MARYWOOD UNIVERSITY

PURCHASING & ACCOUNTS PAYABLE

HANDBOOK

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Table of Contents: PageNumber

• Introduction………………………………………………………………… 3

• General Purchasing Policies…………………………………………………- Unauthorized or Restricted Purchases

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• Purchasing Procedures……………………………………………………… -The Purchase Requisition -The Purchase Order -Requisition for Emergency Supplies and Services -Confirming Orders -Purchases Requiring Prepayment

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• Other Purchase Transactions That Do Not Require a Purchase Order……... 12

• Policy and Procedures—Using the Purchasing VISA Credit Card…………. 13

• Travel & Business Expense Policy…………………………………………. 15

• Entertainment Policy………………………………………………………... 18

• Independent Contractors …………………………………………………… 19

• Copiers……………………………………………………………………… 22

• Printing Services……………………………………………………………. 25

• Mailing Services…………………………………………………………….. 29

• Post Office Services………………………………………………………… 31

• Appendixes: Appendix A Purchasing/Accounts Payable Forms ….…………………… 32 Appendix B Descriptions of and Policies Relating to Line Items………... 46 Appendix C Fiscal Procedures for Agency Accounts…………………….. 62 Appendix D Receiving and Ordering Advice for OfficeMax Solutions….. 77 Appendix E Instructions—Preferred Travel Agency Usage……………… 80 Appendix F Instructions—Preferred Local Hotel Usage………………… 84

Appendix G Instructions—DHL Express Usage………………………….. 90 Appendix H General Purchasing Considerations…………………………. -Purchasing Documentation & Bidding -Sole Source Purchases

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Appendix I Code of Ethics and Code of Conduct ……………………….. 98 Appendix J OMB Circular A-110………………………………………... 101

Appendix K Governmental Regulations…………………………………... 102

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INTRODUCTION

What can the Purchasing/Accounts Payable Office do for you?

Hello. We are the Purchasing/Accounts Payable Office, also referred to as the Fiscal ServicesDepartment. We are located in the Liberal Arts Center, Room 70. This handbook details thepolicies and procedures of both offices. All employees and agents of the University whoparticipate in the purchasing process at Marywood University are to follow these policies andprocedures. The following pages will give you information on what we do and how we can assistyou in the Purchasing and Accounts Payable process.

Functions of Purchasing (summary)

Oversee all purchasing functions campus wide

Serve as a liaison between the university and its vendors to obtain the best price andservice available and resolve any vendor problems

Review all purchase requisitions for compliance, accuracy and appropriate approval

Collect and compare receiving documents from departments with invoices from vendorsand review for appropriate supporting documentation and proper sales tax treatment andensure that all applicable discounts have been taken before invoices are processed forpayment by the Accounts Payable Office.

Review and update as necessary purchasing policies and procedures and any forms ordocuments used to enact the purchasing function

Assist and train university department personnel in purchasing procedures as necessary

The Purchasing Office exists to serve all University departments in the procurement of allmaterial, supplies, equipment, and contracted services necessary to support the operations of eachdepartment and the mission of the University. Our goal is to obtain these goods and services aseconomically as possible within accepted standards of quality and service with delivery at suchplaces and times as are required by the departments in the best interests of the University and incompliance with all applicable governmental regulations and laws.

Can I make a purchase without first contacting the Purchasing Office or without aPurchase Order?

NO! Although department heads and other personnel may have considerable contact withvendors to obtain price quotations and obtain product and service information, such personnelmay not place orders with vendors. Only the Purchasing Office has the final authority to conductand conclude negotiations with vendors concerning prices and conditions of sale, including finalvendor selection, and only the Purchasing Office may place the actual order by way of an officialpurchase order form.

Purchase orders will be mailed unless the Purchasing Office is instructed otherwise. In the eventthat a department would like an order faxed or phoned in, that is the responsibility of thedepartment. The department will be contacted when the purchase order has been issued and canpick it up, then phone or fax.

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Contact Fiscal Services for guidance before proceeding with any purchases. Do not presume thatyour actions will be approved after the fact. Exceptions will be worked out between FiscalServices, Purchasing, and the user department as circumstances and good business practiceswarrant.

Please remember that the Purchasing function at Marywood is a cooperative undertaking betweenthe Purchasing Office, the vendor and the user department. In most cases, department headssuggest a vendor when a purchase requisition is submitted to the Purchasing Office. It ispresumed that the suggested vendor is selected by a department head after he/she has contactedseveral vendors and has reviewed the established purchasing criteria, namely, price, quality,service, shipping costs, availability, the lease/buy option if applicable, necessity, and otherconsiderations that may be appropriate (see Appendix H—General Purchasing Considerations fordetailed information regarding these matters). In some cases written documentation of bids, pricecomparisons, number and names of vendors contacted, etc. may be required with a purchaserequisition, though in most cases this documentation can remain in departmental files.

The Accounts Payable Office is responsible for the payment of all goods and services oncampus. Contact Accounts Payable with questions and concerns about vendor payments, traveland expense claims, and independent contractor payments.

How often are Accounts Payable checks issued?

