Agenda Item No. ____________

Washburn University Board of Regents



SUBJECT: Business and Financial Affairs Handbook Amendment



CHAPTER IV. PROCEDURE FOR PURCHASING, ENCUMBERING



ACCOUNTS, TRAVEL, DUPLICATING, ETC.





BACKGROUND:





At its January 19, 1994 meeting, the Board of Regents heard on first reading a proposed amendment to Article III, Section 1.s which would authorize the administration to make expenditures of up to $25,000 without prior express approval of the Board of Regents. At its February 28, 1994 meeting after the second reading, the Board of Regents approved this amendment to the University's By-laws.





At the March 8, 2001 Board of Regents Budget and Finance Committee meeting, the administration presented an item for discussion to increase the Board expenditure approval limit from $25,000 to $50,000.





DESCRIPTION:





The Board of Regents Budget and Finance Committee concurred the limit should be increased due to inflationary changes over the years, and to accommodate more efficient and timely University procurements. However, to ensure the Board fully complies with its fiduciary responsibilities, the Committee desires to have all items approved by the administration between $25,001 and $50,000 listed each month and included for ratification as a Consent Agenda item.





The proposed change to the Business and Financial Affairs Handbook, the underlined portion of the text, is attached.





FINANCIAL IMPLICATIONS:





Not applicable.





RECOMMENDATION:





President Farley recommends the Board of Regents approve the amendments to the Business and Financial Affairs Handbook as detailed in the attachment.









________________ _________________________

Date Jerry B. Farley, President



CHAPTER IV. PROCEDURE FOR PURCHASING PROCUREMENT,ENCUMBERING ACCOUNTS,



TRAVEL,DUPLICATING, ETC.





1. PLACEMENT OF PURCHASE ORDERS



1. Policy. All purchase orders and agreements involving Washburn University for financial obligations of any kind must be approved in advance and signed by the Treasurer. The Treasurer shall submit to the Board for its consideration any purchase requisition, quotation or bid for a purchase in excess of $50,000. All purchases between $25,001 and $50,000 will be listed and presented as a consent agenda item for ratification by the Board.



The Treasurer is empowered to delegate to the Director of Business Services, Purchasing Manager, or other Business Office employees the details of approving certain requisitions and the clerical operations necessary for placing the order and assembling the material in voucher form in preparation for payment. This applies to the obligations of the General Fund, University Restricted and Agency Fund, Government and Research Fund, Endowment Fund, Student Loan Fund, Employee Benefit Contribution Fund, and any other fund so designated by the Board of Regents.



1.1 All purchase orders and agreements involving Washburn University of

Topeka in financial obligations of any kind must be approved in

advance and signed by the Treasurer or his a designated official. This

applies to the obligations of the General Fund, University Restricted

and Agency Fund, Government and Research Fund, Endowment Fund, Student

Loan Fund, Employee Benefit Contribution Fund, and any other fund so

designated by the Board of Regents. Washburn University of Topeka as

a public institution is required to meet statutory procedures

established by the State of Kansas and University Bylaws established

by the Board of Regents. In the handling of federal grants,

institutes, and other governmental programs, additional rules and

regulations applicable to such programs must be met. In many cases,

these require confidential, competitive bids. The responsibility for

administering the centralized purchasing functions is assigned

exclusively to the Business Office. Your cooperating with the

approved University purchasing procedures will help avoid

embarrassment with government agencies, vendors, auditors, etc. In

addition you may avoid incurring a personal financial responsibility.



1.2 All financial commitments and obligations for which the University is

legally liable must be created as a result of a purchase order issued

by the Business Office or a contract executed by the Business Office.



The head of each department or office, cooperating with the Purchasing

Agent Manager, is responsible for obtaining bids or costs and submitting

them with recommendations to the Business Office. All purchase requests,

receiving reports, bids, invoices, statements and other information

related to financial obligations must be presented to the Business

Office.



No full-time member of the faculty or staff shall negotiate sales,

compete for sales, or be a vendor for University business.



It is the responsibility of each department head to remain within the

appropriations for each account in his/her budget. For administrative

purposes, audit reports, and Board of Regents meetings, it is

necessary that each requisition indicate the use of the article or

materials or the purpose of the service being requested. Any

requisition submitted to the Business Office which does not give full

particulars as to the use or purpose may, of necessity, be returned to

the requesting department and will require additional time before an

order can be placed.



Each department is responsible for anticipating its needs and

combining orders wherever possible to maintain an optimum inventory of

materials and to minimize order processing costs.



The University does not pay the federal excise tax or state sales tax

on items purchased for educational use.



All department purchases including library books and periodical

purchases shall be completed before June 1, as all orders placed must

be delivered, invoices approved for payment, and payment made early in

June. Although the fiscal year does not end until June 30, it is not

possible to meet the statutory requirements, prepare all the

statements required by the auditors, and assemble the necessary data

for the following year's published budget unless the routine of

purchasing and paying bills, except emergency and day by day

operations, is completed early in June.



The use of claim vouchers is not permitted in making purchases except

when advance approval, in each instance, is obtained from the

Purchasing Agent Manager for payments not readily adapted to purchase

orders. In instances where this procedure is approved, the claim voucher

is to be signed by an authorized official of the firm, the vendor's

invoice is to be attached to the claim voucher, and these documents are

to be submitted to the Purchasing Agent within two business days after

the approval of the use of the claim voucher. The use of the article of

material or the purpose for which the service was purchased is to be

stated on the claim voucher.



The University maintains a University Restricted and Agency Fund. Any

commitment obligated by an individual or organization is the personal

obligation of the individual creating the commitment unless the

request is properly handled through the University Business Office in

accordance with University procedures and policies applicable to such

funds. The University is subject to the same legal requirements for

the management of the University Restricted Funds as are applicable to

its General Funds. If the unencumbered balance or cash balance

available for the account is inadequate for the payment of any request

submitted to the Business Office, the entire obligation becomes the

responsibility of the individual making the commitment. It is

recommended (required for Washburn Student Association, Washburn

Student Bar Association and Departmental Agency Accounts) that any

long term arrangements or requests involving a large sum of funds

should be processed through the Business Office, and any contract

signed by an organization's officers should also be approved by the

Business Office with a copy filed with the Business Office.



Purchases which will require expenditures for more than $25,000

$50,000 are to be presented to and approved by the Board of Regents at

their regular business meeting before an obligation is created in the

name of the University or organization. Items which require Board of

Regents approval must be submitted well in advance of the next scheduled

Regent's meeting in order to be placed on the agenda for that

meeting. Contact the Purchasing Agent Manager for agenda deadlines.



All Washburn Student Association and Washburn Student Bar Association

Agency Accounts and all Departmental Agency accounts are to follow the

purchasing procedure as set forth contained in this Chapter, Sections

1 through 3. Agency Payment Requisitions and Authorization forms

should be used only for reimbursements for cash purchases, payment of

utilities, and for other purchases only as authorized in advance by

the Purchasing Department. All other purchases should be made in

accordance with the standard purchasing procedure of processing a

Purchase Requisition in advance of making the purchase or commitment in

the name of the University or organization. For further information

relative to procedures for handling agency accounts, you are referred

refer to Chapter VII.



The mechanical procedures for handling purchases may be outlined as

follows:




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