procurement to contracts college tour presentation 2012

Procurement to Contracts

College TourPresentation 2012

Procurement Services

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What Procurement Services Does

Vendor Budget/Commitment Control Vendor Setup and Maintenance Requisitions and Purchase Orders

Selectively review PO’s less than $10,000 for compliance Final review and approval of all PO’s greater than $10,000

Competitive Bidding and Request for Proposals Sole Source Requests Procurement Policy Training

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• Remain consistent with Illinois Public Community College Act.

• NEW POLICIES APPROVED: Colleges have spending authority up to $25,000 within the approved purchasing conditions.

• Every purchase over $25,000 must be submitted to the Board of Trustees for approval.

• Procurement Services has established district wide contracts for utilization over $25,000. For Example: Office Supplies, Janitorial Supplies, Computers, etc.

• City Colleges administers an aggressive program to utilize Minority and Women owned businesses (MBE/WBE).

• NEW THIS YEAR: Annual Purchase orders are required for recurring purchases.

• NEW THIS YEAR: Employee Expense Reimbursements no longer require a requisition and purchase order.

Procurement Services Highlights

Purchases must follow Illinois law and Board policies

• The Chairman of the Board, Chancellor and Presidents are the only individuals authorized to sign and execute agreements on behalf of City Colleges of Chicago regardless of value.

• No District officer or employee, without express authorization, shall make any purchases or enter into a verbal or written purchase contract on behalf of the Board

• Any contract made in violation of State law, or Board rules, policies and procedures is VOID as to the Board

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District Wide Spending Authority, Requirements & Conditions

DollarAmounts

ThreeBids/Quotes

M/WBERequired

Campuses/Depts. Approves PO

PO Approval from District ProcurementStaff

BoardApprovalRequired

ProfessionalServiceAgreements(PSA)/Service

Requisition SignatureAuthority

$1-$2,499.99

Phone/Inperson orwritten Recommended

N/A Yes No No No College President and Vice Chancellor

$2,500-$25,000

Written Required

Yes, at least one bid/quotes must be from a M/WBE

Yes – Up to $10,000

$10,001 - $25,000

No Yes College President and Vice Chancellor

$25,001 and over

*FormalBids/RFPPublic Ad Required

Full Compliance required per M/WBE Plan

No Yes Yes Yes College President and Vice Chancellor

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Purchase Order Process

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Requisition Signature Work FlowTypes of Purchase Programmatic Vice Chancellor/ Associate

Vice Chancellor

IT Hardware, Software and Services Purchases Arshele Stevens

Office Supplies (Instructional and Non-Instructional, Janitorial Supplies, Facilities, Furniture, Construction/Renovation

Diane Minor

Academic – Books, Scientific Supplies, Nursing Supplies and Equipment, Cosmetology Supplies and Equipment

Kojo Quartey or designee (Cecilia Lopez, Michael Davis, Lydia Gonzalez)

Student Related Purchases – Events and Travel

KKC, MXC, OHC, HWC – Preston Harden DAC, TRC and WRC – Ed Garza

Employee Travel/ Reimbursements JR DempseyAdvertising/Promotional/ Outreach Items Laurent PernotAthletic Supplies and Equipment Michael DaiglerBookstore, Cafeteria and Vending Services Purchases

Joyce Carson

Security Supplies and Equipment Purchases Joseph DeLopez

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VENDORS• All vendors are entered into the PeopleSoft database by Procurement Services. Please allow a

minimum of 10 business days for entry.• All new vendors who will provide goods and services must complete a vendor packet. Which

includes the following:• Vendor’s List Application Form (2 pages)• IRS W-9 Form• Purchase Order Terms and Conditions (Conditions of Purchase)• Independent Contractors must complete the Personal Service Contractor’s and Contractor’s Key Personnel Data Form• Acknowledgement of the District’s CCC Ethics Orientation for Contractors/Vendors • NIGP Commodity Codes Selection

• To update existing vendors the Vendor Form must be completed and supporting documentation must be attached i.e. Vendor address change notice, etc.