The Accounts Payable Department issues checks three times a week—Monday, Wednesday, andThursday. Checks are issued at approximately 12:30pm and are available for pick-up at theCashiers’ Window after 2:00pm. These times are approximate and can be changed or alteredunder certain circumstances. Ordinarily, it can take up to a week for a check to be issued. If acheck is needed as soon as possible, the requisition must be hand delivered to the AccountsPayable Assistant with a verbal request for the check to be issued ASAP. At that time therequester will be informed of when the check can be issued. Just marking “rush” or “needed by adate” is not sufficient for rush processing.

Below is a list of items that the Purchasing/Accounts Payable Office can help you complete.Listed next to the task is the page number(s) where you will find instructions and advice onhow to complete this item.

The Purchasing/Accounts Payable Office can assist you with these and other issues:

Completing a purchase requisition, pages 9, 33

Ordering office supplies, pages 8, 77

Making travel arrangements, pages 16, 80

Finding a vendor for a product, page 94

Making reservations and arrangements for a speaker or visiting lecturer, page 21

Purchasing goods from on campus providers, such as the Bookstore, Printing Services,and the Post Office, pages 12, 36, 43, 71, 76

On-line ordering, page 13

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Making a purchase at a local retail outlet such as Wal-Mart, Best Buy, or Circuit City,page 13

DHL, FedEx pick-up arrangements, page 90

Bus or vehicle rentals, pages 7, 15

Expediting order deliveries and resolving problems with vendors, page 9

Obtaining reimbursement for travel expense, pages 15, 37

Deciding which is the appropriate Fiscal Services form to use, page 32

Deciding what is the correct object point class number to use, page 46

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GENERAL PURCHASING POLICIES

ALL PURCHASES OF SUPPLIES, EQUIPMENT, AND CONTRACT SERVICESTHAT ARE TO BE CHARGED TO UNIVERSITY DEPARTMENTS OR FUNDSCONTROLLED BY THE UNIVERSITY MUST BE MADE THROUGH THEPURCHASING OFFICE. LIMITED EXCEPTIONS TO THIS POLICY ARE NOTEDBELOW.

For definition purposes, purchases, purchase transactions and procurement transactionsinclude the award and administration of contracts, agreements and subcontracts for the purchase,lease or otherwise acquiring of goods and services. The ordinary award or purchase document isthe official Marywood University Purchase Order, but other contract forms approved by the VicePresident for Business Affairs may also be used when necessary.

The policies and procedures that follow apply to all such transactions supported by allfunds controlled by the University including federal, state, and other grant and contract funds.They incorporate long-standing procedures and practices of the University and also specialrequirements and regulations mandated by various agencies from which the University securesfunds for special programs.

Unauthorized or Restricted Purchases

THE UNIVERSITY CANNOT BE OBLIGATED EXCEPT BY PERSONSAUTHORIZED TO DO SO. The Board of Trustees and the President has delegated thisauthority to the Vice President for Business Affairs for all purchasing/procurement transactionsfrom funds controlled by the University.

The Vice President for Business Affairs has further delegated this authority for purchasesto the Purchasing Office. Certain designated areas of the University by virtue of their specialneeds and the roles they fill at the University are authorized to issue purchase orders and/orinitiate purchase transactions independent of the Purchasing Office according to specialprocedures established for those areas. These areas are the Bookstore, and certain categories ofpurchases by the Library, MIS, Network Services, Physical Plant, and Printing Services. Noother departments may assume this privilege. No one else has the authority to enter into aprocurement transaction that binds or incurs a financial obligation for the University unless sodesignated by the President or the Vice President for Business Affairs. Purchases made byindividuals to whom this authority has not been specifically delegated are considered"unauthorized purchases" and are considered personal obligations of the person making thepurchase.

An unauthorized purchase transaction or order is one that is made without the properauthorization of the Purchasing Office, or one of the areas noted in the preceding paragraph, andis intended to be charged to University funds. An unauthorized purchase may be evidenced by apurchase requisition that is sent in for approval to the Purchasing Office after the goods arealready purchased or ordered, or it may be evidenced only by an invoice from the vendor or by acheck requisition for payment of charges. Any individual who makes an unauthorizedpurchase has incurred a personal obligation and is personally responsible for the paymentof the charges incurred.

The following is a list of items which cannot be purchased with University funds or whichhave restrictions attached to their purchase. This list should not be considered all inclusive, andgood judgment should dictate prudent use of University funds.

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Gifts, cards, flowers, plaques or monetary awards to individuals. Gifts and remembrances tohonor employees or external friends of the University are charged to budgets administered by thePresident of the University and the Assistant Vice President for Human Resources. In specialcircumstances, a gifts line item is approved for a departmental budget. Exceptions to this policymust be approved by one’s immediate supervisor. This is a Policy Statement that appears inthe Marywood University Policies and Procedures Manual—titled Gift Giving andRemembrances.

Seasonal decorations such as for Christmas, for use in departmental offices, may not be chargedto department budgets. Such decorations are purchased by the Housekeeping Department only.

Personal use items such as brief cases, desk pen sets, PDAs, coffee pots, and food items such ascandy or snacks for the department, may not be purchased from departmental budgets. Also,University personnel with purchasing authority may not purchase items for individuals for theirpersonal use or negotiate special discounts for University employees.

