epidemic, riot, insurrection, or caused by any inherent defect due to defective construction, or when the immediate preservation of order or of public health is necessary by reason of unforeseen emergency, or when the restoration of a condition of usefulness of any public building, equipment, road or bridge appears advisable, or in the case of a public utility when there is a failure of a machine or other thing used and useful in the generation, production or distribution of electricity, water or natural gas or in the transportation or treatment of sewage; or when the delay incident to obtaining competitive bids could cause adverse impact upon the governing authorities or agency, its employees or its citizens. See Section 31-7-1 (I) Mississippi Code of 1972, Annotated.
 
PROCEDURES and RESPONSIBILITIES
 
Emergency procurement shall be limited to only those supplies, service, or major repair items necessary to meet the emergency.
 
Any Mississippi agency may make emergency procurement when an emergency condition arises and the need cannot be met through normal procurement methods, provided that approval by the President shall be obtained prior to the procurement.
 
Contact purchasing immediately for assistance once the emergency determination is made. If the emergency purchase is over $3,500 dollars, submit a requisition and documentation to purchasing justifying the emergency purchase as soon as is practical. Documentation should include invoices, sales receipts, contracts, etc. Make note, either on the requisition or a separate sheet, of the nature of the emergency. 
 
Purchasing will process the requisition and send a P-1 request to the Office of Purchasing and Travel for approval of the emergency purchase if the purchase is over $3,500 dollars.
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 31-7-1(I)
Equipment Acquisitions
POLICY STATEMENT
 
A purchase requisition submitted to the Purchasing Department will be assigned a 78XXX object code for all items classified as equipment. Please refer to Equipment Classification for the guidelines to be used for determining if an item would be classified as equipment. 
 
All equipment acquired through the Purchasing Department from any source of funds, must be received through the Central Receiving Department. Receiving must be notified in writing of receipt of all equipment delivered directly to the requisitioning department. Equipment purchased by the university must be assigned an inventory number and tagged accordingly after the department has received the item. See Recording the Cost of an Equipment Item for procedures on receipt and tagging of equipment.
 
Equipment items that are donated to the university will be properly accounted for, assigned an inventory number, and added to the inventory.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
The procedures for the physical receipt and placement of purchased equipment are as follows:
·        The Receiving Department will deliver purchased equipment to the requesting department.
·        The delivery personnel will place the equipment in a nearby location at the time of delivery and remove the packaging only if requested by the department. If delivery personnel are not requested to remove the packaging at the time of delivery the department will be responsible for the removal of the packaging unless:
o       The removal of the packaging requires special tools or handling in which case the Physical Plant should be notified for the removal.
o       The responsibility for the removal was specified in the Purchase Order as the duty of the vendor and/or the equipment is defined as scientific and/or sensitive and requires special handling and installation.
 
Note:    The Risk Management Division of Human Resources should be notified prior to the handling of hazardous equipment and materials.
 
Equipment acquired or purchased from Mississippi Surplus Property or other state agency must be reported to the Property Control Office. Equipment purchased from Mississippi Surplus Property will be tagged and recorded at cost. A transfer of equipment from a state agency will require approvals by the Office of State Auditor and the item will be tagged and recorded at historical cost.
 
Equipment offered through gift or donation must be submitted for approval on the Property Donation Transmittal form. The department receiving the equipment must complete a Property Donation Transmittal Form for each equipment item. The donor’s written offer and documentation supporting the actual cost or fair market value of the equipment item must be attached to the donation form. An item with a claimed value exceeding $5000 must have an independent qualified appraisal. The completed form is to be sent to Property Control for review. The Property Control Office will tag the equipment and assign the inventory number.
 
The donation form is routed for approvals before the institution will accept the item. The guidelines for the determination of institutional acceptance include usefulness, condition, cost of maintaining the item, appropriateness to its surroundings, and the enhancement to the institution. Upon final acceptance the item will be added to the equipment inventory. The Property Control Office and the department receiving the equipment must keep a copy of the donation form on file.
 
Equipment manufactured in a department or Physical Facilities should be reported in writing to the Property Control Office. A complete description of the item, date manufactured, and cost or value should be included in this report.
 