• Hotels and Membership organizations are only required to submit the IRS W-9 Form and Vendor Form (include telephone and fax numbers).

• M/WBE vendors can be found on the City of Chicago’s website: https://chicago.mwdbe.com/FrontEnd/VendorSearchPublic.asp?TN=Chicago

The vendor forms are available from the intranet via http://portal.intranet.co.ccc.edu/finance/default.aspx under Procurement

Reimbursable Expenses

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•Reimbursements must be submitted within 15 days of expenditure in order to be paid.

•Please use available contracts for purchases.

•Reimbursements will not be allowed when there are current established district wide contracts.

•For all non-contracted items (i.e. milk, apples, sheep brains, etc.,) you may obtain the products and submit the receipts for reimbursement. Please follow the internal reimbursement policy.

•Reimbursements will be processed once weekly by District Accounts payable upon receipt from the College Business Office/District Office Department.

Formal Bid Procedures

• Requesting Departments must prepare a detailed description of the goods or services to be procured.

• The detailed description should be sent to the District Director of Procurement Services via [email protected] for review and preparation.

• Once assigned to a Buyer, the requesting department is notified and a draft document is forwarded for review and approval.

• Per State Law, formal bids are to be advertised for a minimum of 10 days.

• Requesting Departments should PLAN in advance for formal bids.• All Formal Bids over $25,000 requires board approval.

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Formal Bid TimelineSealed Bids (Goods only):• At a minimum, one month to draft and advertise Specifications. • One month for Board Approval process. • Total of two months to plan and complete requests for goods, products, or equipment.

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Request for Proposal (“RFP”):• At a minimum, one month to

draft and advertise RFP, and complete the Pre-bid conference.

• Two weeks for proposal evaluation process.

• Two weeks if oral presentations are needed.

• One month for Board Approval process.

• Total of two and half - three months to plan and complete request for services.

• An additional 21 days, at minimum, for contract preparation and execution after board approval is obtained.

Sole Source Purchases• Definition - item(s) procurable only from a single source (i.e.,

manufacturer, authorized dealer/distributor, own patent or copyrights).

• All Sole Source purchase requests will be reviewed on a case by case basis, that may include issuance of a formal bid solicitation to verify there is no competition.

• User must provide justification and demonstrate due diligence for Sole Source Request i.e., if the vendor owns the copyright or patent, the supporting documentation needs to be attached.

• All Sole Source purchases over $25,000 require Board Approval.

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District Wide Term Agreements

• Building and Maintenance Repair

• Scavenger Services• Nursing Supplies• Bus Transportation• Uniforms• Promotional Items

• Text (“Educational”) Books• Trade Books• Cafeteria and Vending Services• Newspaper Advertising• Computers and Printers

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Examples of Board Approved Vendors:

Colleges benefit from increased savings through combined purchasing volume through the use of Board approved vendors, procurement consortiums, and other sister agency contracts for District-wide purchases.

Consortium Vendors• The U.S. Communities Government Purchasing Alliance http://www.uscommunities.org/• Illinois Community College System Procurement Consortium (“ICCSPC”)

http://www.horizonrg.com/• Illinois Higher Public Education Cooperative (IPHEC) – (this site is login access only)• Educational and Institutional Cooperative Purchasing (E & I)

https://www.eandi.org/Default.aspx • National IPA http://www.nationalipa.org/index.html • Items available to purchase include:

– Maintenance /Janitorial Supplies– Office Supplies– Office Furniture– Scientific Equipment– Medical Supplies

Note:A listing of District-wide general use Board Approved Vendors is posted on the CCC website

under District Office Procurement. http://portal.intranet.co.ccc.edu/finance/default.aspx

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Procurement Services Key Personnel

• Diane MinorVice Chancellor , Administrative and Procurement Services(312) 553-2636