Subscriptions. Only professional subscriptions related to a particular function of a departmentcan be charged to University budgets. Subscriptions must be in the name of MarywoodUniversity, C/O the department. Personal subscriptions to magazines, newspapers, etc. are notallowed. Departments are to avoid duplicate subscriptions of the same publication.

Memberships. The only memberships subsidized by the University should be registered in theUniversity’s name, c/o the individual involved. The cost of individual memberships inprofessional organizations is the responsibility of the individual. However, professionalmemberships related to their work at the University are paid for the Sisters of the IHM with fundsprovided by the congregation. These funds are not to be included in a department budget.

Computing Equipment/Software. The Director of MIS must approve all computer technologypurchases. Academic departments that wish to purchase inkjet printers, digital, video and stillcameras, or video editing equipment and other audio and video components, should contact theAssistant to the Vice President for Academic Affairs-for Technology, for suggestions and/orapproval. If there are any questions regarding these types of purchases, please confer with thePurchasing Office before any orders are placed.

Equipment having an impact on utility services or that requires physical plant alterations must beapproved by the Physical Plant Department.

Chemical Purchases. Special approval is required for all purchases of chemicals. Federal andState environmental regulations provide guidelines for the handling and storage of chemicals oncampus. The University is required to follow these guidelines that are for the safety of everyoneon campus. Therefore, one of the Environmental Safety Administrators must approve allpurchases of chemicals. Many of the chemicals used on campus have already been approved andthe names of these chemicals are maintained on a master list that can be accessed on theMarywood website, and therefore do not require a specific approval for every purchase. If adepartment wishes to order a chemical not on the list, then specific approval from one of theEnvironmental Safety Administrators is required before the Purchasing Office can issue apurchase order. Unapproved purchases/orders will not be honored and will be returned to thesender.

Purchases for Clubs, Student Organizations & Agency Accounts. There are separate policyguidelines regarding these purchases. They are listed under Appendix C.

Bus rentals to transport students must be processed through the Purchasing Office for allUniversity Departments. Whenever a bus is rented for transportation of students or employees of

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the University, the bus rental company must provide the driver. A current Certificate of LiabilityInsurance must also be provided to the University.

Other vehicle rentals to transport students. The rental of vehicles other than a bus, to transportstudents, must be made through Enterprise Car Rental-the approved vendor on Campus.STUDENTS CANNOT RENT vehicles to transport other students or employees. An employeeover the age of 25 with a valid Pennsylvania Drivers License must be the designated driver andrenter. Arrangements must be made through the Purchasing Office via a purchase requisition.The employee should call Enterprise to reserve the vehicle. Due to safety concerns the rental of10 to 15 passenger vans is prohibited. Because the charges will be the responsibility of theUniversity, and the person driving the vehicle is a University employee, no additional insurance isnecessary; they are covered under the existing University insurance policy. Failure to complywith this policy places the respective individual fully responsible should an accident or damage toa rental vehicle occur. When renting a vehicle from Enterprise, regular purchasing proceduresdetailed in this Handbook should apply. For information regarding renting a vehicle for businesstravel by an employee, please see the Travel Policy and Procedures section in this Handbook .

Brochures & Advertising. The Director of Communications must approve purchase requisitionsfor brochures and advertising before being submitted to the Purchasing Office. Any purchaserequisition not so approved will not be honored. Advertising for instructional departments mustbe processed through the respective department’s Dean’s budget. Employment advertising mustbe coordinated through the Human Resources Department.

All contracts including leases and service agreements must be processed through thePurchasing Office accompanied by a purchase requisition. Department heads may not signservice contracts, leases, or rental agreements, unless permission to do so has been approvedthrough the Fiscal Services Department or the Office of the Vice President for Business Affairs.Agreements and contracts whose financial terms will be binding on the University must bereferred to the Vice President for Business Affairs before acceptance and execution. Suchagreements, contracts, and other official documents are to be forwarded to the Business AffairsOffice for review before being submitted to the Purchasing Office with a purchase requisition.

Office Supplies. All departments must use OfficeMax Solutions to purchase their officesupplies. All orders must be placed on-line. Purchase requisitions or requests for reimbursementof office supply purchases, using a vendor other than OfficeMax, will not be honored withoutprior approval from the Fiscal Services Department. Please note the only exception that applies isif office supplies are purchased from the Marywood University Bookstore. For more informationregarding the purchasing of office supplies please refer to Appendix D titled OfficeMaxSolutions—Ordering & Receiving Instructions.

Dining Services. Food served in any Marywood University facility is to be provided under thedirection of the University’s Dining Service—Chartwells. This would include luncheon anddinner meetings for lecturers, consultants, auditors, departmental guests, and departmentalmeetings that take place on campus. Exceptions to this policy must be approved by a Vice-President.

Allowable/Unallowable Grant Purchases. Caution must be exercised for all purchases fromgrant accounts. Grant directors are responsible for observing restrictions or regulationsconcerning purchases from grant accounts. Ordinarily, the restrictions are included in the grantagreement or in regulations referenced in grant agreements. The general rule is that charges togrant accounts should be allowable, allocable and reasonable. Most federal grants and contractsmay refer to the cost principles included in Office of Management and Budget A-21 (OMB A-21), which give guidance on allowable and unallowable costs.