Any person electing to use privately owned equipment in his/her respective department must have prior approval from the department head. If approval is granted, some type of “Personal Property” tag must be on the equipment. All personal property must be identified.
 
Each equipment item acquired through a lease-purchase will be assigned an equipment inventory number. The equipment item will be added to the equipment inventory as a lease-purchase item. The equipment inventory for lease purchase equipment will be maintained separately from equipment acquisitioned by other methods. All information available on purchased equipment will be available on lease-purchase equipment.
 
Any equipment item under the classification of lease-purchase must follow all equipment policy and procedures regarding the removal of equipment from DSU premises, exchange of equipment by the vendors, return of equipment for repair, location changes, and reporting of lost or stolen equipment. An internal audit of lease-purchase equipment will be performed at the time of the departmental internal equipment audit.
 
Review donated equipment policy for procedures on equipment acquired through a grant transfer. If the grant transfer of equipment does not involve incoming faculty, the same procedures for the receipt, inventorying, and acceptance of the equipment should be followed.
 
Any equipment item acquired as a promotional item or gift must be documented on a Property Donation Transmittal Form. Promotional equipment items will be tagged with an equipment inventory numbers and assigned a fair market value cost.
 
A department with an equipment item furnished by a vendor and utilized by the department must maintain a copy of the contract with the vendor disclosing the description of the equipment, the period of time the equipment is to be used, and the party responsible for the maintenance of the equipment
 
The department should distinguish the equipment item by placing a label or tag identifying the vendor.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
Equipment Audits
 


Two different types of audits will be conducted periodically on equipment for the university. They include internal audits conducted by the Property Control Office, and State Audits conducted by the Office of the State Auditor.

 
 
None
 
 
Internal audits will be conducted on a semi-annual basis by each department in cooperation with the Property Control Office.  The purpose of these audits is to document that all departmental equipment inventories are current, to ensure that all DSU equipment is accounted for, and to verify departmental compliance with institutional policies and procedures regarding equipment.  Each internal audit will be conducted as follows:
 
Each department head will be sent an inventory listing by the Property Analyst in January and July of each year and will be directed to perform a self-audit of all items listed. Upon completion of the self-audit, the department head will sign and return an audit sheet verifying that all items have been properly accounted for. All self-audits should be completed within thirty days. Departments that do not complete their audits and return the signed audit sheet within 30 days will be referred to the appropriate Dean or Vice President and to the Vice President of Finance and Administration for further action. 
 
The Property Analyst will conduct periodic spot audits to verify that equipment is in place or properly accounted for. The Property Analyst will audit a minimum of 10% of the total number of departments annually and will rotate audited departments each year. After each spot audit is complete, the Property Analyst will report to the department head the findings and request a response on any discrepancies, if applicable. The department will be given five (5) working days to respond.
 
After review of the findings by the Director of Procurement and Auxiliary Services, an exit conference will be scheduled and conducted for any unresolved findings or discrepancies.
 
A final audit report will be issued regarding the results of the equipment audit. The report will be addressed to the department head and copies forwarded to the appropriate Dean and/or Vice President. All unresolved discrepancies will be forwarded to the Vice President of Finance and Administration for further action, to include the possibility of a financial claim against the department head.
 
The State Department of Audit will make regular audits to verify the actual equipment items inventoried.  The Property Control Office and each department head will be responsible for furnishing personnel to assist the state auditors in locating equipment items for these physical audits.  Each department head and appropriate departmental personnel will assist the Property Control Office in resolving any discrepancies noted by the state auditors regarding the physical examination of the inventoried equipment items. The State Department of Audit will issue its findings to the President of the University upon completion of the audit.
 
 
  •  Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated. 
Equipment Classification
POLICY STATEMENT
 
All equipment must be classified using university guidelines.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
An item must fall under one of the following guidelines for classification as equipment:
·        An item has an acquisition cost of $500.00 or more.
 
