Governance Transition & Purchasing and Contracting
Overview of UO Purchasing & Contracting After July 1, 2014
Presented by:Catherine Susman
UO Purchasing & Contracting Policy
• Currently still based on Oregon University System Oregon Administrative Rules (“OAR(s)”)
• OUS OARs are still in full force and effect even though the Governance Transition occurred July 1st
• Approved Forms Use Required – All Forms were updated as part of the
Governance Transition – please go to PCS’ Website
Oregon Administrative Rules
• Chapter 580 – 061-0000• OUS Code of Ethics
– Annual Statement – still required– References to OUS are considered to be
references to UO. (see Section 170(8) of SB270)
OUS Code of Ethics
https://casitweb.uoregon.edu/pcsforms/code-of-ethics
Procurement Thresholds
• Direct Procurement ≤ $25,000
• Informal Procurement $25,000.01 to $150,000
• Formal Procurement $150,000.01 +
• Alternative Procurement
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AuthoritiesAuthority to Commit Department Funds
(to allow use of budget funds)
vs.
Contracting Authority(enter into a written or oral contract)
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Authority to internally allow use of department funds
(i.e. who allows the purchase within your department – not who actually
makes the purchase.)
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Authority to Commit Departmental Funds
Authorities Designation to Commit Funds
Budget Authority
Department Staff
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Authority to enter into an oral or written contract on
behalf of UO
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Contracting Authority
AuthoritiesUO Contract Officers
– UO Contracting Authority Delegated to Contract Officers
by UO’s VP of Finance and Administration
– August 30, 2012 Memorandum regarding Delegation of Signature Authority (still effective)https://pcs.uoregon.edu/content/commitment-funds-and-delegated-signature-authority
Chain of Delegation
University Board
AuthoritiesLevel 1 and Level 2 Contracting Authority
– Delegated by PCS Director• Level 1 Contracting Authority (L1CA)
– Less than or equal to $5,000
– Purchase Order, Direct Billing Invoice
– Must use Approved PO Form
• Level 2 Contracting Authority (L2CA)
– Less than or equal to $25,000
– Approved level 2 contract forms
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Delegated Department Personnel
Delegated Department Personnel
Delegated Department Personnel
UO Department Approval Authorization
Obtain by completing
the Department Approval Authorization Form
Available online at: https://casitweb.uoregon.edu/pcsforms/
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Contracting with Individuals• All individuals must be Independent
Contractors.
- No UO direction and control
- Rarely UO employees (requires PCS review and approval)
- External review when services are provided in foreign countries
- Must complete Independent Contractor Certification
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• Policy• Practitioners Guide• Training• Templates• Written Procedures and Instructions• Website• Direct assistance from PCS Staff via phone, email and
in-person meetings; and • Central Emails:
– [email protected] – [email protected]– [email protected] – [email protected]
Tools & Support
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Questions
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