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PURCHASING PROCEDURES

The Purchase Requisition

The proper procedure to purchase or obtain any supplies, equipment, or services nototherwise delegated, is to submit a standard Purchase Requisition Form to the Purchasing Office.Upon completion, the purchase order number is written in the box located in the upper right handcorner of the requisition. For quick and efficient processing the requisition must be filled outproperly including pertinent information such as the suggested vendor—including an address, zipcode, and phone number; where the goods are to be delivered—including department, building,and room number; along with the date by which the items are needed. Also included should be acomplete and accurate description of the item(s)—including product or catalog numbers andquantity, the correct unit price, extended amount, and the budget number, along with the properobject point classification number. Make sure the person authorized to sign off on theappointed budget signs the requisition.

If any of these items are missing or incomplete the Purchasing Office does retain the rightto return the requisition to the requesting department to be filled out properly. This will delay theprocessing of your purchase order and therefore it is advisable to review the form before sendingit to the Purchasing Office for completeness and accuracy.

Please refer to Appendix A for complete instructions on how to fill out the PurchaseRequisition. A sample copy of the form is also supplied.

The Purchase Order

1. Upon receipt of a completed purchase requisition, the Purchasing Office issues anofficial Purchase Order.

2. Two copies of the Purchase Order are printed. One copy is mailed to the vendor.One copy is forwarded to the department—this is considered the receiving copy.Please be aware that if you indicate on the purchase requisition that you are faxing orphoning in the order and instruct Purchasing not to mail a confirming copy, you willreceive only 1 copy of the Purchase Order. This copy can be used to fax or phone theorder in and then will also be used as the receiving copy of the Purchase Order.

3. Immediately upon receipt of items ordered, the receiving copy of the Purchase Order issigned, dated, and sent to the Purchasing Office as evidence that items requested havebeen received. For partial deliveries, do not hold the receiving copy. Back orders canbe acknowledged on a back order acknowledgement form supplied by the PurchasingOffice.

Please report immediately the following to the Purchasing Office:

1. Delay in receiving goods ordered.

2. Special attention requested but not rendered by the vendor.

3. Claims, shortage, or damages noted upon receipt of materials. Do not return goodsuntil advised by the Purchasing Office.

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Ordinarily, the Purchasing Office will issue a purchase order for the items listed on thepurchase requisition to the suggested vendor on the assumption that the department has followedthe general purchasing guidelines. These guidelines can be found in Appendix H titled GeneralPurchasing Considerations. The Purchasing Office has the authority to challenge the orderingdepartment concerning the quality, quantity, and type of materials requested or to suggest anothervendor so that the best interest of the University may be served.

As stated earlier, when office furnishings are needed, the department needs to speak to theSuperintendent of Housekeeping/Maintenance first. They will check to see if there is an existingpiece of furniture in storage that will meet the department’s needs. If not, they will advise you onhow and where to order the furnishing. When computer hardware or software is needed, therequests must be made to the MIS Department first. They will make a determination of whetheror not the equipment is necessary or whether or not it is already available on Campus.

Requisitions for Emergency Supplies and Service

The Purchasing Office will be pleased to cooperate with any departments in taking care ofa GENUINE emergency. Purchases under this category include those items necessary forcontinuity of operations or situations which arise suddenly and cannot be reasonably anticipated.

Contact the Purchasing Office for instructions as to the procedure when the emergencydevelops. A purchase order can be issued on short notice so that a purchase order number can begiven to a vendor by phone or so that a purchase order can be faxed to the vendor by the userdepartment. Departments should not phone or fax orders to vendors or make purchases without avalid purchase order number from the Purchasing Office.

When necessary the Purchasing Office will assist departments by phoning or faxingorders. However, due to the volume of purchase orders processed by the Purchasing Office daily,it is preferred that the user department phone or fax their own orders once they are completed.

Confirming Orders

As stated above, orders may be placed by phone or fax if the circumstances warrant it. APurchase Order will then be sent to the vendor with the notation "Confirming Order-Do NotDuplicate”. Such orders may be placed by phone or fax only after a purchase order number hasbeen issued by the Purchasing Office.

To obtain a purchase order number, a purchase requisition must be submitted to thePurchasing Office with a request that the user department be allowed to phone or fax the order.The Purchasing Office will then issue a purchase order and notify the user department of thepurchase order number.

Purchases Requiring Prepayment

As a rule, payment will not be made before goods or services are received. However,prepayments can be made in situations where it is required by a vendor or in cases whereprepayment results in significant savings to the University.

A prepaid purchase must be processed on a purchase requisition. The purchase requisitionshould note that prepayment is requested. Documentation must be attached to the requisition

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justifying the need for prepayment.

The final decision to determine if a prepayment may be made rests with the PurchasingOffice. Such orders may take an extra day or two to process. Check requisitions attached tovendor order forms will not be honored for prepaid purchase transactions.

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OTHER PURCHASE TRANSACTIONS THAT DO NOT REQUIRE APURCHASE ORDER

Check Requisitions are to be used only for subscriptions, membership renewals, and a limitednumber of special purchase situations authorized by the Accounts Payable Office or FiscalServices prior to the purchase being made. Proper back-up documentation, i.e. renewal forms,applications or invoices, should be attached to the check requisition. Any check requisitionwithout proper back up attached could delay the processing.

