WESTERN NEW MEXICO UNIVERSITY
PROCUREMENT AND REIMBURSEMENT POLICY STATEMENT, PROCUREMENT PROCEDURES, AND REIMBURSEMENT PROCEDURES
I. Policy Concerning Purchasing Supplies, Materials, Equipment and Contractual Services, Reimbursement for Social Activities Connected with Professional Recruitment and Solicitation of Support for the University.
A. GENERAL INFORMATION
1. In order to ensure compliance with all Federal and State laws and the New Mexico Procurement code Chapter 13; (13-1-21 through 13-6-4, NMSA 1978) all purchases of supplies, materials, equipment and contractual services for the University will be made by the Purchasing Agent. All funds received, regardless of their source, are to be expended under the procedures set forth herein.
2. The Purchasing Agent or designee has the sole authority for ordering supplies, materials, equipment and contractual services. No individual may make a purchase without a purchase order.
3. The New Mexico State Procurement Code states that “Procurement requirements shall not be artificially divided so as to constitute a small purchase.”
4. Personal items will not be allowed to be purchased from State Funds at any time. Examples include but are not limited to: coffee, kleenex, food, etc., employee gifts.
5. Purchase orders are required for the procurement of furniture and fixtures, equipment, materials, supplies and contractual services. Approved requisitions (request for purchase) are forwarded to Purchasing for processing. Purchasing will issue a purchase order (such as confirmation of cost, availability and delivery, bidding) within (5) working days of receipt of a completed purchase order requisition. Incomplete purchase requisitions will be returned to the department for corrections. If reimbursement is being requested, a completed purchase requisition must be received in Purchasing Friday at 4:30 to enable a check to be ready by the following Friday at 1:00 p.m.
6. Professional recruitment, solicitation of support for the University and a limited number of social functions are necessary and fully justified activities for this institution; provision is hereby made for their financing and payment. The following are statements on policy and procedures as deemed appropriate by the President. Expenses of this nature which are not approved by these guidelines or as required in these guidelines will be referred to the appropriate Vice President for disciplinary action.
B. ALLOWABLE EXPENDITURES
1. Allowable expenditures are those ordinary and necessary for items required to carry out the mission of the department, project or the University. Included are such items as supplies, materials, equipment and contractual services necessary for the classroom, office or for administrative purposes. (See II. A-K).
2. The University accepts most, if not all, expenses for social activities in professional recruitment and solicitation of support for the University, provided that the relevant guidelines and procedures are followed. (See III. A & B). These items may be purchased only from the President’s Promotional Accounts with prior approval.
II. The following procedures for procurement of goods and services have been in effect since July 1, 1985. These procurement procedures are according to New Mexico State Statute, Chapter 13, Pamphlet 29. Please keep these procedures handy for your use as a reference.
A. No purchase will be allowed without an approved purchase order. Any invoice submitted for payment that does not have an approved purchase order will be forwarded to the appropriate Vice President for disciplinary action.
B. Purchase requisitions in triplicate (carbons included) shall contain the following: (Two copies to Purchasing, one retained in department)
1. Proper 13 digit account number(s);
2. Complete vendor name (not initials) - (leave blank, if quote or bid is needed);
3. Complete vendor address - (leave blank if quote or bid is needed);
4. Description of the physical and/or functional characteristics of the items or services (including, but not limited to model or catalog numbers) to be purchased;
5. Quality where applicable;
7. Approximate or actual dollar amount (Dollar amount determines if quote or bid needed. See Item I); If an encumbrance revision is needed, a revision form will be sent from Accounts Payable. Payments will not be processed until a completed revision form is submitted to Purchasing.
8. Dates and location of conference or workshop;
9. Trade-ins should have serial number and WNMU inventory tag documentation;
10. Equipment to be repaired off-site should also have serial number and inventory number listed;
11. Any application, subscription or registration forms should accompany the purchase requisition forms and should be completed and ready to mail with the vendor copy of the purchase order. They should also have the appropriate approved signature and date, if pre-payment is required/desired;
12. All authorized signatures should be on the purchase requisition and must be original signatures with signatures dates. Authorized signatures include department chairs, Vice President’s or President.
13. Any incomplete/incorrect requisition will be returned to the appropriate Vice President.
C. Requisitions will not be processed without sufficient budget. Requisitions will be returned to the department until such revisions are made with the appropriate Vice President’s approval.
D. Open purchase orders may be established for routine purchases. When an encumbrance is expended, a new purchase requisition is required to establish another open purchase order.
E. When ordering items on a trial basis, be sure that a purchase requisition has been submitted prior to placing the order. Then if the items are kept, a purchase order has already been established. If the items are returned to the vendor, please notify the Purchasing Office to cancel the purchase order. In the long run, this procedure will save time and will prevent any embarrassing incidents about payment or non-payment for trial basis items.
F. Please notify the Purchasing Office when a purchase order needs to be canceled. Your account(s) will then reflect only the appropriate outstanding encumbrances.
G. If an emergency situation arises, please notify the Purchasing Office right away so that arrangements for establishing a purchase order can be made promptly.
1. The definition of an emergency as per New Mexico Statute 13-1-127B is as follows: “An emergency condition is a situation which creates a threat to public health, welfare, or safety such as may arise by reason of floods, epidemics, riots, equipment failures, or similar events. The existence of the emergency condition creates an immediate and serious need for services, construction, or items of tangible personal property that cannot be met though normal procurement methods and the lack of which would seriously threaten:
(1) the functioning of government
(2) the preservation or protection of property; or
(3) the health or safety of any person.:”
H. Purchases may be made without using the bidding process in Item I, if the items or services are under a contract with the State Purchasing Department (S.P.D.) or the General Services Administration (G.S.A.). The contract number and contract ending date must be included on the purchase requisition. Attach a copy of the contract if it has been provided to you. If it has not, please allow enough time for purchasing to obtain copies of the contracts. This will require some preplanning on your part in order to receive the desired items/services when needed.