• Sheila R. Johnson District Director of Procurement Services(312) 553-3336

• Sherri Hutcherson Senior Buyer II(312) 553-2509

• Delfinita (“Del”) Taylor Senior Buyer(312) 553-2591

• Marietta WilliamsBuyer(312) 553-3331

• Shuana HornStaff Assistant(312) 553-3355

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• Kimberly Sangster Chief Procurement Officer (312) 553-3294• Harriet Neely Director of M/WBE Contract Compliance (312) 553-3232• Ralph Passarelli Director of Risk Management (312) 553-3276• Procurement Services E-mail [email protected]

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OVERVIEW OF DISTRICT BOARD PROCEDURES AND CONTRACT PROCESS

• Presented by:• Office of the General Counsel

AGENDA

• When is a Board Report Necessary?• Board Report Submission Deadlines• Drafting Board Reports/Board Report Format• Questions

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When Is A Board Report Necessary?

• Agreements/Purchases where total cost is in excess of $25,000.

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Board Report Submission Deadlines

OFFICE OF PROCUREMENT SERVICES AND OFFICE OF GENERAL COUNSEL

• Drafts of all Resolutions and Board Reports (Agreements and Purchases) must be submitted no later than 5:00 p.m. on the last day of the month 2 months prior to the month of the Board Meeting.

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Board Report Submission Deadlines

BOARD OFFICE & OFFICE OF GENERAL COUNSEL• Final Personnel Reports, Resource

Development Reports, Committee Reports/Minutes and all other agenda items must be submitted no later than the 2nd Thursday of each month by 5:00 p.m.

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Meetings To Prepare For Board Meeting

DRAFT REVIEW MEETING All District Vice Chancellors, Other District Administrators

• At least 3 weeks before the Board Meeting

MEETING WITH CHANCELLOR• At least 2 weeks before the Board Meeting

MEETING WITH CHAIRMAN AND TRUSTEE • At least 10 days before Board Meeting

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Late Submission of Agenda Items

• General Rule: No Late Submissions of Agenda Items. Deadlines will be strictly enforced.

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Late Submission of Agenda Items• An Exception may be granted under the following conditions:

– At least 3 days before the deadline, submit to Chancellor, a request for late submission; and

– Explain reason for late submission; and– Explain whether there will be significant programmatic or

business impact if the item is not on the agenda.– The Board Office and the OGC will not accept late board

reports without the approval of the Chancellor.

• 3 or more requests for late submissions in a 6 month period will result in the development of a Management Plan to address and resolve the reason(s) for consistent late submissions.

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Resolution or Board Report?Which One Do I Choose?

Resolution• Procedural Actions• Policy Actions• Intergovernmental

Agreements (including those with Financial Impact regardless of amount)

• Ceremonial Actions

Board Report• Purchases, Agreements

or Partnerships - $25,000+

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Board Report ChecklistImportant Checklist Items √ Recommendation section is first √ Recommendation section summarizes Agreement, Purchase, Etc. and explains term and cost √ Name and Address of Vendor/Contractor √ Scope of Services/Deliverables √ Benefit to City Colleges of Chicago √ Competitive Bidding details √ Selection Criteria √ M/WBE compliance

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Best Practices for Board Agenda Items

• Follow Format Standards• Use Visual Aids• Use Terms and Phrases Consistently• Verify All Financials• Obtain Board Approval Early• Proofread Your Document!• Refer to Board Meeting Preparation Handbook

– http://portal.intranet.co.ccc.edu/gencounsel/Legal%20Resources%20Management/Forms/AllItems.aspx

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After The Board Meeting

• Once a Resolution or Board Report is approved by the Board and involves a contract, agreement or purchase order:

– Submit all contract request forms to the Office of General Counsel within 10 days of Board Approval.

– Submit all necessary information to the Office of Business and Procurement Services to finalize completion of any purchase order.