PURCHASES MADE BY INDIVIDUALS AND SUBMITTED TO THE PURCHASINGOR ACCOUNTS PAYABLE OFFICE WITHOUT PRIOR APPROVAL WITH A CHECKREQUISITION WILL NOT BE HONORED FOR PAYMENT.

Petty Cash Requisitions. Petty cash may be used for small purchases of less than $100. Pettycash requests are to be made at the Purchasing Office with a blue Petty Cash Requisition Formbefore a purchase is actually made except for emergency purchases.

Receipts for petty cash expenditures are required for audit documentation. Receipts are tobe handed in to the Cashier's Office within 5 days of the receipt of the petty cash.

Interdepartmental Charges. Departments may charge purchases made at the Bookstore, DiningServices, MIS and I-Tech Services to their respective department budgets. Personnel completean Inter-Departmental Charge Requisition Form (yellow) making sure to first have it authorizedby the chairperson or person with budget authority before submitting it to the department/areawhere the purchase is being made.

Further instructions on how to complete each of these forms along with sample copies of theforms themselves can be found in Appendix A—Purchasing Forms.

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POLICY AND PROCEDURES FOR USING THE UNIVERSITY PURCHASINGVISA CREDIT CARD

When placing an order, it is always preferable to use a purchase order and have thecompany direct bill us. However, there are some instances where a purchase order will not beaccepted. On-line orders are becoming more prevalent and more than likely need the use of acredit card. Sometimes a company doesn’t want to go through the trouble of establishing creditwith us if they know it’s going to be a small or one-time order. Smaller companies sometimesprefer payment up front. Also, some companies will agree to establish credit with us after the firstorder is prepaid either by check or credit card. In any of these instances the MarywoodUniversity VISA held in the Purchasing Office can be utilized.

IMPORTANT: Each time an order is placed using the VISA, it must be pre-approved bythe Purchasing Department. The account number should not be kept on file and usedwhenever the department deems it necessary. If an order is placed without prior approvalfrom the Purchasing Department, the individual placing the order may be held personallyliable for the charge.

On-Line Ordering & the Proper Use of the Credit Card

1. Prepare a Purchase Requisition, just as you would for any other order. Under thedescription of the items that you are ordering, inform the Purchasing Assistant thatthe VISA will need to be used instead of a purchase order. Also give a reason as towhy the VISA is being used instead of a purchase order, i.e.: Company will notaccept purchase order, etc.

After the Purchasing Assistant has determined that this is a legitimate use of theVISA, she will forward to you via e-mail the VISA information: name of account asit appears on card, account number, expiration date, and the 3 digit verificationnumber that appears on the back of the credit card. It is the department’sresponsibility to place the order using the credit card information provided. TheState Sales Tax-Exempt number will also be included in this information. You mustforward this number to the vendor so that we will not be charged sales tax on theorder. If Purchasing disallows the request, an e-mail will be forwarded to thedepartment with an explanation of how to proceed with the order without the use ofthe credit card.

2. Purchasing will use the purchase requisition to encumber the department’s budget.The original purchase order will not be sent to the vendor, however the receivingcopy of the purchase order will still be forwarded to the department. When thedepartment receives their order, clear the receiving copy of the purchase order just asyou would for any other order. If you were given any documents with your order, aninvoice/packing slip, or if you received a confirmation for the order, please attachthese document(s) to the receiving copy and forward them to the Purchasing Office.

3. If the total amount of the order is different from the original estimate, Purchasing willamend the encumbrance to reflect the true total.

Using the VISA at Wal-Mart, Best Buy--or other local retail outlets

An alternative to using petty cash to purchase items at retail outlets that will not accept a purchaseorder, or direct bill the University is to use the VISA to charge the order. It has been verified thatthe two retail stores listed above will not accept a purchase order from us, but will allow us to usethe VISA to purchase items. If you want to purchase from any other local retail outlets, please

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verify with the store first whether or not they will accept a University purchase order. If theyrefuse, then follow the procedure stated below.

1. Complete a purchase requisition. The requisition will be used to encumber thedepartment’s budget. The requisition should be properly completed with theauthorized signature, the correct budget and object point class number, and a totalamount. If you are not sure of how much is going to be spent, fill in an estimatedamount. After the purchase is made the line will be amended to reflect the final totalof the purchase. State a concise but thorough description of what is going to bepurchased. Underneath the description, state that you are using the VISA to purchasethe items at the store. List the name and address of the store where purchases arebeing made in the Suggested Vendor area. Forward the requisition to the PurchasingDepartment and a purchase order will be generated.

2. Sign log—pick up credit card. Each time the card leaves the department, a log issigned, stating the person’s name, department, and the date and time the card is beingtaken. After you sign the log you will be given the credit card, the original purchaseorder, and the receiving copy of the purchase order. The store may want to see theoriginal copy of the purchase order, therefore make sure you take it with you. Thecredit card should be used and returned as quickly as possible. In certain situations,we may allow you to take the card overnight, but we will not allow you to keep thecard over a weekend.