I. Pre-payment of materials shall be limited to travel arrangements as approved by the appropriate Vice President, “purchase of books and periodicals from publishers” and conference or workshop registration fees only, as per the New Mexico State Statute 13-1-158A which states that payment shall be made for:
1. Materials which have been received and have met specifications
2. Services that have been satisfactorily performed
J. Purchases of goods and services will be made using the following guidelines and bid procedures:
1. Tangible goods and non-professional services
a. -0- to $1,500 - May be purchased with a direct purchase order at the best price available. New Mexico Statute 13-1-125D.
**b. . $1501 to $10,000 - Must have written quotes from at least three vendors (Verbal quotes in case of emergency). Your suggestions regarding vendors are appreciated, but Purchasing Office personnel will obtain the quotes. New Mexico Procurement Rule GSD 94-622, Chapter 6, 1.3.
**c. $10,000 and above - Formal sealed bid process. New Mexico Statutes 13-1-102 through 13-1-110.
2. Procurement of Professional Services having a value not exceeding Fifty Thousand Dollars (50,000.00), excluding applicable state and local gross receipts taxes, except for the services of architects, landscape architects, engineers or surveyors for state public works projects or local public works projects, in accordance with professional services procurement regulations promulgated by the department of finance and administration, the general services department or a central purchasing office with the authority to issue regulations (per 13-1-125 B NMSA 1978).
**a. $600 to $50,000
**b. $50,001 and above - Formal sealed request for proposal process.
**3. Professional and consultant services (architects, engineers, land surveyors, and landscape architects) $500 and above - Formal sealed request for proposal process.
K. These procedures are not meant to inhibit the procurement of goods and services. They are intended to be used as a guideline for a legal, professional, and efficient purchase operations plan which protects the University.
** Detailed specifications as well as an approved purchase requisition, IRS 20 Questions, request for professional service contract and W-9 forms are required in these instances.
III. Procedures for reimbursement of expenditures.
A. The University maintains a small petty cash fund for small purchase reimbursement only ( not to exceed $30.00 per day per person). The receipts ( approved by the department chair/immediate supervisor) for the petty cash purchase should be submitted for payment within 20 (twenty) working days. No receipts will be reimbursed if over $30.00 or if in violation of 20 day time limit.
B. The following expenditures may be made from appropriated monies providing an approved purchase order exists:
1. Expenditures for recruiting new faculty members and administrative officers must be in the form of a payment for rendering a service to the University on a specific matter. The amount of the expenditure is limited to:
a. Air coach transportation for the candidate
b. Food and lodging for the candidate
c. Meal costs of selected WNMU employees deemed necessary by the President or Vice Presidents in connection with the particular recruiting effort.
d. Expenditures for the candidate’s spouse will be accepted when their presence is for the benefit of the University as approved by the President.
e. Moving expenses will need to be pre-approved by the President and are limited to $800.
2. Lunches for the Regents, invited guests, Public Advisory Boards, Alumni Board, and other similar boards concerned with University matters when approved in advance by the President.
3. Expenses of consultants made in accordance with the State Procurement Code to render services to the University when approved in advance by the President. This category could include costs of meals for a limited number of University employees (faculty or staff) whose presence is required for the specific occasion. As a general policy, expenses incurred for a spouse will not be reimbursed unless their presence is also required and is a benefit to the University.
4. Approval for entertainment costs for distinguished visitors is a function of the President.
5. Official entertaining by the President in connection with University matters and his responsibilities to various constituent such as students, faculty, staff, legislators, Regents, and others.
B. Reimbursement to University employees for promotion expenses incurred most follow the guidelines in B.1. Generally, hospitality expenditures are limited to an average of $20.00 per person for dinners and an average of $10.00 per person for lunches for all University fund sources. Unless approved by the President or the appropriate Vice President, excess charges are the personal liability of the person incurring them and may not subsequently be charged to any University account.
IV. CONFLICT OF INTEREST
21-1-17 NMSA states the following: “ No employee or member of a board of regents of any state educational institution shall have any direct or indirect financial interest in any contract for building or improving any to that state educational institution or for the furnishing of supplies or services to the institution except as permitted pursuant to the University Research Park Act (21-28-1 to 21-28-25 NMSA 1978).”
21-1-35 NMSA states the following: “No board of regents of a state educational institution, no member of a board, and no school official or teacher, either directly or indirectly, shall sell to any state educational institutions that he is connected with by reason of being a member of a board of regents of a state educational institution or to any school official or teacher, any school books, school furniture, equipment, apparatus or any other kind of school supplies, sell property insurance or life insurance to any employee of that state educational institution or do any work under contract or transaction; provided, that the provisions of this section shall not apply to contracts entered into pursuant to the provisions of the University Research Park Act (21-28-1 to 21-28-25 NMSA 1978). Any person violating the provisions of this section shall be fined not exceeding one year in the penitentiary of New Mexico or be fined and imprisoned as set forth in this section at the discretion of the court.”
If there are questions concerning guidelines or their interpretations, individuals should seek prior approval from the President or the appropriate Vice President.
Approved by Policy Committee April 22, 2008
Effective January 1, 2008