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Requesting Contract Reviewfrom the

Office of the General Counsel

Types of Agreements

• Professional Services Agreement (when fee ≥ $1000)

• Training Agreement• Subcontractor (Training) Agreement• Software License• Facilities Use Permit• Internship Agreement/Clinical Agreement• Memorandum of Understanding

Contract Request Process

1. Contract Request Form2. Board Reports3. Independent Contractors4. Pre-Approval 5. Facilities Use Agreements6. Contract Execution – Signature

Authority

Contract Request Process

ReadYour

Contract!

Contract Request Formhttp://portal.intranet.co.ccc.edu/gencounsel/default.aspx

Combines 2 forms:1. Request for Contract2. Request for Work by Independent Contractor

Not to be used for facilities use permits.

Contract Request Form

• CCC Personnel requesting the contract• Information re: Other Party• Essential Terms of the Contract:

– Term– Monetary Value– Scope of services

• Exhibits/Attachments• Board Report• Special Requirements if contracting with an individual• Funding Information• Minimum of 21 days for processing and legal review

Board Reports

When do I need to have an approved Board Report?

• Contracts with a value over $25,000• Contracts with a vendor who will receive

over $25,000 in a fiscal year via multiple contracts

• Intergovernmental agreements• Grants

Board Reports

When do I submit my Request for Contract?• Board Report must be approved by the Board

prior to submission of Request for Contract.

• Request for Contract must be submitted within 10 days of Board approval.

Independent Contractors

• IRS 20 Factors and 3 Categories of Control (to be submitted to the OGC)

• Other Proof that individual is self-employed may be required later for inspection (but do not submit these to the OGC

• Vetting by Human Resources

Contract Pre-approval

Signatures Required for Each Contract Request:1.College President/District Office Department

Head2.Vice Chancellor3.Executive Director of Business4. If not already approved by the Board, request

must be approved by the Chancellor

Facilities Use Agreements

• Separate Request Form

• Vice Chancellor of Administrative and Procurement Services must approve every request for the rental of CCC facilities.

Summary of Contract Request Steps• READ THE CONTRACT• Contract Request Form

– HR approval of Independent Contractor– President/Dept. Head & VC & ED signatures– Approval by Chancellor

• Submit Request Form, Approved Board Report, Contract, Exhibits & Attachments to OGC

• Review by attorney, approval by General Counsel

• Signatures (Execution)

Contract Signature Authority

$5,000 College President

$5,001 - $25,000 Chancellor

> $25,000 Chairman of the Board

Signature Authority

• Remember to obtain the signature of the other party on all 3 originals.

• Return a fully executed original to the Office of the General Counsel.

Office of Finance Accounts Payable Services

FinanceAccounts Payable Services

• Process invoices and disburse all vendor payments• Final reviewer and approver for all reimbursement

requests for CCC employees• IRS reporting• Process stops, voids and reissues payment requests• AP Policy Training

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Invoice Payment Requirements

GOODS/TANGIBLE PURCHASED ITEMS

•A valid purchase order number– Generated during the procurement process

•A system receiver/receipt number •The packing slips or bill laden that was delivered with the tangible item

– If a packing slip is unavailable, a copy of the purchase order signed shipping receiving or departmental personnel or system receipt delivery report

•Original receipts, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts

– Copies of receipts are not accepted

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Invoice Payment RequirementsSERVICES AND ANNUAL •A valid purchase order number generated during the procurement process•A system receiver/receipt number (Please note a receipt delivery report is no longer required.)•Original vendor invoice detailing the services provided, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts

PROFESSIONAL SERVICES•Copy of a fully executed agreement for services $1,000 or more

– or the email notification informing of the executed agreement from the General Council Office

•NEW - Combined professional service/independent contractor agreement form must be submitted for services under <$1,000

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Invoice Payment Requirements

BUILDING MAINTENANCE SERVICES

•Requires a Bid/Cost Estimate Form for expenditures such as Plumbing/Piping, HVAC, Electrical, Glazing, Roofing (e.g. T&J Plumbing, Elevator Repair, etc.)