3. Tax-exempt notification. Because we are a tax-exempt entity, most purchasesshould not have sales tax added to them. To ensure that there isn’t, the followingprocedures have been put into place. For purchases being made at Wal-Mart, tax-exempt cards are available. If your department frequents Wal-Mart, you can obtainan individual Wal-Mart tax-exempt card from the Customer Service Desk. Wewould keep the card in our files for future use. We also have a blank one that anyonefrom Marywood can use. For purchases being made at Best Buy, you will be given acopy of the most current State Sales Tax-Exempt Certificate to take to the store withyou. Best Buy is supposed to have a copy of the certificate on file, but sometimes it’sbest to take a copy with you, verifying that we are a tax-exempt entity, and thereforeshould not be charged sales tax. If purchases are being made at any other retail outletbesides the two mentioned above, a Tax-Exemption Certificate would be prepared foryou to take to the store. The store may not have one on file if no one fromMarywood University has purchased there before. The certificate must be shown atthe time of purchase to ensure that we will not be charged sales tax.

After the purchase is made return the credit card, the store receipt, and the receiving copy of thepurchase order. Sign and date the receiving copy of the purchase order. If the amount is differentfrom what was initially encumbered cross out the wrong amount on the receiving copy and writein the correct amount. We will amend the line on the system. The last step is to sign the logverifying that the card was returned. If the store did not want the original purchase order it canbe kept for the department files or disposed of—it is not necessary to return it to Purchasing.

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TRAVEL & BUSINESS EXPENSE POLICY

POLICY STATEMENT

Marywood University will be responsible for actual and reasonable expenses related or associatedwith University travel and business.

Grants and contracts administered by the University may be subject to specific conditions. Ifconditions are not stated, the University’s policies will apply.

Allowable Expenses – Allowable expenses include transportation, lodging, meals, parking fees,tolls and other necessary expenses incurred by University employees while traveling on approvedUniversity business.

Airfare should be on regularly scheduled commercial airlines. The least expensive business oreconomy class should be purchased. First class tickets are unallowable.

Personal Vehicles. The use of employees’ personal vehicles is reimbursable according to themileage reimbursement policy of the University. Employees are responsible for carryingadequate automobile insurance coverage, and they should address insurance related questionsregarding the use of personal vehicles for their jobs to their own insurance agents.

Vehicle Rental. A car may be rented only when it is either the most economical means oftransportation or necessary due to the nature of the trip. Ordinarily, a compact, intermediate ormid-size car should be selected. Use of 10-15 passenger vans is prohibited due to safetyconcerns.

Lodging. The University will honor reasonably cost-effective reservations for lodging within thescheduled dates for University business. When planning for lodging, inquiry should be made tosee if there is a corporate rate available that is less expensive than the convention rate.

Receipt Requirements. Original receipts are required to support all expenditures, such as thecardholder’s copy of credit card transactions, the passenger’s copy of airline tickets, an originaland detailed restaurant receipt rather than a check stub that lists only a total. Expenditures notsupported by receipts will be acceptable in rare instances with a detailed written explanationsigned by the employee’s supervisor.

Unallowable Expenses. Following is a representative list of expenses that are not allowableunder this policy.

• Personal entertainment• Hotel movie rentals• Cost of alcoholic beverages• Conference optional events such as golf• Costs for family members and personal friends• Personal phone calls in excess of one per day to the traveler’s home• Cost or losses due to negligence or theft• Travel or flight insurance• Gasoline, insurance, maintenance, repair and other costs related to personal vehicles• Traffic violation fines and parking tickets

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PROCEDURES

Arrangements may be made through a travel agency, through online web providers or by goingdirectly to a vendor such as hotel, airline, etc.

Airfare. Individual travel reservations may be made through online sources or through a travelagency using a personal credit card, a Marywood University issued VISA, or a MarywoodUniversity issued purchase order.

When a Marywood VISA is used, submit a Credit Card Monthly Charges Report along with theoriginal receipt to the Purchasing Department.

When a personal credit card is used, submit a travel expense report along with original receipts tosubstantiate costs.

When a University purchase order is used, obtain a purchase order before making the reservationfinal. AAA Travel, Abington Travel, and Travel World accept Marywood purchase orders.

Please follow the detailed instructions in Appendix E, titled Instructions—Travel Agencies –Approved Vendor List, on how to proceed for all three of these options.

Personal Vehicles. A travel expense report listing mileage incurred for each day must besubmitted when requesting reimbursement from the University. Other than the items specified onthe travel expense report form, there are no receipt requirements for mileage reimbursement.

Car Rental. Employees are responsible for making their own arrangements with the approvedcar rental firm. The employee must provide evidence of University employment and reference theUniversity’s corporate account number.

When a University purchase order is used, obtain a purchase order before making the reservationfinal.

When a Marywood VISA is used in lieu of a purchase order, submit a Credit Card MonthlyCharges Report along with the original receipt to the Purchasing Office.

When a personal credit card is used, submit a travel expense report along with the original receiptto the Accounts Payable Office.

Lodging. University personnel must book their own accommodations. An Accounts Payablecheck, a personal credit card, or a Marywood University VISA is acceptable.

