Purchasing
Accepting a gift/meal from prospective vendor/contractor
What is a Bribe
What is a Conflict of Interest
The first process in Deliverable projects
Scope and Time Estimate Report- STER, immediately followed by PAAR after approval
-***Submitted and Approved prior to work beginning***
-Ensure project is applicable to Grant Outcomes
-Do inform GA and GD department of plans
In kind donations (checks) to benefit a grant funded program or event should be made out to:
The SPC Foundation Office
Procuring equipment, supplies, and services not exceeding $5,000.
What is Micro Purchase Procedures
*Recently changed from $3,000
-Request for Quote (2)
-60 Day standing quote
Procurement Handbook pg. 7
If a grant manager/budget supervisor is named but not paid through salary or stipend with grant funds, he/she does not have to submit a T&E
FALSE
Maintaining files of all purchases, time sheets, etc. after the grant ends
Record Retention- 5 Year Minimum
Records should help answer:
a. Why you chose a specific procurement method;
b. The basis for your award (why did you select the contractor or vendor you selected? Why did you reject the others?);
c. The basis for the contract price; and
d. Any other significant decisions that were a part of the procurement process.
Procurement Handbook pg. 7
o When original records are electronic and cannot be altered, there is no need to create and retain paper copies. (UGG Section 200.335)
Procuring equipment, supplies, and services greater than $5,000 but not exceeding $65,000.
What is a Small Purchase
-3 RFQ (W.O.B. when possible)
-60 day standing quotes
******
May require Competitive/Sealed Bid Proposals through Request for Proposal (RFP)- Work closely with Karen Reynolds
Time and Efforts can reflect 110% since I am working additional time outside of my normal work on a grant
FALSE!!!
The total time accounted for on the Personnel Activity Report must reflect and account for 100% of the employee’s time for the period covered, including grant and non-grant activities.
Grants Accounting Handbook pg. 10
Recognition of funder's contribution to a project or program
Acknowledgement & Disclaimer Statement
-Print, Media, & Social Media Publications
-Refer to your funder's guidelines for specific language
-Approval from Grants Accounting before printing or incurring costs
Your primary reference point in all things Purchasing
Purchasing Handbook!
Also check:
-Grant Budget
-Grant Specific Guidelines
before submitting requests to Grants Accountant & Purchasing Department
Describe the difference between allowable and allocable
Grants Accounting Handbook pg. 10
This is a top Audit finding from the Office of Inspector General
What is [issues with] Internal Controls
Findings happen when:
-No record keeping of T&E
-No justification for purchases & price levels
-After the fact approvals
-Inconsistent record keeping Etc. Etc.
“[P]ersonnel had not always fully complied with the established internal control procedures …” – OIG Audit of USDA (Aug 2014)
“We found that the [Dept of Commerce] needs to improve several aspects of its internal controls.” – OIG Audit of Commerce (May 2013)