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Procedures Manual

  • Chapter 1: Procure-to-Pay
    • 1.1: Accessing RU Marketplace
    • 1.2: RU Marketplace Training
    • 1.3: Accessing Oracle Expense
    • 1.4: Oracle Expense Training
  • Chapter 2: Supplier Management
    • 2.1 New Supplier Set Up
    • 2.2 Supplier Record Maintenance
    • 2.3 Supplier Ethics
    • 2.4 Debarred Supplier List
    • 2.5 Federal Contracting and SBSP
    • 2.6 Sustainability
    • 2.7 Supplier Management Post Contract Award
  • Chapter 3: Sourcing
    • 3.1 Sourcing Order of Preference
    • 3.2 Regulatory Obligation
    • 3.3 Reporting Requirements
    • 3.4 Sourcing Methods (Supplier Selection)
    • 3.5 Formal Bid Process
    • 3.6 Waiver of Bid Process
    • 3.7 Additional Required Documents
    • 3.8 Other Approvals/Notification Needed
    • 3.9 Federally Funded Sourcing
    • 3.10 Sustainability
  • Chapter 4: Contract Management
    • 4.1 What is a Procurement Contract?
    • 4.2 When is a Procurement Contract Needed?
    • 4.3 Contract Types
    • 4.4 Contract Creation
    • 4.5 Contract Review, Negotiation and Execution
    • 4.6 Contract Management/Tracking of Deliverables
    • 4.7 Contract Amendments
    • 4.8 End of Contract Options
  • Chapter 5: Ordering Goods and Services
    • 5.1 Determining the Best Method for Placing an Order for Goods or Services
    • 5.2 Required Forms to Be Submitted with Each Order Request
    • 5.3 Change Orders
    • 5.4 Blanket Purchase Orders and Multi-Year Purchase Orders
    • 5.5 Purchasing Cards (PCards)
  • Chapter 6: Shipping and Receiving
    • 6.1 Shipping
    • 6.2 Receiving Goods and Services
    • 6.3 Mail Services
  • Chapter 7: Invoicing
    • 7.1 Invoice Intake
    • 7.2 Invoice Review and Validation
    • 7.3 Invoice Processing
    • 7.4 Invoices with Special Considerations
    • 7.5 Approved and Completed Invoices
  • Chapter 8: Payments
    • 8.1 Methods of Payment
    • 8.2 Non-Purchase Order (PO) Upload Requests
    • 8.3 Change in Standard Payment Terms
    • 8.4 Miscellaneous Transactions
    • 8.5 Utilities
    • 8.6 Direct to Oracle
    • 8.7 Taxes
  • Chapter 9: Records Maintenance
    • 9.1 Record Retention
    • 9.2 Open Public Records Act
    • 9.3 Audits
    • 9.4 Special Reports
  • Chapter 10: Ethical Conduct
    • 10.1 Confidentiality
    • 10.2 Conflicts of Interest
    • 10.3 Prohibition of Gifts from Suppliers
    • 10.4 Unauthorized Purchases
    • 10.5 Debarred Supplier List
  • Chapter 11: Travel and Expense Management
    • 11.1 Expense Reimbursement Allowance
    • 11.2 Travel Expectations
    • 11.3 International Travel Procedures
    • 11.4 Guidelines by Expense Type – Transportation
    • 11.5 Guidelines by Expense Type - Lodging/Accommodations
    • 11.6 Guidelines by Expense Type - Meal Expenses
    • 11.7 Guidelines for Expense Type – Other Travel-Related Expenses
    • 11.8 Concur Expense Management and Submission
  • Definitions
  • Reference Materials

3.2 Regulatory Obligation

There are certain regulatory obligations that may be needed and should be considered prior to engaging with a supplier. Collaborating with UPS for sourcing and supplier engagements will help ensure compliance with these and other obligations.

The following are examples of these types of assessments.

• Sanctions lists check (all healthcare related expenses) - University Ethics and Compliance (UEC) services provider

• Independent Contractor or Employee Determination (ICED)

• Third Party Vendor Risk Assessment

• BAA (Business Associate Agreement)

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