If an Accounts Payable check is to be used, the employee should request at the time of thereservation, a faxed confirmation on the lodging provider’s letterhead, stating the name of theperson staying, the confirmation reservation number, the date or dates of the stay, and a room rateper day including all applicable taxes. The employee must attach the fax to a check requisitionform signed by the authorizer of the budget to be charged, and submit it to the Accounts PayableOffice. When the check has been issued, the employee can pick it up at the Cashier’s Office priorto departure. Any additional charges applied, i.e. parking, phone calls, or meal charges, will bepaid for by the employee and the employee can request reimbursement of these expenses whenthey return from the trip.

When a personal credit card is used, a travel expense report form with original receipts attachedwill substantiate costs.

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When the payment is made with a Marywood VISA, the card must have been issued to theemployee using it. The VISA kept in the Purchasing Office cannot be used.

Travel Advances: When out-of-pocket expenses are expected to be significant, travel advancescan be arranged. Advances should be requested using a Check Requisition and should berequested at least one week prior to expected travel in order to give ample time for the check tobe issued and also to allow time for the traveler to cash the check. Departments have limitedfunds available for travel and therefore the employee should discuss with their respectivedepartment head or chair as to how much to request. For trips where expenses are not expected toexceed $100 or for emergency travel needs, petty cash can be requested by completing a PettyCash Requisition.

Travel Reporting: After the traveler returns from the trip a Travel Expense Report Form must becompleted within 60 days of the issuance of the travel advance check. If you find that you willnot need the funds immediately, the check can be voided and reissued at a more convenient time.Original receipts must be attached to substantiate all expenses except mileage and the authorizingsigner on the budget should approve the report. This should be done in all cases, even wherethere are no funds due to the traveler. For further instructions on how to fill out the form, pleasesee Appendix A—Purchasing Forms.

IMPORTANT NOTE: Travel advances (both petty cash and check) should be reconciled andexcess funds, if any, returned as soon as possible upon completion of the trip. IRS regulationsrequire the university to report travel advances as additional income and to withhold appropriateincome taxes on these advances unless the expenses are accounted for within a reasonable periodof time. If the receipts are not received within this time period, the funds may be added to yourW-2 as income. This is per IRS Regulation 1.62-2(g)(2) and following. This is done in order toclear the advance from the traveler’s accountability.

Reporting of an advance as income does not relieve the employee of the legal liability to accountto Marywood University for the travel advance and to return unused portions. Therefore if anyadvance has not been accounted for within 60 days after the traveler has returned the Universitywill deduct the outstanding balance of any travel advance from his or her payroll check. Thisallows the University to recover the advance from any salary owed the employee in case oftermination of employment or failure to submit a travel claim.

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ENTERTAINMENT OF UNIVERSITY GUESTS AND EMPLOYEES POLICY

POLICY STATEMENT

Marywood University considers it appropriate to entertain guests and employees if the occasionsupports the mission, goals, and objectives of the University.

University Guests

On occasion, it is appropriate to provide a meal or reasonably priced entertainment for businesscontacts, donors, and friends of the University. Such expenses may be charged to Universitybudgets when the expenses are related to University business and the job responsibilities of theUniversity host. To qualify as entertainment under IRS guidelines, entertainment expenses mustbe directly related to or associated with business.

1. All entertainment expenses, whether local or while traveling, must be listed whenreporting business expenses, with original, itemized receipts attached. MarywoodUniversity’s Travel Expense Report Form facilitates detailed itemization.

2. The following documentation is required by the IRS:

a. Date(s) entertainment occurred.b. Names, titles, and business relationship to persons or groups who were

entertained.c. Place entertainment occurred.d. Business purpose or reason for entertainment.

3. Reimbursements for payment of charges for alcoholic beverages are permissibleentertainment expenses as outlined above, except that the cost of alcoholic beveragesmay not be charged against University or other funds related to any grant programs orcontracts.

University Employees

Expenses for entertainment of University employees exclusively may be charged to departmentalbudgets if approved through the usual budget process.

Entertainment expenses for spouses or other members of an employee’s family or friends may notbe charged to University budgets, except with the approval of the President.

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INDEPENDENT CONTRACTORS

Payment(s) to individual(s) who are not employees of Marywood University, whoperform a service for the University, are considered Independent Contractors. Purchases ofservices of Independent Contractors are processed through the Fiscal Services Department byway of an Agreement For Compensation of Independent Contractors, which will be referred tohereafter as an Independent Contractor Form. Independent Contractors can include but are notlimited to consultants, entertainers, guest speakers, visiting experts, photographers, officials forathletic events, or an individual who is hired to perform a specific service for the University. TheFiscal Services Department may not process payments to individuals until it has been ascertainedthat the person being paid is considered either an Independent Contractor or an Employee. TheInternal Revenue Service (IRS) is increasing the audit of Independent Contractor payments, andboth the University and the individual are subject to substantial financial penalties for failure tocomply with federal regulations.

The guidelines below may be used to aid in deciding whether or not the person hired isconsidered an Independent Contractor or Employee. These guidelines are not conclusive. Theyare part of a list that the IRS has developed to help identify individuals as Employees orIndependent Contractors. If there is any doubt the department should check with Fiscal Servicesfor help in determining the status of an individual and how they will be paid.