Regardless of the acquisition cost, the following items are classified as equipment:
·        Weapons
·        Cameras and camera equipment
·        Tape recorders
·        2-Way Radio Equipment
·        Dictating equipment
·        Typewriters
·        Appliances (includes refrigerators, freezers, air conditioners, stoves, microwave ovens, etc.)
·        Televisions/VCR’s
·        Lawn maintenance equipment
·        Sterling silver
·        Cellular phones
·        Major Computer Components (CPU’s, Printers)
·        Air compressors
·        Welding machines
·        Generators
·        Motorized vehicles
·        Antiques
 
If there are any questions regarding the classification of an item as equipment, the Property Officer should be contacted for assistance in the determination.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
Equipment Repairs
POLICY STATEMENT
 
Repairs to be made are not to exceed 50% of replacement cost of item being repaired.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Section 31-7-13 of Mississippi law exempts repairs from competitive bid requirement; provided, however, certain criteria must be met (i.e. the following information must be on the requisition and attached invoice):
 
·        Equipment identification number (DSU number and serial number)
·        Specific repairs made
·        Parts itemized and identified by number
·        Supplies used
·        Labor rate per hour
·        Total hours charged
 
Engines, transmissions, rear axles an/or other such components shall not be included in this exemption when replaced as a complete unit instead of being repaired and the need for such total component replacement is known before disassembly of the component.
 
Items to be repaired can be handled in three (3) ways, as follows:
1.      Internal repairs: Repairs made on site by vendor's servicemen.
·        Follow procedure for a Rush Purchase Order (see Rush and Fax Order policy). Upon receipt of the invoice, forward invoice to Purchasing referencing purchase order number.
2.      External repairs: Equipment is shipped to a company for repair. 
·        Prepare a requisition in the usual manner noting all pertinent information. 
3.      Warranty repairs:
·        Fill out a Return Materials Authorization
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 31-7-13
  • Return Materials Authorization form
Equipment Returned for Repairs
POLICY STATEMENT
 
University procedures must be followed when an equipment item is to leave the Delta State University premises for repair, replacement, warranty work, trade-in, or credit.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
The following steps must be followed when an equipment item is to leave the Delta State University premises for repair, replacement, warranty work, trade-in, or credit:
 
·        A Return Material Authorization Form (RMA) must be completed and signed before the equipment item can leave the premises. See forms section for an example of this form.  
·        The RMA must be approved by the Property Officer, Purchasing, and the Materials Distribution Department.
·        Before the RMA form can be approved by the Property Officer, the DSU property tag must be removed from the equipment item and attached to the back of the RMA form in the area designated.
·        On return or replacement of the equipment item, the Property Control Office must be notified to schedule the retagging of the equipment item or the tagging of the item and recording of the serial number if the equipment item was replaced.
 
(*) Exception:   Due to the frequency of repair on the specific equipment items listed below, the following departments are exempt from the completing of a RMA for repair or warranty work only. The departmental property officers are responsible for notifying the Property Control Office of any replacements of equipment to insure the appropriate serial number changes are recorded.
 
Equipment                                                    Department
Radios (Two-way)                                           Physical Plant
Computer Equipment                                        Information and Technology Services
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
  • Return Authorization Form
Lost or Abandoned Property
POLICY STATEMENT
 
Items that come into the possession of DSU without its consent will be classified as lost or abandoned property. Lost or Abandoned items found on campus are to be turned over to Campus Police.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
None
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
Maintenance Contracts
POLICY STATEMENT
 
The Purchasing Department must help insure that Delta State University follows the laws of the state of Mississippi when entering into a maintenance contract or agreement with a vendor/contractor.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Complete a Purchase Requisition with the following information:
·        List each item that is to be covered under the agreement, serial numbers, model numbers, DSU inventory numbers, and any reference numbers the company may require.
·        The effective dates of the contract. Requisition should be completed prior to the maintenance contract period requested taking into consideration lead-time for completion.
·        If it is a renewal contract, list the previous purchase order number.
·        The department should call the company for a price quote and also have the company send a maintenance agreement which lists their terms and conditions of the contract. List the name of the person you talked to on the requisition. Attach the contract to the requisition before sending to Purchasing.
·        The Director Information Technology Services must approve all computer maintenance contracts.
·        The Director of Purchasing will review all maintenance contracts for content and clarity and will accept and sign all maintenance contracts.
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 31-7-13
Over-Shipment of Purchase Orders
POLICY STATEMENT
 
Over-shipments are to be accepted only in cases of extreme emergency. Over-shipments are not to be used to circumvent the Purchasing, Accounting, or Receiving systems of the institution. All over-shipments that are accepted must follow the DSU approved procedure for handling over-shipments.
 
