This section provides requirements and regulations for all procurements made for James Madison University by faculty, staff, and administrators whatever the source of funds. The requirements cover all procurements charged to University funds, including Educational and General, Auxiliary Enterprises, Sponsored Programs (Grants and Contracts) and Local/Agency Fund Accounts.
James Madison University must process all procurements within the policies and procedures set forth in the Rules Governing Procurement of Goods, Services, Insurance and Construction AND the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors. Both of these documents can be accessed directly at http://www.jmu.edu/procurement/mpl.shtml.
The objective of effective procurement is to obtain high quality goods, supplies, and services, at the lowest possible cost. Individuals must procure goods and services fairly and impartially to avoid impropriety or the appearance of impropriety. The University expects individuals involved in procurement for the University to exercise prudent judgment. Each procurement must be able to sustain the test of public review for all purchases.
Purchases not made according to these procedures are subject to Non-Payment of the vendor invoice by the University.
• Makes only authorized procurements according to University policies and procedures.
• Properly prepares and distributes manual or electronic procurement documents according to this procedure.
• Ensures that the signatory authority for the Department ID shown on the manual or electronic procurement document approves the request.
• Confirms that sufficient funds are available in the department's budget to cover the cost of the purchase.
• Maintains departmental records of all purchases to preclude duplicate orders.
• Ensures that the University is obtaining the best possible value when procuring goods and services.
• Takes necessary steps to ensure that an individual who places an order does not complete the receiving document for that order.
• Performs procurement actions timely to preclude the need for special action or granting of an exception.
• Reconciles departmental purchase records to Financial Information System Reports on at least a monthly basis. Refer to Section 3035, "Reconciliation Guidelines,".
• Contacts ILT Operations for printing requests that meet the criteria for design services contained in the Identity Leadership Team website for information concerning university publications, such as editorials, graphics, and web standards.
• Contacts Facilities Management prior to initiating any procurement that may modify, repair, renovate or alter any campus facility, major equipment or building system.
• Administers the University purchasing function to assure compliance with University policies and procedures, state laws, and regulations regardless of delegated purchasing authority.
• Develops or approves procurement policies, procedures and forms.
• Notifies appropriate levels of management of improprieties.
• Monitors procurement delegation for compliance, withdrawing delegated authority when warranted.
• Procures items costing more than $5,000, items costing less than $5,000 if requested by department, sole source items, and restricted items (las isted on the Procurement Services WebPages and on the manual DPO Form) to include conducting the applicable procurement process, when required.
• Returns any incomplete procurement documents (electronic and manual) to the originating department with the reason for not processing the document.
The University restricts emergency procurements to those items that are necessary to eliminate a situation that could threaten the loss of life or property or cause injury. In these situations, University employees should take the actions necessary to resolve the emergency. In an emergency, departments may procure the goods or services necessary without competitive bidding. The individual handling the emergency should contact the Office of Procurement Services, if possible, before taking any actions. The department or individual involved should prepare a full justification for the emergency purchase and the necessary procurement action. The appropriate administrative official or their designee should prepare the documentation and forward copies to the Director of Procurement Services for approval. Emergency procurement procedures may be used to purchase only that which is necessary to cover the requirements of the emergency.
The Office of Procurement Services is responsible for procuring goods and services valued at more than $5,000, purchases costing less than $5,000 if requested by department, sole source purchases, restricted items, Equipment Trust Fund at $5,000 and above, and services (as detailed on the Procurement Services Webpage).
Procurement Services issues an eVA Director Order to document the award made at the completion of the competitive bid process. The buyer notifies the requesting department if the bid price exceeds the estimated price.
Procurement Services forwards copies of the Direct Order to the selected vendor. Requesting department can access the Direct Order through the eVA Procurement System. The amount indicated on the Direct Order issued supersedes the Purchase Requisition. The originating department should use the dollar amount of the Direct Order, not the Purchase Requisition, for budget reconciliation purposes.