GOODS & SERVICES LATE PAYMENT INVOICES•A brief detail explanation signed by immediate supervisor is required for all invoices that are submitted past the 30 days payment terms and/or specified in their contract.

– e.g. The invoice is dated 08/15/2011 payment terms net 30 due by 09/14/2011 and the A/P department does not receive a request for payment until 10/12/2011.

THE INVOICE IS 21 DAYS PAST DUE.

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A/P Vendor Payment Check List

• AP check list provides guidance before submitting your invoices, travel and reimbursement requests to management or vendor payment.

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The Travel Conference Leave Form Part I

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This form is located on the Employee Portal at http://portal.intranet.co.ccc.edu/finance/

The Travel Conference Leave Reimbursement Process Part I

• Pre-Travel Request Expenditures can be used for registration fees, airline/transportation cost, car rentals and hotels.

– Supporting documentation, such as quotes, and a Travel Conference Leave Request Form with all required signatures must be submitted at least 30 days prior to scheduled date of attendance or the early registration deadline.

– Completed Estimated Expenses portion of the Travel Conference Leave Form with an official announcement , agenda or invitation to the conference, seminar or training.

Registration Fees – In most cases, CCC only pays the early registration rate for any conference, seminar or training

Hotel Payment - request government rates when making hotel reservations. When paying by check, payment request should be done at least 30 days prior to conference date.

Car Rental - requires prior approval and an explanation to substantiate the expense

Meal Allowance – Must be estimated using the US General Services Administration website http://www.gsa.gov/portal/category/21287

TIP: Think ahead and begin your request for payment processed early.

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Travel Conference Leave Reimbursements Part I

•Listed below are the required signatures for all conference travel:

Part I of the Travel Conference, Seminar and Training Leave Form must include all estimated expenses that associated with travel request and have all appropriate signatures affixed.

Staff/Administrator requestor must have signatures from immediate Supervisor or Dean/Department Head and Executive Director/Business Manager, President and the respective Vice Chancellor

Faculty and 1600 Professionals requestor must have signatures from immediate

Supervisor and/or Dean and Executive Director/Business Manager, President, the Chairperson of the College-Union Committee and the respective Vice-Chancellor

Student requestor must have signatures from Club President, Club Treasury, Dean, President and Respective Vice-Chancellor

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The Travel Conference Leave Form Part II

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Travel Conference Leave Reimbursements Part II

Part II: Supporting documents that should be included are:

Actual Travel Expense Form must include all original receipts pertaining to travel. President or Vice Chancellor must re-approve if the total dollars request is in excess of 10% or $100 of the original estimated cost cited on Part I of Travel Conference Leave Form

Chart Mileage using Map Quest. A print copy of mileage calculation is to accompany all submitted documentation for reimbursement. (Current 2011 Mileage Rate: $0.555 per mile as of October 1, 2011)

Conference, Seminar or Training itinerary or agenda is a requirement to support reimbursement expense

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Employee Travel Reimbursements Part II• Meals per day limits varies from place to place unless included in conference fee. For the

Meals Allowance go to http://www.gsa.gov/portal/category/21287

– All original receipts, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts are required for reimbursement—no copies (Please note meals within the 50-mile Chicago Metropolitan Area is unallowable expenditure.)

– All reimbursement charges that includes breakfast that incur prior to destination is an allowable expense which is included in the Meals Allowance per city or state. Please be mindful that the 1st day and last day of travel you are only eligible to be reimbursed up to 75% of the standard daily rate

– Business Meal (Group) must include original itemized receipt; business purpose; date of expense and location of the meal; name of participants and their titles or other information establishing their business relationship with individual incurring the expense. (Please note meals within the 50-mile Chicago Metropolitan Area is unallowable expenditure.)

