The objective and responsibility of Contracts & Procurement is to provide the required supplies and services to all departments on a timely, cost-efficient basis. Procedures were established to accomplish this objective and yet comply with the policies and practices as stated in the State Administrative Manual (SAM), the Education Code (Title V), the State University Administrative Manual (SUAM), and other State, University, and campus policies. These policies apply to all funds accounted for by Financial Services, regardless of source. Contracts & Procurement is the only authority that may conclude negotiations affecting procurement transactions. A faculty or staff member who purchase supplies or services before obtaining the approval of Contracts & Procurement assumes the possibility of personal liability for payment.
It is the policy of Humboldt State University (HSU), Department of Contracts, Procurement and Risk Management to follow the policies and procedures it has developed when processing Purchase Orders, Service Orders and Service Contracts, and other Department responsibilities.
These policies and procedures adhere to and reflect the University's incorporation of the policies and procedures of the California State University (CSU) included in their Policy Manual for Contracting & Procurement. If HSU has not developed a specific policy or procedure, the transaction is to be made in accordance with the CSU policy or procedure as outlined in their manual.
It is the responsibility of the Department of Contracts, Procurement and Risk Management staff to understand and implement both HSU's and the CSU's policies and procedures when processing Purchase Orders, Service Order and Service Contracts, and other Department Responsibilities.
The State of California and the CSU mandates the University to track and report on certain commodities and services. Equipment over $500 requires tagging by our Property Department; Small Business and Disabled Veteran Business Enterprise reports require the break out of expenses for Computer/IT equipment, software, maintenance, and related products from all other purchases; and reporting on products that contain one of the recycled materials noted below to meet specific goals is mandatory.
The Category Code is the only way the University has of tracking these items, and your diligence when assigning a code is imperative.
Most of the time you will use one of the Miscellaneous codes. Your credit card account has been set up with the Miscellaneous Products code – 57800. All transactions will default to this code unless you change it. You must use one of the other codes listed below to identify computer equipment; IT related equipment and supplies; computer/IT related services/maintenance and repairs; or items that contain recycled materials.
Using the correct Category Code in conjunction with the correct Account Code will ensure the University meets the requirements set by the State of California and the CSU. If you have a question about which code to use, please contact this office at extension 3512.
|20400||Equipment between $500-$4999|
|20600||Equipment over $4999|
|20700||Equipment or Software under $500|
|20800||Software between $500-$4999|
|20900||Software over $4999|
|72500||Equipment under $500, and all other IT/Radio/Phone Equipment/Supplies|
|93600||IT Related Service/Maintenance/Repair|
|64599||Paper Office /Printing|
Motor, transmission fluids, power steering, crankcase, transformer dieletric fluids, gear, hydraulic, industrial fluids, base stock for tractors, vehicles, cars, trucks, and buses.
Toner cartridges, blank diskettes and CDs, carpet, office products, plastic lumber, waste baskets, benches, tables, fencing, clothing, packaging, signs, posts, and binders.
Heavy printer cleaner, auto degreaser, parts cleaner.
Passenger, truck, bus, and equipment tires. Indicate whether recapped or retreaded in product description.
Flooring, wheelchair ramps, playground cover, parking bumpers, truck-bed liners, pads, walkways, tree ties, road surfacing, wheel chocks, rollers, traffic control products, mud flaps and posts.
Landscaping materials, erosion control, weed control, decomposed organic yard, or food materials.
Steel is always recycled in the U.S.
All tangible and intangible assets valued at $5,000 or more are required to bear a University Property Tag. The University Property Tag has the item identification number used for asset tracking on a computerized property management system. All state property with a value from $500 to $4,999.99 will also be identified, tagged and tracked.
The Property Office will conduct an annual physical inventory to verify each item on the Property Asset Inventory List and to make necessary database corrections. After an inventory is completed, a list of assets not found will be sent to the appropriate department to locate and advise the Property Office of its location.
Contact the Property Office when moving equipment permanently to a new location within the department, transferring equipment to another department, or a trade-in occurs for new equipment. A Property Survey Request must be submitted before the department releases equipment to the Property Office for transfer to another agency, public sale, or disposal. Departments must submit a Property Survey Request and a Report of Missing Equipment for any missing or stolen equipment as soon as it is noticed.
Departments are responsible for all equipment on their equipment list, and must institute proper check-in/out procedures. Professors and students should be informed that reimbursement will be required for equipment that is lost while in their possession.
Information on account codes can be found on the Accounting Website.
The State of California, Department of General Services has a great website designed to help those who purchase find qualified Small and Disabled Veteran businesses. Information on how to become a certified vendor is also available at the Office of Small Business and DVBE Services. Help support SBs and DVBEs!
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