DEFINITIONS
 
Over-shipments include all shipments of goods that are in excess of the amount originally requested on the Purchase Requisition.
 
PROCEDURES and RESPONSIBILITIES
 
Receiving or Accounts Payable will notify department of the over-shipment.
 
The form to accept over-shipments must be completed by the department.
 
This form must be approved by:
·        Department head
·        Purchasing (to see if the over-shipment is legal)
·        Accounting (to see if funds are available)
 
The order of this approval process is essential. The approval form with all its signatures must be in purchasing within forty-eight (48) hours or the shipment will be returned.
 
Over-shipments of more than twenty percent (20 %) of the original order will not be accepted.
 
Note: See example of form in the forms section.
 
RELATED DOCUMENTS
  • Over-shipment form
Possession and/or Removal of Property
POLICY STATEMENT
 
Any employee of DSU or a representative of another state agency or institution, who personally possess and utilizes and/or removes DSU property from the premises for any reason, must have a Hand Receipt in hand. Your department should give a DSU employee or representative of another state agency or institution a Hand Receipt when a person is possessing, utilizing and/or removing DSU property. Please note that personal use of DSU property is prohibited.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
The procedure for the possession and/or removal of a DSU property item is as follows:
·        The department head or designated representative will complete a Hand Receipt whenever property is personally possessed and utilized and/or is to be removed from the campus.
·        If the property has a DSU property number, the number must be indicated on the Hand Receipt.
·        Also a return date must be listed for the property. The return date cannot be in excess of one year from the date of issuance of the Hand Receipt.
·        One copy of the Hand Receipt is given to the person possessing and/or removing the property, and one copy of the Hand Receipt is retained on file by the person responsible for the property to insure its proper return.
·        No person may authorize his or her own form in-lieu of the Hand Receipt.
·        Memorandums are not acceptable in-lieu of this form.
·        The person removing the property item should be prepared to show their copy of the Hand Receipt and the property to Campus Police upon request.
 
All DSU employees possessing DSU property can be held financially and legally responsible for the loss of the property due to the employee’s negligence. Any loss or theft of the property should be promptly reported to the designated departmental representative or university property officer.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
  • Hand Receipt
  • Policy on “Reporting Lost or Stolen Equipment”
  • Policy on “Determination of Employee Financial Responsibility of Equipment”
Purchasing Authority
POLICY STATEMENT
 
The Purchasing Department shall be responsible for the procurement of commodities and equipment needed by Delta State University in compliance with Section 31-7-13 Mississippi Code of 1972, annotated, and with the policies and procedures established therein in conjunction with the policies of Delta State University.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Section 7-7-23, Mississippi Code Annotated, 1972, states:
“Purchases of equipment, supplies, materials, or services of whatever kind or nature for any department, officer, institution, or other agency of the state, the cost of which is to be paid from funds in the state treasury on State Fiscal Officer disbursement warrants, may be made only by written purchase orders duly signed by the official authorized to do so, on forms prescribed and furnished by the State Fiscal Officer. Purchases of such equipment, supplies, materials, or services, as specified herein, made without the issuance of such purchase orders shall not be deemed to be obligations of the state unless the State Fiscal Officer, by general rule or special order, permits certain purchases to be made without same.”
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 7-7-23
Purchasing Law and Dollar Limit
POLICY STATEMENT
 
In fulfilling its purchasing responsibility, the Purchasing Department is vested with the sole authority of being the agent of Delta State University in purchase transactions with vendors.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Section 31-7-13 of the Mississippi Code of 1972, annotated, affects the way we must purchase commodities and equipment in the following manner:
 
Purchases wherein the total amount of the request does not exceed $5,000.00 may be made on the open market via a requisition sent to Purchasing, so long as the items are not covered by a competitively bid contract. The Office of Purchasing and Travel bids state contracts from which Delta State University is required to buy. Negotiated multiple source contracts also must be taken into account before a purchase order is issued; these contracts are negotiated by the Office of Purchasing and Travel and we may or may not decide to use, however, we may not pay more than the negotiated price for a like item. With an open market purchase, an order should be placed within one to two days after the requisition is received by the Purchasing Department if all approvals are in order.
 
