New Managers Orientation

View the PowerPoint presentation or read below.

Mission Statement

The Purchasing Department is committed supporting the mission of the University of Connecticut Health Center which is “helping people achieve and maintain healthy lives and restoring wellness/health to maximum attainable levels” through research, education and clinical care.

The acquisition of materials, equipment, and contractual services shall be predicated on the accomplishment of the mission; utilizing best purchasing practices, conducted to the highest standards of professional ethics and integrity in accordance with state and federal laws and regulations.

Authority

The University of Connecticut Health Center receives purchasing authority from Volume 3, Title 10a, Chapter 185b, Section 10a-151b of the General Statutes of Connecticut which states in part “…a chief executive officer may purchase equipment, supplies and contractual services, execute person service agreements...” The Chief Executive Officer of the University of Connecticut Health Center has delegated the purchasing authority to the Director of Purchasing at UConn Health Center.

Scope

Provide procurement and supply chain management services in the acquisition of all supplies, equipment, and contractual services for University of Connecticut Health Center departments and to the University of Connecticut Health Center Finance Corporation.

Vendors/Suppliers

The Purchasing Department is exclusively responsible for vendor contracting, creation, selection, and use.

Strategic Prime Vendor Relationships

• Owens & Minor: Medical and Surgical Supplies
• Fisher Scientific: Laboratory Supplies and Apparatus
• Henry Schein: Dental Supplies
• Suburban Stationers: Office Supplies (Certified Small Business)
• Gateway Computers: PCs

A computer peripherals strategic relationship is currently under development with IT through WSCA Consortium.

Requisitioning Supplies, Equipment, Services

The Purchasing Department must be in receipt of a fully approved purchase requisition prior to initiating a procurement action for supplies, equipment, or contractual services.

Bidding

• Up to $10,000 competitive bidding or negotiation may take place at the discretion of the Buyer or management.
• $10,000 to 49,999: informal bidding is statutorily required. No Public advertisement or web posting is required.
• $50,000 and over: Formal bidding is required. Place public bid ads in two state newspapers and post to UConn Health Center On-line Bid Submission Website and the DAS Bid Portal. The average time of the posting is three weeks.

Contracting

There are three main types of contracts:

• Purchase Order: The P.O. is the standard contract. It may be include by reference, the bidder’s proposal, a negotiated contract, or any contractual document that has been reduced to writing.
• Formal Letter Contract: This contract is used when issuing a multiple year (term) contract which will be reference when issuing individual P.O.s against it.
• Personal Services Agreement: This agreement is used when contracting for services being provided by a individual (i.e., consultant).
  • New rules may take effect April 1, 2007 based Contract Review Board recommendations. UConn Health Center Purchasing Department to establish formal procedure and policy.

New Initiatives

• Update Policies and Procedures.
• New Contract Administration Division.
• IT Procurement Contract Specialist Position: Currently posted.
• Electronic Business: e-Portal and UConn Health Center On-Line Bid System.
• New Research Procurement Outreach and Updates.
• Computer Peripherals Strategic Relationship under development. Completion target: April 1, 2007.
• PSA and P.O.s contracting policies and procedures to be establisher. April 2007.

Buyer Directory

• Rob Murphy, Director: 860-679-2812
• Matt Larson, Assistant Director: 860-679-1775
• Vacant, Clinical Buyer: 860-679-3927
• June Ellis, Laboratory Buyer: 860-679-2217
• Jennifer Kelley, Facilities Buyer: 860-679-1988
• John Russell III, Information Technology: 860-679-7395
• Main Telephone Number: 860-679-2408
• Main Facsimile Number: 860-679-2508

Summary

Invest the time necessary to learn financial processes

• The budget process.
• The purchasing and materials management process including receiving.
• The accounts payable process.
• The human resource process.

Knowledge Prevents Frustration

Today’s Purchasing Topics

• CO-17s.
• Credit card transactions.
• Gift card program.
• Target card.

CO-17’s

CO-17 is a function of Accounts Payable and can be found at:
http://fiscalservices.uchc.edu/travel/forms/CO17A.pdf. 

Applications:

• Departments requesting payments for subscriptions to magazines, journals, books, newspapers, license renewals, fees, etc., or for memberships and dues under $10,000, must complete a Health Center invoice (Vendor Payment Voucher - Form CO-17).
  - If over $10,000, the department must obtain a valid P.O., sign-off on the invoice and submit to Accounts Payable.
• Advertisement charges, $2,000 and over, requires a Purchase Order and will be processed through the Purchasing Department.

Credit Card Orders

Credit card orders will be processed by Purchasing staff in extenuating circumstances:

• Rush orders.
• Internet only orders.
• Vendor unable to accept P.O.s.

Note:

• Cannot be used for: Equipment, E-bay, and bartering sites.
• Transactions with personal credit cards may not necessarily be reimbursable through Finance/Accounts Payable.
• FRS/UConn Health Center guidelines still need to be followed when placing a credit card order:
  • Requisition needs to be entered and approved in FRS.
• Chargeback is allocated to the department through Finance as opposed to a P.O. encumbrance.

Gift Cards

Gift cards can be purchased on a P.O.

• Department enters a requisition for total amount
  (cost of gift cards plus shipping plus processing fee).
• Department fills out order form (reference requisition number).
• Department emails order form to Purchasing:
  • John Russell: jjrussell@uchc.edu
  • Sandy DeJesus: sdejesus@uchc.edu
  • Matthew Larson: mlarson@uchc.edu
• Purchasing issues P.O. and sends with order form to SVM (department will be copied).
• Product is shipped directly to the department via P.O. number and mail code.
• Department reviews order, signs off on invoice and forwards to Accounts Payable for payment.

Download PDF order form.

Download Excel order form.

Target Business Card

Departments are able to purchase items at the local Target (by the West Farms Mall) provided that:

• Cardholder is approved by the department and issued a card through Purchasing (note: limited quantity).

Process:

• Department enters requisition in FRS.
• Purchasing issues P.O.
• Cardholder signs out Target card and picks up two copies of P.O. in Purchasing Department.
• Items are purchased at Target.
  • Cardholder must be present at check-out.
  • Target verifies identity with driver’s license.
• Target card is returned to Purchasing on the same day by 4 p.m.
• Receipt and one P.O. are submitted to Accounts Payable on the same day by 4 p.m.