General Questions
1. Who can sign agreements, contracts or quotations for departments?
After legal review, agreements, contracts or quotations can be signed by an individual of the University who has signing authority, typically a Vice President or authorized Purchasing personnel.
2. What is the procedure for printing?
Printing may be completed on campus by the Printing Center . If printing cannot be completed by the Printing Center , please see the policy for printing procedures at http://www.und.nodak.edu/dept/purchase/html/Policies%20&%20Procedures.html#printing.
3. What is the procedure for duplicating?
Duplicating must be completed on campus by Duplicating Services. If duplicating cannot be completed by Duplicating Services, please see the policy for printing procedures at http://www.und.nodak.edu/dept/purchase/html/Policies%20&%20Procedures.html#printing.
4. What is the procedure for purchasing office systems furniture?
Procedures for purchasing office systems furniture are stated at http://www.und.nodak.edu/dept/purchase/html/Policies%20&%20Procedures.html#Furniture.
5. Is freight part of the total purchase?
Yes, freight is included in the total cost of an item.
6. Who submits the purchase order to the vendor?
Departments are responsible for submitting purchase orders to vendors, either by telephone or fax.
7. What is the turn around time for "rush" purchase orders?
They are done daily, unless the buyer finds that the item(s) needs to be bid or quoted or unless there is a problem with funding or if the purchase order requires approval from another source.
8. What paperwork do I complete when my department receives a donation?
A Donation Receipt form needs to be completed and sent to the Purchasing Office. The original document and a copy will be returned to the department. The department is responsible for sending the original document to the Donor. The Purchasing Office will also send a copy to Asset Management. The Donation Receipt form is located on the Purchasing website under forms, http://www.und.nodak.edu/dept/purchase/docs/donationNew.doc .
Back Purchasing Card Questions
9. Can I change the funding source on my Purchasing card or do I need to order a new card?
Your funding source can be changed without ordering a new card. Please e-mail Janelle McGarry (janellemcgarry@mail.und.nodak.edu ) to have your funding source updated.
10. What charges are not allowed on the Purchasing card?
A list of unallowable charges are available under "Guidelines for Purchasing Card Use:"
http://www.und.nodak.edu/dept/purchase/html/purchasingcard.html#Guidelines
%20for%20Purchasing%20Card.
Back Bids/Quotes Questions
11. Can I place two separate orders so bids/quotes will not be required?
Purchases cannot be artificially divided to fall under $5,000. If a purchase total is over $5,000 (including freight), it needs to be sent out for quotes or bids by the Purchasing office. Even though the separate items may be under the $5,000 limit, the combined total dollar amount will be greater than the $5,000 limit.
12. When does an item need to be bid/quoted out?
A single item purchase over $5000 or a purchase totaling over $5000 that does not meet sole source criteria, needs to be sent out for competitive pricing by the Purchasing Office. Please see http://www.und.nodak.edu/dept/purchase/html/Policies%20&%20Procedures.html#bids for procedures.
13. How should departments send Purchasing information for bids or quotes?
Please send the information via e-mail to the buyer. Please see the commodity list for the buyers at http://www.und.nodak.edu/dept/purchase/html/Commodity%20List.html .
14. Does the department have to take the lowest priced bid or quote?
Yes. The bid or quote needs to be awarded to the lowest bid/quote that meets specifications. If the lowest bid/quote is not selected, the department is required to submit a memo justifying why the lowest bid/quote is not acceptable along with the purchasing requisition.
Back Logo Questions
15. How do I purchase a trademarked item?
1. Fill out a Trademarks Use Request Form. It can be found here: http://www.und.nodak.edu/dept/purchase/html/forms.html .
2. Once your form is approved and returned to you, fill out your purchase requisition. It is available at the same web address as above and is titled "Purchase Requisition for Logo."
3. A PO will be created as soon as your vendor submits artwork for approval. Use your PO to place your order.
4. If you have any questions along the way, contact Sara at 7-2132.
16. Where do I find my design number?
Your vendor will be able to provide this to you once they upload the artwork for approval. You can submit your purchase requisition without it.
17. Where do I find the logos/trademarks?
These are housed on the University Relations webpage. The logo standard guide is available by clicking on "Licensing Resource Group Guidelines." This also includes are protected verbiage. (http://www.und.edu/dept/our/html/logos.html#2)
18. Does my departmental logo need to be approved?
Generally, yes. Please submit purchases bearing your departmental logo in the same way you would for an item bearing university logos/trademarks.
19. Does printing need to go through logo approval?
No. All printed items must comply with the style and standards guide available on University Relations' webpage. However, all printing jobs done off campus need to be routed through the Purchasing office for competitive pricing.
20. How do I check if my vendor is licensed?
Visit www.lrgusa.com . Click on "Resources" and then on "Licensed Vendors." On this page you can type in " North Dakota ," click "search" and when the page loads, click on "View" next to " North Dakota , University of" to see the list of licensed vendors for UND. You may need to allow pop-ups on the site in order for this window to open. Once the window opens, search by product to find licensed vendors who produce what you're looking for or by vendor name if you already have a one in mind. Simply type your search item in the "Find" box (at the top) and hit "Enter." Continue hitting "Enter" until you find what you're looking for.
21. My vendor isn't licensed. Now what?
If you are set on using a specific vendor and they are not yet licensed, they may be willing to become licensed in order to continue doing business with us. Please contact Sara Satter (777-2132)
to discuss this possibility or to find another vendor.
22. What's the turnaround time on trademarked item orders?
Trademarks Use Request Forms are returned immediately if approved. However, if your vendor is unlicensed, there will be substantial delay. Artwork approval takes only as long as your vendor requires to design and upload your artwork. Purchase requisition turnaround time is the same as for purchases of non-trademarked items.
Back Software Question
23. What is the procedure for purchasing software/licenses?
Contact Telecommunications to see if you can purchase the software/licenses through them. If that is not possible, the software/license must be purchased on a purchase requisition. Submit a purchase requisition along with any terms and conditions/licensing agreements. The terms and conditions/licensing agreements will be sent to General Counsel for review before a purchase order is issued.
Contract Questions
24. When should a department use the consultant agreement?
When a department employs a consultant, this form needs to be completed by the department, before the consultant begins working. See the first of the frequently asked questions for proper UND signing authority.
25. When should a department use the guest speaker contract?
When a department employs a guest speaker, this form needs to be completed by the department, before the guest speaker begins the speaking engagement. See the first of the frequently asked questions for proper UND signing authority.
26. When should a department use the personal service contract?
When a department is having a service performed and the vendor cannot supply a contract.
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