The use of telephone quotes is welcomed when the request does not exceed $5,000.00.
 
Purchases that involve a total dollar amount of more than $5,000.00 but no more than $50,000.00 require two (2) written, signed quotations. The quotations must be on the quotation form provided by the Purchasing Department, on the vendor's letterhead stationery, or by email. To expedite the process, the user departments may decide to call vendors for written quotes. Facsimile quotes are acceptable. If the low quote is accepted, the department need only attach all the quotes to the requisition form and forward to Purchasing. If the request for quotations is mailed out by the Purchasing Department, the vendor is given seven (7) working days to reply and if sufficient quotations are received and all approvals are in order, a purchase order should be mailed within one to two days.
 
Purchases which involve an expenditure of more than $50,000.00 may be made from the lowest and/or best bidder after advertising for competitive sealed bids and the user department has accepted the low bid. If the low bid is not accepted, a written signed justification letter explaining why the low bid was not accepted must be sent to the Purchasing Department so that it can be sent to the Office of Purchasing and Travel along with a P-1 form requesting an exemption. If a trade-in is involved in the transaction, the Purchasing Department is required to also submit an 873 form along with the P-1 form. The 873 form (request for authorization to dispose of personal property) usually adds an additional two weeks to process through the Department of Audit.
 
The timetable for such transactions is as follows:
 
·        Using Department develops and submits product specifications to the DSU Purchasing Department.
·        Advertise two (2) weeks, then open bid seven (7) working days after the last advertisement. Evaluate bid and issue purchase order. The total time is approximately four (4) weeks.
·        A bid requiring a P-1 form and justification letter adds an additional 3 days to the 5-week process
·        Bids requiring a P-1 form, justification letter, and 873 adds an additional 6 days to the process.
·        Facsimile bids are not acceptable.
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 31-7-13
Recording the Cost of an Equipment Item
POLICY STATEMENT
 
All costs associated with the initial acquisition of an equipment item are recorded as the “total cost” of the item. The costs include any accessories, installation, shipping, and training expenses associated with the initial acquisition of the item. Service, repair, and/or maintenance contract expenses and the cost of supplies used for the operation of an equipment item are not considered part of the cost of the equipment item.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
To insure consistency in inventorying and applying cost to items of equipment with various components (those that do not operate independently of one another, but as a system), one (1) DSU property number will be assigned to the equipment system and the cost of all of the components will be recorded against the one (1) property number assigned to the system.
 
Special consideration for the inventorying and the recording of costs for workstations (i.e. systems furniture) and computers is provided as follows:
 
For an original purchase of workstations one (1) equipment inventory number will be assigned to the purchase order. The bar code tag will be required to be filed with the department head, departmental property officer or other individual responsible for maintaining departmental property records. Property stickers will be placed on all work areas. This will require that all workstations purchased on that purchase order be located in one (1) department or building. If the purchase order is for workstations installed in different buildings one (1) inventory number will be assigned for each area or building. The appropriate cost will be assigned to each number. Any purchase of parts or labor to rearrange work areas will not be coded as equipment if the individual parts are under $500. Any costs coded as equipment will be added to the existing workstation’s cost.
 
External computer components that are classified equipment regardless of cost are central processing units (CPU) and printers. A personal computer monitor shall not require a unique inventory number provided the monitor is a part of the initial purchase as a system.
 
Replacement of personal computer monitors and other external computer components under $500 will not be classified as equipment. Printers are equipment regardless of cost.
 
All internal computer components acquired at the same time as the original acquisition of a PC should be classified as equipment.
 