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All Travel Reimbursements

• Canceled checks or Credit Card Statements

– The front and back of the canceled check or credit card statement, together with a bill from a payee, ordinarily establishes cost

• However, a canceled check or a credit card statement by itself

does not prove a business expense without other evidence to show that it was for a business purpose

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All Travel Reimbursements

• Missing Receipts and supporting documentation

– Affidavits must accompany a written explanation and signed by the employee stating the reason the original is unavailable

– There is a limit of 1 per fiscal year

• NEW - Reimbursement Acknowledgment Form should be included with the employees’ reimbursement requests that are being submitted for the first time this fiscal year 2012. Only one signed copy needed per fiscal year.

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Reimbursement Acknowledgement Form

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Employee Reimbursement Expense Form

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This form is located on the Employee Portal at http://portal.intranet.co.ccc.edu/finance/Procurement%20%20Business%20Services/Forms/AllItems.aspx

Public Transportation and Non-Purchase Order Related Reimbursement Requests

•Submit the Employee or the Non-Employee Reimbursement Expense Form at least within 15 days of last date of travel to your Home Business Service Office/Department.

– Please note: These expense require prior approval by immediate Manager and/or Dean.

• The Employee Reimbursement Expense Form must include all appropriate signatures affixed:

– Staff and Faculty requestor - immediate Supervisor/Dean, Executive Director/Business Manager, President and respective Vice Chancellor

– Executive Director/Department Head and/or Dean requestor require the

President and the respective Vice Chancellor

– Vice President/Associate Vice Chancellor requires the Executive Director, the President and respective Vice Chancellor

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– President requestor requires the Provost, the Executive Director/Business Manager and Finance CFO

– Vice Chancellor requestor requires the Chancellor/Designee and the Executive Director/Business Manager

– The Chancellor requires the Chairman of the Board or Designee

– Students requires the Club President, Club Treasury, Dean, Executive Director and/or President (when applicable) for Agency/SGA funds. If funds are stemming from the SGA ED Fund the Reimbursement Expense Form will require the respective Vice-Chancellor

– NEW - Reimbursement Acknowledgment Form should be included with the employees’ reimbursement requests that are being submitted for the first time this fiscal year 2012

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•Meals for In-District Travel up to 50 miles is an unallowable expenditure. Meals over the 50 miles radius requires prior approval per the current Reimbursement Policy. •All original receipts, which include vendor name, date of purchase, individual items, itemized with exact dollar amounts are required for reimbursement—no copies

– Miscellaneous expense will only be reimbursed for items under $100 with valid original receipt(s) and purpose as required

– Must provide reason and purpose of the purchase

•Missing Receipts and supporting documentation

– Affidavit must accompany a written explanation and signed by the employee stating the reason the original is unavailable

– (1) per fiscal year

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Athletic Travel RequestsAthletic Travel requires the following:

•Preapproved Athletic Travel Form must be submitted at least 30 days in advance of the proposed travel event with completed estimated cost of travel.•A team roster including coaching staff and season schedule.•Athletic Cash Advances requires a signed Athletic Advance Repayment Agreement, which ensures that monies shall be used for the purposes in the estimated cost of trip and upon return be substantiated by a receipt for expenditures.•All receipts for advances and estimated expenses must be submitted within 10 business days or less to your home Business Service Office.

― All detailed original itemized receipts. ― All receipts should coincide with the open advance request submitted prior to travel.― If receipts are not received by District Accounts Payable (A/P) department within 15

days (and no more than 21 days) after the date of event or travel an email notification is sent to the college Executive Director/Business Manager.

― All other requests will be placed on hold until the previous advancement with receipts and/or supporting documentation has been received by A/P.

Please be advised that any receipts that are not submitted to A/P timely may become additional income to employee that will be reflected in their W2 and/or is subjective to a penalty of wage garnish.

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This form is located on the Employee Portal at http://portal.intranet.co.ccc.edu/finance/Procurement%20%20Business%20Services/Forms/AllItems.aspx

Local Mileage Reimbursement Policy & Forms• In collaboration with the City of Chicago Comptroller’s Office, the City Colleges of Chicago (CCC) has developed a new local

Mileage Reimbursement Policy which was effective February 6, 2012.• The policy addresses the local (within city limits) mileage reimbursement process when using a personal vehicle while

performing CCC business, as well as local transportation.

