sponsored by the collaborative sourcing team. today’s agenda
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Procurement Training Sponsored by the Collaborative Sourcing Team
Introduction by Kim Bienfang, AnokaRamsey Community College
Today’s Agenda
Introduction Continued (Kim Bienfang) Collaborative Sourcing Team (CST)Belinda Lindell, Bemidji State UniversityDave Peasley, Metropolitan State UniversityDiana Fliss, Minnesota West Community & Technical CollegeJames Morgan, OOC FacilitiesJeff Kuiper, Southwest State UniversityKim Bienfang, AnokaRamsey Community CollegeLisa Sparks, St. Cloud State UniversityMichael Noble-Olson, Minneapolis Community & Technical CollegeMichael Nordby, OOC FinanceNathan Sorenson, OOC ITSSandra Schmitt, Winona State UniversityWayne Wolden, Minnesota State Technical and Community CollegeSteve Gednalske, OOC Finance
Keynote Speaker
Laura M. King Vice
Chancellor/CFO
Lisa Sparks Director of Purchasing
St. Cloud State University
Surviving an OLA Audit
3 WEEKS …Starting February 1st?!!
Finding 4: Insufficient control of employees’ use of the college-issued credit cards Insufficient card limits (transaction limits, blocked vendors) Card Sharing Lack of receipts for purchases Cardholders or supervisors not reviewing statements or
submitting statements with out appropriate receipts to the business office within the allotted time.
Unallowable purchases (personal purchases, meals in travel status, entertainment, catering with alcohol)
Late fees Special expense food purchases Lack of encumbrance
Institution authorized contract over the local authority to purchase with no approval from OOC.
Employees with delegated authority exceeding their authority or had no authority at all.
Purchased without obtaining multiple bids/quotation or without obtaining sealed bids when required.
Did not document a sole source determination Incurred obligations before encumbering funds
Finding 14: Expense transactions did not comply with certain MnSCU policies and procedures
Inappropriately procured certain services using purchase orders instead of formally signed contracts.
Paid a contractor more than the amount specified in the contract
Paid for services without evidence that the institution had received the services
Inappropriately paid $1,000 for an employee to renew a realtor license. (The renewal would have been free if the employee had renewed it by the due date.)
Did not record the correct occurrence date in the accounting system-last day of goods received or services rendered.
Continued…
• Missing supporting documentation for vendor invoices, packing slips, etc
Finding 16: Did not retain records to support important financial activity
So now what?
1. Review local policy and procedures 2. Review MnSCU policy 3. Review purchasing card strategies and
blocked vendor list 4. Review PCS and P-Card security
Path to pre-audit preparedness
THEY’RE HERE…
A Couple Words of Advice
•Only answer the question
•“As you can see on our website..”
The discussion and process you explain will be documented by the auditor. He will then use the work flow you are telling him to ensure that you are following your own policy and procedures as well as MnSCU policy with the samples requested to be pulled.
The interview…
training procedure? dollar limits? blocked vendors? manual? Describe the process from the vendor’s
store to the accounting system? How is cost allocation involved? How do you handle unauthorized
purchases?
Purchasing Card Questions
Describe the process from request to award Dollar limits Laura King letters of approval to exceed
local authority Construction contracts
Bidding Questions
Describe the process from invoice in the mail to invoice in the file for each payable route
PO vs. direct pay- when do you use each? Why?
3 way match
Accounts Payable Questions- PO payoff & Direct Pay
Describe the process from request to approval
Inventory and receiving interactions Dollar limits Certificate of insurances
Purchasing Questions
Accounts Payable-◦ 30 transactions- to include receiving copy, ok to pay
verification, invoice, etc.
◦Purchase Orders-◦ 30 purchase orders- reviewed for bid documentation, certs of
ins, contracts, delegation to exceed local authority
Audit Sample Requests
Purchasing Cards◦ A list of all cardholders with daily/monthly limits◦ Proof of blocked vendors◦ 25 samples- to include the whole statement and
backup Complied with MnSCU policy Receipts existed and matched statement amount Expense was processed timely Special expense form/delegation of authority existed
when required Statement was signed by cardholder
Continued...
You made it!
Updated Procurement Policies
Board Policy 5.14 Procurement and Contracts
Procedure 5.14.2 Consultant, Professional or Technical Services
Procedure 5.14.5 Purchasing
Board Policy 5.14
Board Approval for contracts >$3 million
Board Approval not required for the following:
inter-agency and intra-agency, joint powers
agreements, Dept. of Admin. Contracts, Office of
Enterprise Tech. (OET), MnSCU master contracts
such as CST contracts.
Procedure 5.14.2 Consultant, Professional or Technical
Services
Increases college/university authority to $100,000
Approval required from Vice Chancellor/CFO for inter-agency, intra-agency, joint powers agreements, and master contracts in excess of $1million.
Procedure 5.14.5 Purchasing
Purchases $25,000 or less; requires quotation or open market
Purchases >$25,000 to $50,000 (requires sealed bid or two or more quotations)
Purchases >$50,000 (requires sealed bid by public
notice)
Clarifies that bid solicitation is not required for purchases from: Dept. of Admin., OET, MnSCU master contracts, and approved cooperative purchasing agreements
Q & A with Panel
Collaborative Sourcing Team (CST) Members
Scott Goings, OGCGary Hunter, Intellectual Property
Keswic Joiner, Risk ManagementLou Urban, OOC Business Office
Q & A with Panel Please send your questions/issues on the
following topics or other procurement issues:
Contracts Insurance Intellectual Property Prepayment or Year End Issues Collaborative Sourcing Team (CST)
Contracts
Contracts & Purchasing Web Site
Highlights of Contracts & Purchasing Site◦ http://www.finance.mnscu.edu/contracts-purchasing/index.html
Preview: New C&P site in development◦ Temporary Address during development:
http://www.finance.mnscu.edu/cp-new/index.php
◦ Username: “mnscu”◦ Password: “mnscubuys”
Please email comments or ideas to…◦ “sourcing@so.mnscu.edu”◦ Please include “C&P web” somewhere in the subject.
Wrap-up (Kim Bienfang)
Questions
Lunch and networking
Cut!
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