All internal computer components and/or upgrades acquired after the original acquisition of a PC and with a total cost of less than $500 will not be classified as equipment. These types of purchases with a total cost of $500 or more will be classified as equipment. All internal computer component purchase requisitions should have the DSU equipment inventory number and serial number of the equipment item the components will be installed in.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
Relocation of Equipment
POLICY STATEMENT
 
When DSU equipment items must be relocated to another area within the institution, the Property Control Office and Physical Plant must be notified in writing as far in advance as possible. 
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
To expedite the moving process and to maintain accuracy of the room location of equipment, follow these instructions:
·        Items to be moved should be labeled as to the new room location before the move.
·        All surfaces must be cleared; desks and files should be emptied or arranged so that drawers can be removed. File and storage cabinets not emptied are extremely heavy and are easily damaged. In many cases, the department will be required to empty the cabinets. Property Control or Physical Plant is not responsible for lost or damaged personal property.
·        Any items requiring outside supervision, (i.e. delicate equipment, leased equipment, etc.) must be scheduled by the department. All disassembly, if applicable, must be completed before Physical Plant will move the equipment items.
·        Equipment items to be transferred to another department or disposed of should have the appropriate documents prepared in advance (See policies on “Departmental Transfers of Equipment” and “Disposal of Equipment”).
·        The departmental personnel responsible for equipment items are required to make the designated room number changes for the equipment on the DSU departmental equipment inventory records. The changes are made to the equipment inventory records through the Equipment Inventory Inquiry Application (See policy on “Departmental Responsibilities”).
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated
  • Policy on “Departmental Transfers of Equipment”
  • Policy on “Disposal of Equipment”
  • Policy on “Departmental Responsibilities”
Reporting Lost or Stolen Equipment
POLICY STATEMENT
 
Lost or stolen equipment must be reported according to University procedures.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
The following steps must be taken when an equipment item is lost or stolen:
·        An equipment item that has mysteriously disappeared or has been stolen must be reported immediately. A written confirmation of this notification must follow.
·        After investigation by Campus Police, an offense report should be sent to (1) the department reporting the lost or stolen equipment item and (2) the Property Control Office.
·        The department must complete a “Lost or Stolen Property Affidavit” within ten (10) working days from the date the item is discovered missing. A Lost or Stolen Property Affidavit must contain the following information.
o       The last date that the equipment item was accounted for by the department.
o       The date the loss/theft was noted.
o       A detail description of the events and circumstances in which the loss/theft occurred.
o       What actions the department took to find the equipment item.
o       A statement as to the final disposition of the equipment item (i.e. lost, stolen, misplaced, improperly disposed of, etc.).
o       The signatures of the department head and the departmental property officer on the property affidavit must be notarized before or in the Property Control Office.
·        The completed property affidavit, offense report, and any other documents which detail the occurrence of the loss or theft should be submitted to the Property Officer. The affidavit will be reviewed by the Property Officer, Police Chief, and Vice President for Finance to determine if the person responsible for a lost or stolen item demonstrated willful negligence, the documentation will be referred to the DSU Salvage Committee for appropriate recommendation to the President
·        If the determination is made that no action is required by the Salvage Committee, the property affidavit and related documents will be approved by the Vice President for Finance and the Property Officer prior to submitting these documents to the State Auditor’s Office.

·        If determination is made to refer the documentation to the Salvage Committee the procedures in the policy on "Determination of Employee Financial Responsibility of DSU Equipment" of the manual will be applied. 

 
RELATED DOCUMENTS
Requisition Procedures
POLICY STATEMENT
 
Purchase requisitions are required for all purchases of material, equipment, or services for Delta State University
 
DEFINITIONS
 
Supplies are those items that are used primarily for daily office operations, i.e. pens, pencils, paper, tape, staples, adding machines, paper clips, folders, etc.
 
Equipment is any commodity with a value of $1,000 or more, or is included on the exceptions listing (see Equipment Classification section for listing).
 
PROCEDURES and RESPONSIBILITIES
 
Equipment and supplies/commodities should not be placed on the same requisition. The approval processes are different and require a different lead-time.
 
Enter a requisition into Banner as per instructions given in training sessions. Requisitions must be completed and approved before Purchasing can process. Requisitions that have attachments (i.e. quotes, order forms, receipts, etc.) must be received in Purchasing before the requisition can be processed. A note to the Purchasing department must be typed in the body of the requisition to alert them that attachments are being sent.                              
 
Note:    On-line departments must submit paper requisition to Purchasing for the following instances:
  • Total purchase is between $5,000.00 and $50,000.00 and department is requesting Purchasing to    obtain written quotes.
  • Purchase is greater than $50,000.00 and must be publicly bid.
  • The Vice President of Finance and Administration must assign account from which purchase is to be made.
  • Cash tickets.
  • Blanket orders.
 