• Key components of this policy include the following:

– The preferred method of local travel for CCC employees should be public transportation; however, it is recognized that there are times when this mode of transportation may not be feasible due to location, timing, equipment/materials, and/or security reasons.

– Timely completion of the monthly Local Mileage Reimbursement form; as well as supporting documentation is to be submitted within 10 days of the last day of month end travel.

• Annual acknowledgement form certifying the employee has read and understands policy that includes prior authorization by manager for the employee to use personal vehicle while performing district business.

• Annual Certification of Driver’s License and Automobile Liability Coverage form.• Valid IL driver’s license, vehicle registration and current city sticker for FT employees.• Certification of the following:

– Seat belt used– Cell phone usage is via “hands free” device– No debt owed to the City of Chicago– No more than 3 moving violations in the last 3 years or DUI’s in the last 5 years– Attach MapQuest/Google maps– Unallowable mileage restrictions

» Less than 2 miles per segment» No more than 50 miles per day or accumulative 1,000 per month

– Timely and accurate submission and approval requirements.

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Local Mileage Reimbursement Policy & Forms

• Other Local Transportation• Reimbursement for Other Local Transportation modes will either no longer be allowed or

limited, due to non-standard usage among City Departments and Sister Agencies and unclear control procedures, to ensure that taxpayer dollars are used appropriately for operations that require employee transportation.

Taxi Cards/Coupons–The use of taxi cards and taxi coupons will be discontinued. Taxi fares (excluding gratuity) for local travel when performing CCC business can be submitted for payment through the Employee Reimbursement process.Bulk Purchase of CTA Passes–The bulk purchase of CTA passes will no longer be allowed. Employees can register for pre-tax transit checks through payroll deductions which can be used to purchase train/rail passes.Jury Duty Travel Expense–Reimbursement for jury duty travel expenses will no longer be allowed.Parking Fees–Reimbursement of parking fees will be limited to $25 for each segment of travel, with a maximum of 2-two segments per day.

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AP Travel Metrics

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In District-up to 50

miles from home campus

Procedures to follow Out-of-District- over 50 miles from home campus

Procedures to follow

Hotel Not allowed N/A Reimbursement for single room only (No room movies, and the like, mini bar)

Confirm that hotel is a Vendor in PeopleSoft. If hotel is not in PeopleSoft, employee is to secure vendor packet from hotel using time line established for payment of conference fee. Retain original hotel receipt. Include Travel Request Form.

Mileage From home campus to location site. Reimbursable at current IRS rate: $0.555 per mile is effective January 1, 2012.

Chart Mileage using Map Quest or other similar internet sites. Print a copy of mileage calculation and include with documentation submitted to Business Office for Reimbursement.

From home campus to conference site. Reimbursable at current IRS rate: $0.555 per mile is effective January 1, 2012.

Chart Mileage using Map Quest or other similar internet sites. Print a copy of mileage calculation and include with documentation submitted to Business Office for Reimbursement. Include Travel and/or Expense Report Form when required. (Please note when traveling over 100 hundred miles requires additional assessments or evaluations pertaining to what mode of transportation is more cost effective such as bus, train, and plane. (Must provide proof))

Business Related Meals

Allowed only to staff that has authority to approve an expense. If allowable per the Reimbursement Policy.

List names of individuals and reason for the meeting. Retain all original itemized receipts.

Allowed only to staff who has authority to approve an expense

List names of individuals and reason for the meeting. Retain all original itemized receipts. Include Travel and/or Expense Report Form when required.

Meals Per Day

Not Allowed unless included in conference fee.