Sole source procurements costing more than $5,000 require a written justification. Departments requesting sole source purchases costing more than $5,000 should prepare an electronic (eVA) Purchase Requisition and attach a justification using the standard form provided by Procurement Services (see “FORMS” on the Procurement Services website) for the sole source request.
The Office of Procurement Services must procure restricted items no matter the cost of the goods or service. The following are restricted items not allowed for purchase by a JMU department:
♦ Non-Virginia Correctional Enterprise Furniture
♦ Narcotics or dangerous drugs
♦ Alcoholic beverages
♦ Firearms and ammunition
♦ Property leases
♦ Purchases from a state employee
♦ Cellular phones
♦ Professional services
♦ Non-professional services that require other Commonwealth approvals
♦ Air conditioners
♦ Copier rentals
♦ Construction/renovation (require Facilities Management approval)
♦ Two-way radios (require FCC approval)
Other restrictd items may be added at any time. JMU Procurement Services updates the most up to date list on its website (click here: Procurement - restructions).
The University must competitively procure requirements anticipated to be recurring in nature if the onetime cost exceeds $4,999.99 or accumulated cost exceeds $15,000 over an eighteen month period. The Procurement Services Department requires an electronic eVA Purchase Requisition and will complete the applicable procurement process on behalf of the department. Typically, the procurement will result in a term contract being negotitated on behalf of the University.
The Office of Real Property is responsible for acquiring buildings and land for use by the University. University departments should contact that office before making any arrangements to rent, lease or purchase land or buildings.
The Office of Facilities Planning and Construction is responsible for overseeing Capital Outlay, Construction and Professional Services projects. University departments should contact that office concerning all capital outlay (construction) projects. Construction projects that are defined as "Capital Outlay” typically cost greater than $1,000,000.00. The Office of Procurement Services is responsible for handling the procurement process of awarding a contract for capital outlay construction as well as purchasing furniture, furnishings and equipment for installation within a capital outlay construction project.
When printing projects are over $5,000 and cannot be part of an existing printing contract (i.e. stationary, business cards, envelopes with vendor Premier Colors, Inc), the Office of Procurement Services must receive competitive bids. Depending upon the complexity and dollar value of the project, this process may require from 3 to 15 business days. After determining the low bid, the Office of Procurement Services will contact the requesting department and request a completed eVA Purchase Requisition for the accepted bid.
The University provides copying services at various locations on the campus and all departments are highly encouraged to use the on-campus copy centers. The James Madison University Telephone Directory lists the various locations under "Copy Centers."
The University has delegated certain procurement authority except "Restricted Purchases," to Departments. The University expects these departments to comply with purchasing regulations and exercise prudent judgment when procuring goods, supplies, and services. Employees who make purchases must first obtain approval of the departmental approving authority for the Department ID charged. The University does not require departments to accept delegated purchase authority. When departments do not accept delegated authority, the Office of Procurement Services will perform the procurement function. Departments, not accepting delegated authority, must complete and submit an eVA Requisition for Purchase for all purchases.
Departments may procure goods and services, except "Restricted Purchases, valued at $4,999.99 or less through the eVA Procurement System. The University prefers that departments use the Small Purchase Charge Card (SPCC) for all vendors who accept the card. On-line auctions (example: e-bay) is allowed when all rules governing Procurement procedures and Accounts Payable payments are met. Accounts Payable will audit each of these transactions for compliance.
Purchases may be made through the Internet using the SPCC. All purchases of this type must be recorded in eVA as a confirming order. The department should be sure that the vendor has a secure Socket Layer (SSL) Version 2.0 or greater. To ensure that the vendor has a SSL, the Address Window must start with https://. Information about the vendor's security certification is available under Help on the browser tool bar. This may not occur until the payment information is requested.
The individual making the purchase must request a vendor invoice, or an itemized cash register receipt. For purchases through the Internet, print a copy of items purchased after the order is placed and retain it for departmental records and reconciliation of monthly SPCC purchases.
Employees should not use cash or a personal credit card except in an emergency, when no other method of payment is accepted.