  • Do not order from multiple vendors on one requisition.
  • All requisitions must be typed.
  • The date, department, delivery information, and vendor phone number, if available, must be filled out. It is much more expedient if Purchasing has the name and number of the person making the request for any questions that may arise.
  • List the quantity of each item desired, the catalog number, a brief description with package quantities, and the estimated unit price.
  • Show the correct departmental fund, organization, and account codes of items ordered.
  • The person authorized to make the request must sign on the line indicated, followed by the signature of the department head or dean or vice president. Requisitions must have a minimum of two signatures prior to delivery to purchasing for approval.
 
Requisitions are official documents and they are audited. For required comments attach a memo or note.
 
Note:  Individuals or departments failing to follow appropriate purchasing and requisition procedures may be personally liable and responsible for the payment of items or services purchased.
 
RELATED DOCUMENTS
  • Requisition Form

 

Responsibilities for Property
POLICY STATEMENT
 
Each department head, departmental property officer and/or other appropriate individuals or employees, as identified by the Property Officer are accountable for all equipment items assigned to their department.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
To insure adequate control for equipment items, each department is responsible for designating a departmental property officer to:
·        Maintain a departmental equipment listing.
·        Notify the Property Control Office upon receipt of all equipment items to be tagged and authorize the payment for equipment. 
·        Complete the required paperwork for the movement and disposal of equipment items and maintain records of all such transactions.
·        Perform a self-audit of the department’s equipment items semi-annually and promptly report any missing items or other discrepancies to the Property Control Office.
·        Directly participate in all equipment audits conducted by the DSU Property Control staff and/or the State Auditor’s Office.
 
In the event that an equipment audit identifies an item as missing or otherwise unaccounted for, DSU can recover the value of the missing item. The demand is made against the department head, departmental property officer, and/or other appropriate individual or employee within the department.
 
In the event of possible theft, the financial responsibility is removed if there is documentation that at the time the item was discovered as missing, it was properly reported to and investigated by Campus Police
 
If an equipment item assigned to an employee is lost or stolen due to an employee’s willful negligence, the employee is financially responsible for the value of the lost or stolen equipment item. The department head is responsible for recovering the funds from the employee and following the procedures for reporting lost or stolen equipment as provided in the policy on “Reporting Lost or Stolen Equipment section” of the manual. The policy on “Procedures for Determination of Employee Financial responsibility” is also defined in the manual.
 
RELATED DOCUMENTS
Return or Exchange of Goods
POLICY STATEMENT
 
Material received may be returned for credit or exchange.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Shipments to be returned are handled as follows:
·        Write a memo or email to Purchasing referencing the Purchase Order number on which the items were received. State the reason for the return and give all details for the transaction, and the Return Authorization Number given to you by the company to whom the goods will be returned.
·        Fill out a Return Materials Authorization and send it to Operations and Maintenance for return.
·        Do not attempt to return any goods directly from a department to a company.
 
RELATED DOCUMENTS
  • Return Materials Authorization form
Rush and Fax Orders
POLICY STATEMENT
 
The Purchasing Department will issue rush purchase orders or fax purchase orders only if urgency exists. The order will be placed in accordance with Mississippi Code 31-7-13. Rush and fax orders are for necessity not convenience or poor management.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
·        Enter requisition in Banner making note below last line item that order needs to be faxed or a rush order is needed. Be sure to list vendor fax number if order is to be faxed.
·        Requisition must be completed and approved before Purchasing can process.
·        Call Purchasing and give them the Banner-assigned requisition number to pull forward for a Purchase Order.
·        Purchasing will pull the requisition forward in Banner and complete the Purchase Order, then call department back with the purchase order number; or fax purchase order to the vendor.
 
·        Complete a Purchase Requisition and include the vendor's telephone and facsimile number.
·        Hand carry the approved requisition to Purchasing.
·        Note on the requisition form if it needs to be faxed or if rush order is needed.
 
RELATED DOCUMENTS
  • Mississippi Code 31-7-13
Single Source Purchase
POLICY STATEMENT
 
Requests for single source approval for commodities or equipment must meet requirements contained within state law. 
 