N/A. Meals per diem limits are meal amounts vary from place to place unless included in conference fee. For the Meals Allowance go to http://www.gsa.gov/portal/category/21287

Retain all original itemized receipts for reimbursement. Include Travel and/or Expense Report Form when required.

Air Fare Not Allowed N/A Lowest Rate (non-stop/economy only). Rates other than economy require Chancellor’s approval.

Submit conference packet to travel coordinator 20 days prior to travel date. Include Travel and/or Expense Report Form when required.

Public Transportation

Allowed Retain all original itemized receipts for reimbursement.

Allowed Retain all original itemized receipts for reimbursement. Include Travel and/or Expense Report Form when required.

Car Rental Generally Not Allowed N/A

Prior approval required Retain all original itemized receipts for reimbursement. Include Travel and/or Expense Report Form when required.

Tips for TravelIs the expense necessary and reasonable?

For every purchase determine if the purchase is necessary and if the price is reasonable.

Reimbursable ExpensesFees to/from the airport; meals in transit snacks and desserts (includes coffee/water), car rental which requires prior approval.

Travel within one dayFor conferences within one day’s travel differ considerably from longer trips. Check to make sure your meeting is within the one-day travel radius (50 miles).

Receipts, receipts, receipts!An original itemized receipt is required for all reimbursements

Lost receipts: You are allowed (1) per fiscal year with an affidavit and copy of your credit statement to provide proof of payment.

Group meal: Please obtain individual receipts for reimbursement. Tips paid in conjunction with meals are included in the meal allowance and cannot be claimed separately.

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Invoice Payment TimelineBusiness Services Office/District Departments

• Requires to review and verify Vendor Invoices , Travel and Reimbursement Requests before processing or submitting to AP for vouchering:

―Verify timely submission of reimbursement request (within 15 day from purchase); only one exception to the 15 day requirement will be allowed. ―Verify that all proper forms/documentation and reasons for purchase; ―Verify mathematical accuracy; ―Verify original receipts with proof of payment; ―Verify recording cash advance, if applicable and submission of check for monies due CCC; ―Verify documentation of the pre-approval for expenditures; ―Verify Signed Reimbursement Form; ―Verify proper allocation of expense according to budget procedures and to the proper budget account string;

• Please be advised it is the responsibility of the Supervisor or Manager (first-line approver) to ensure that an Employee's Expense Reimbursement Form and Vendor Invoice requests are complete and that adequate documentation has been provided to support that the expenditure is a valid CCC business expense before submitting to your Home Business Office.

• The Reimbursement Expense requests will be returned to the Supervisor or Manager (first-line approver) if not complete per the requirements above.

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Invoice Payment TimelineFinance Accounts Payable Services

•Invoice payments are processed within five business days of receipt from Colleges and District Office.

•Checks are issued on a weekly basis based on either vendor contract terms or District terms of net 60 days.

– CCC new vendor payment terms effective January 1, 2012 as follows:

• US Bank Payment Plus Virtual Card program –15 days or less• ACH (Automatic Clearing House) – net 45 days• Checks – 60 days • Reimbursements – Due now

•Emergency payments are processed upon receipt of approved request.

•Immediate payment requests are processed within 24 hours if received by 11:30 a.m. each day.

•Invoice payment requests received after 3:00 p.m. are considered next business day requests.

•AP mails all checks to the appropriate vendors by United States Postal Services; check pick-up is by request only upon prior approval.

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Accounts Payable Services Personnel

• China BouldinAssociate Director of Business Services(312) 553-2819

• Cherrise Harper AP Manager(312) 553-2818

• Marilyn Sullivan DO & HWC

AP Coordinator (312) 553-2821

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• Selenea Hughes MXC, OHC & WYCC

Account Analyst(312) 553-3425

• Eltoria Bilbrew RDJC & WRC Account Analyst (312) 553-2535

• Justin Pitre KKC & TRC

Account Analyst II(312) 553-2814

• Velina Walker Account Analyst/

Intern (312) 553-3318

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Questions

procurement to contracts college tour presentation 2012

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