The DPO (word document found on Procurement Web Site) is to be used for items when the department and/or the vendor needs paper documentation of an order that is not required to be entered into eVA (it is an eVA exclusion). The DPO may be used by university departments to purchase goods and services directly from a vendor if the total cost, including freight and taxes (if applicable), is $4999.99 or less with the exception of the items listed under "Restrictions" above.
The department head is responsible for the proper administration of the DPO to ensure proper procurement practices and for ensuring that there are sufficient funds in the departmental budget to cover the expenditures of the DPO.
For all invoices without an eVA DO number shown on it, the department must complete an Accounting Voucher to initiate payment.
Before completing the DPO form, refer to subsection .300 "Restricted Purchases," and to restrictions printed on the DPO form. Individuals making purchases should ensure that the vendor excludes sales tax, as the University is tax exempt.
The University has delegated authority to departments to purchase goods or services costing $4,999.99 or less through the eVA Procurement System via an eVA Direct Order (DO) or Purchase Card Order (PCO). This DO/PCO may be used by university departments to purchase goods and services directly from a vendor, if the total cost, including freight is $4999.99 or less with the exception of the items listed under "restrictions."
To complete DO purchase through eVA, less than $5000, the department should obtain bids or quotes from catalogs or from the vendors. Procurement regulations require only one bid or quote when using the DO. It is preferred that Departments obtain one quote from a woman or minority vendor especially in commodity areas such as office supplies and promotional items where there is ample woman-owned and minority-owned business to offer competition. After identifying the best source, the department may complete the DO and place the order directly with the vendor. When departments place orders by telephone, they should clearly mark the DO, "CONFIRMING ORDER - DO NOT DUPLICATE" and show the name of the vendor's contact person. The department may mail or hand-deliver the DO/PCO to the vendor for orders not placed by telephone.
University departments may purchase a variety of supplies from the Campus Bookstore.
Departments may purchase postal stamps directly from Postal Services by completing an Accounting Voucher payable to JMU Postal Services and delivering it to the Office of Accounts Payable. The department must indicate how they want to receive the check and deliver the check to Postal Services to obtain stamps.
Departments may request catering services by contacting the Catering and Special Events office.
Departments may request various services from Facilities Management. Facilities Management requires a Work Order before providing services. Departments may contact Facilities Management to determine what services are available.
Employees should contact their Building Services Coordinator (Listed by building in the front of the James Madison University Telephone Directory) for building maintenance requests for the building where they are located.
The JMU Warehouse Complex maintains stock items such as cleaning supplies and light bulbs. A list of the stocked items is available from the warehouse. Departments may request items by completing the Warehouse Requisition Form.
Departments should contact the Help Desk (Telephone 83555) to request computer repairs or assistance. The Help Desk requires the MPAC Number of your computer to issue a work order.
Requests for telephone services such as, to move or change an existing phone, obtain a telephone or request repairs, requires a memo or an E-mail describing the services requested. The memo should include an Department ID to charge for the services and the signature of the approving authority for the Organization designated.>
♦ Student Scholarships - The Office of Financial Aid and Scholarships must approve all scholarships.
♦ Moving and Relocation Services (See Section Number 5010, Moving & Relocation)
♦ Travel related expenses (See Section Number 4215, "Travel")
The following are allowable, excludable items/categories that do NOT need to be procured through the eVA Procurement System. Items listed in BOLD DO NOT QUALIFY for the exclusion. Every attempt was made to list these items with clarity and relevance to typical JMU purchasing of goods. Should you need further explanation of these items/categories, you may contact Procurement Services at 568-3145.
JMU was also approved by DPS August 9, 2004 for the following eVA exclusions through June 30, 2005, or until revoked by DPS, whichever is later:
• Process non-excluded eVA purchases through the eVA Procurement System.
• Process excludable eVA purchases through the manual purchase requisition and DPO (when required by the vendor) OR direct for payment using a University Accounting Voucher and notating the appropriate exclusion number in the space provided.