DEFINITIONS
 
Single Source: A single source purchase is the purchase of a commodity or equipment, which is available from one source only, and neither comparative nor competitive quotations can be obtained. Commodities or equipment for use in research projects shall be considered single source, provided the items requested can be shown to have a direct cause and effect on the project and shall be so certified.
 
PROCEDURES and RESPONSIBILITIES
 
·        Complete a purchase requisition either on-line using Banner or off-line using the Purchase Requisition form.  
 
·        Submit to Purchasing, along with the requisition, a letter that will be sent to the Office of Purchasing and Travel containing the following information:
o       Why the item is unique, thus making it unlike any other item sold on the open market.
o       Why an item must be compatible with another item.
o       How the specific items would impact on the research being performed.
o       The unique situation that the item is to be purchased for and why.
o       A firm, written quote signed by the vendor, if available, should be submitted with the requisition. A facsimile is acceptable.
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 31-7-13
State Contracts
POLICY STATEMENT
 
State Contracts are established by the State Office of Purchasing and Travel on the basis of written specifications and sealed competitive bids with a contract being awarded to the vendor that has submitted the lowest bid that meets the specifications.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
All state agencies are required to purchase from these state contracts unless approval to do otherwise is obtained from the office of purchasing and travel. The approval process is handled through the Purchasing Department.
 
If you have questions or need more information about these items that are on a state contract, you should contact the Purchasing Department. It is very important that each department keep copies of these contracts as a guideline when ordering.
 
Below is a partial list of the most commonly used items on state contract:
 
General Office Supplies:  Adding machine paper, adhesives, 3-ring binders, continuous form binders, calendar refills, correction fluid, file cards, file cases, file folders, file guides, index strips, labels, padded tablets, paper clips, binder clips, paper fasteners, phone message pads and books, rubber bands, stamp pads and ink, staples, tape, staplers and staple removers, tape dispensers, erasers, inks, leads, pens, pencils, pen refills, permanent markers, highlighters, audiovisual markers, audiovisual markers, dry-erase markers, office scissors, transparent mending tape, filament tape, carton sealing tape, rubber finger tips, finger moisteners;
 
Office Papers: Office paper, fax paper, laser print paper, xerographic paper, stock computer form paper, envelopes;
 
Office Equipment Supplies: Computer printer ribbons, typewriter ribbons and correction tape, floppy diskettes, laser printer toner cartridges, surge suppressors;
 
Office Furniture: Vertical and lateral metal file cabinets, metal, wood and ergonomic office chairs, wood desks, credenzas and conference tables.
 
Note: Please remember these are not all the items on state contract.
 
To view state contracts please click on the following link. http://www.mmrs.state.ms.us/Purchasing/epl_query.htm
 
RELATED DOCUMENTS
  • Mississippi Code of 1972 Annotated Section 31-7-13
Trade-In of Equipment
POLICY STATEMENT
 
Approval by the State Office of Purchasing and Travel must be received before any inventoried equipment items with a DSU inventory property tag can be traded-in towards a purchase of new equipment.
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
DSU’s Property Control Office will submit to the State Office of Purchasing and Travel the Form 873 for trade-in approval of equipment items other than computer and telecommunication equipment. A Form CP-2 will be submitted by the Property Control Office to the Office of State Auditor for trade-in approval of computer and telecommunication equipment.  
 
To process these requests for the trade-in of equipment items, Property Control needs the following information submitted in writing for each piece of equipment to be traded-in:
·        A complete description of the item.
·        The DSU property number.
·        The manufacturer’s serial number, make, and model.
·        Current condition of the item and the reason for the trade-in.
·        Name and address of the vendor and the amount of the trade-in allowance.
 
The above information must also be attached to the purchase requisition for the new equipment item.
 
Property Control only handles the equipment approval for disposal of the trade-in; DSU’s Purchasing Department must be contacted regarding the actual purchasing procedures for the new equipment item including the trade-in. Once the traded-in item is to leave DSU’s premises, procedures for the return of an equipment item, as defined in section 2.07, must be followed and proof of receipt by the vendor submitted to the Property Control Office.
 
An equipment item cannot be traded-in for non-equipment items.
 
RELATED DOCUMENTS
  • Section 29-9-1 thru 29-9-21, Mississippi Code of 1972, Annotated

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