• Verifies that sufficient funds to cover purchase are in the Departmental ID listed on the completed form.
• Serves as data steward for all purchases processed through eVA Procurement System.
• Procures all goods and services for items over $4,999.99 and all restricted items.>
• Matches the eVA Direct Order, Purchase Card order or manual DPO to vendor invoices, verifies coding, and determines that transactions are appropriate state expenditures.
• Verifies that the approving authority for the account shown on the purchasing document has properly authorized the purchase.
• Completes and submits electronically a purchase requisition through the eVA Procurement System.
• For eVA exemptions as outlined in Sectino .600, the Department prepares and distributes completed forms as outlined in subsection .820
• Verifies that sufficient funds to cover purchase are in the departmental account listed on the completed form.
• Reviews requisition, obtain bids (if applicable) selects a vendor and issues the appropriate Direct Order.
• Distributes copies of the completed eVA DO to vendor.
• Notifies originating department and distributes a copy of the Purchase Requisition either electronically through the eVA Procurement System or manually through inter-campus mail.
The eVA generated DPO is required for vendors who require a purchasing document for non-excludable eVA goods and services.
The Departmental Purchase Order (word document, found on Procurement Services website (www.jmu.edu/procurement) may be used ONLY for excludable eVA goods and services.
The hardcopy DPO for excludable eVA goods and services is a Word document available online. (on the Procurement Services website, under "Forms")
Follow procedures on DPO for copies.
A (DPO) or (PCO) generated through eVA will be electronically sent to the vendor and copy transferred to the eVA buyers watch box which is monitored by Procurement Services. If the vendor does not accept electronical orders, the Department is responsible for being sure the DPO or PCO reaches the vendor via facsimile transmission or via email.
The Department Purchase Order (Word Document) for eVA excludable items needs to be distributed to the vendor via facsimile transmission or via email.
Hardcopy DPO Preparation
TO: (Vendor) Enter vendor information including complete company name, street address or post office box number, city, state, and ZIP code, vendor phone number, vendor fax number and vendor identification number (i.e. FIN, FEI or Social Security number).
Deliver To: Departments who wish to have delivery made directly by the vendor to their department should type their building name and room number in the space provided. Departments wishing to have their goods delivered to the JMU Facilities Management Warehouse for delivery by warehouse or buildings and grounds personnel, should type "Facilities Management Warehouse" in the address portion of this space. Also include on the ATTN: line the name and telephone number of the person responsible for the purchase. Partial shipments are allowed only if vendor does not require partial payment. One payment will be made when all items are received.
Send Invoice To: Unless your department is listed as an option, mark the Accounts Payable block. Please Note: For any invoices without an "eVA DO #" shown on it, the department must complete an Accounting Voucher to initiate payment.
Date Ordered: Enter the date purchase order is typed and sent to vendor.
Delivery required on or before: Enter the date delivery is required. Choose a realistic date or check with the vendor for lead-time. DO NOT use ASAP or any other abbreviation or phrase that is not a specific date.
Work Order Number: FOR FACILITIES MANAGEMENT USE ONLY.
Restricted Items: Any restricted item listed CANNOT be purchased using this form.
Exclusion #: Enter the appropriate exclusion number that corresponds with the goods/services being purchased.
Detailed Description: Enter full description of item(s) ordered including model numbers, stock numbers, colors, sizes, and any other information necessary to identify exactly the item you require. List what, if any, equipment, supply or services the item is to be based in conjunction with or of which it is an integral part.
Quantity: Enter quantity required.
Unit: Enter unit of measure, i.e. each, doz., set, etc.
Unit Price: Enter unit price of item(s) ordered. The department is responsible for ensuring the correct price is entered.
Amount: Enter the result of multiplying quantity by unit price.
Explanation of Non-Eva Purchase If No Exclusion # is provided: Provide explanation as to why this purchase is not being made through eVA. If the order does not have an exclusion number appropriate for the items being ordered, your department will be charged the 1% fee.
Organization Code, Account Code and Amount: Enter the organization number, expenditure account code, and corresponding amount that go with each code. See Section 2010, "Department Organization Numbers", and Section 2015, "Expenditure Account Codes and Definitions"
Shipping and Handling Charges: Enter amount charged by vendor to ship items to JMU.
Total Amount: Enter the grand total of all items ordered including shipping and handling charges. Total CANNOT exceed $4,999.99.
Authorized Signature and Date: Enter the signature of the responsible department official and the date signed. (Approved signature as indicated on signature authorization card in accounting and reporting office). Signature attests that sufficient funds remain in the department's current budget to cover the purchase. This determination is inclusive of all previously issued DPO's or Purchase Requisition Forms.
Receiving Signature and Date: Enter signature of the department person receiving the item(s). The date should be the date the items are actually received. NOTE: The Authorized Signature and the Receiving Signature cannot be the same person.
Departments should use this form to requisition goods, supplies, and services. Departments without delegated purchasing authority should use the form for procurements of $4,999.99 or more and for restricted items or service.
Blank forms are available from the Office of Procurement Services.
Submit the original and three copies. Retain part five (goldenrod copy) for departmental records.
Send completed forms for items or services costing more than $4,999.99 to the Office of Procurement Services.
Following are detailed instructions for the preparation of the Purchase Requisition form. Enter the following information only; all other blocks should be left blank.
Department: Name of department issuing the requisition.
Deliver By: The date the department requires delivery. Do not use "ASAP."
Deliver to Building: The name of the building where the vendor or transfer company should deliver the item(s).
Room No.: The room number of the building where the vendor/transfer company should deliver the item.
Prepared By: The name of the person that prepares the requisition. (The Office of Procurement Services will forward copies of completed direct orders and requisitions to the attention of the person listed.)
Telephone Ext.: The telephone number of the person to contact regarding information on the requisition.
Date: The date the individual completes the requisition.
Suggested Vendor(s): The complete Name, Address, ZIP code, Contact person (if applicable), and Telephone numbers of any suggested vendors to receive an Invitation to Bid. The University requires only one (1) vendor for purchases of $4,999.99 or less.
Description: Provide the name of the item and a complete description to include color, size, part number, stock number, and any additional information necessary to identify the exact requirements for the purchase. The buyer will bid the item as "or approved equal" unless it is a proprietary and/or sole source item. Proprietary and/or sole source item requests require a justification. Attach brochures or literature from catalogs or other sources to the requisition. Use an 8-1/2" by 11" sheet of paper for additional description space. Attach the sheet to the requisition. Enter any specific information pertaining to the purchase, such as the name of an individual to receive the order or to contact prior to shipment or delivery or any other information useful to the selected vendor or the Office of Procurement Services in this section.
Quantity: The quantity required.
Unit: The unit of measure, such as, each, doz., box, carton, set, gallon, etc.
Unit Price: The unit price of the item listed. If an exact price per unit is not available, contact the vendor for an estimated price.
Extended Amount: The result of multiplying the quantity (10) by the unit price (12) for each line item.
Check Applicable Box: (Actual Freight; Estimated Freight; Price Does Not Include Freight): Check the applicable box if you have obtained freight information from the vendor.
Must Be Completed For Equipment (Purchase/Lease): Check the appropriate box to show the equipment is a Purchase, Installment Purchase, or a Lease.
NOTE: If this equipment replaces any item included on the Annual Department Fixed Asset Verification, a transfer form must be completed for disposal or transfer of old equipment.
Authorization (Signature/Title): The signature and title of the Approving Authority for the Department Organization Number. This signature must be the same as the Approving Authority shown on the Signature Authority Form held by the Office of Finance.
Account Code (Organization No.): The Department Organization Number to charge for the purchase. See Section 2010 "Department Organization Numbers" for a list of Organization Numbers.
Amount: The amount for each Expenditure Account Code listed.
Capital Outlay Project No.: The Project Code for Capital Outlay purchases, if applicable.