Who is an Independent Contractor?

• Has a place of business and a business listing in a directory when the services are offeredto the public.

• Selects the clients and is free to work for one or more during any given interval.• Determines the time and place work will be performed.• Provides the tools and materials needed to perform the work.• Does not participate directly or indirectly in the benefit programs of the University.• Relationship can be terminated only according to the terms of agreement or contract.• May agree to perform specific services for a fixed price and generally does not receive

regular amounts at stated intervals or is not reimbursed for business expenses separately.• Performs the required task or tasks according to the contractor's own manner and method,

outside of the direction or control of the University• Activities are not controlled or directed by the University or subject to the University’s

right to control or direct the task or tasks to be performed.• Can earn a profit or suffer a loss as a result of the services being performed.• Pay for own travel expenses, and some Independent Contractors typically bill back to the

client for said expenses. The difference is that the control of the expenses is in the handof the Independent Contractor.

• Can hire assistants or other employees to perform work for them.• Responsible for end results and are usually not required to submit reports.

Who is an Employee?

• An Employee is subject to the will and control of the employer not only as to what shall bedone but how it shall be done.

• It is not necessary that the employer actually direct or control the manner in which theservices are performed; it is sufficient if the employer has the right to do so.

• Can be discharged by the employer at any time and the Employee also has the right to quit

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a job without any liability to the employer.• The Employee is furnished with tools and a place to work by the employer.• No liability for business expenses, paid for time and labor.• Usually paid by unit of time.• Can usually hold more than one job at a time, though some employers do require a loyalty

oath and can prevent Employees from taking some alternate jobs.• Employer pays travel expenses—retaining the right to control and direct the Employee’s

actions.• Cannot get someone else to perform the work for them.• Employers require an employee to submit oral or written progress of their work.

Students who are already employed by the University (work-study or hourly) cannot bereimbursed as an Independent Contractor. For example, if a student is hired to perform musicat a University related function or act as security at a University sponsored event and also isemployed in the work-study program or is employed as a regular hourly employee, the request forpayment must be made through the Payroll Department. An employee of the University shouldnot normally receive both a 1099MISC and a W-2 from Marywood—though there are certaincircumstances where this may happen. If an employee is performing a service for the Universitythat is very diverse from their normal job requirements a 1099MISC may be issued for saidservices. For clarification on this matter please confer with the Accounts Payable Assistantbefore proceeding.

If after analysis it is determined that the person is considered an Employee and not anIndependent Contractor the request for payment should be taken to the Human Resources/PayrollDepartment.

If it is determined that the person is an Independent Contractor the person will be paidthrough the Accounts Payable Office. An Independent Contractor form is required forcompensation. Requests for compensation for Independent Contractors must be made at least twoweeks in advance of the desired payment date. The payment date must be within the samecalendar year as that date on which the services were rendered under the agreement. Thecompensation for such individuals is usually charged to the .300 object classification indepartment budgets, although circumstances may require that other object classes be used on rareoccasions. It is requested that the department confer with Fiscal Services before making adecision on whether or not to use a different object point classification other than .300.

Independent Contractors will not be reimbursed for their services if the request is made ona Check Requisition or any other unauthorized form. A signed Independent Contractor Formalong with a signed W-9 with the individuals Social Security Number must be submitted to FiscalServices before reimbursement will be remitted. Payment will not be issued until the contractedservices have been completed.

Payment of $600 or more in a calendar year to an Independent Contractor will be reportedto the Internal Revenue Service and a Form 1099 will be issued to the Independent Contractor byJanuary 31 of the year following the calendar year in which the services are rendered.

Reimbursement of Travel Expenses for Independent Contractors. Per IRS guidelines, one ofthe characteristics of an Independent Contractor is that the individual pays all their own travel andmiscellaneous expenses directly. Payment of a lump sum or a flat fee clearly supports theIndependent Contractor classification.

Therefore the Fiscal Services Department, except in extraordinary circumstances,requires that the Independent Contractor pay for their travel expenses. For reimbursement, an

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Independent Contractor Form would be required stating a lump sum figure. It will be assumedthat the Independent Contractor included their travel expenses in the lump sum and therefore it isnot necessary to collect travel receipts from them.

In following the IRS guidelines the next two payment alternatives are not preferred andrequire pre-approval by the Fiscal Services Department. In order for the University toreimburse the Independent Contractor directly for the individual’s travel expenses, anIndependent Contractor Form and a Travel Expense Report Form must be submitted. Abreakdown of all travel expenses along with original receipts to back-up the expenses arerequired. Both of these forms must be submitted at the same time. The Independent Contractorwill not be reimbursed until both forms are submitted.

The Department can also prearrange lodging accommodations for the individual. Lodgingreservations can be made at one of the local establishments that Marywood has a corporate ratewith. A listing of these hotels and instructions on how to make reservations appears in AppendixF titled Local Hotel Rates. The same regulations in the Travel & Business Expense Policy alsoapply here. Alcoholic beverages, in-room movies and laundry service will not be reimbursed byMarywood University.

Remember that all travel expenses incurred by the Independent Contractor will be addedto the total paid for services rendered, and will be taken into consideration when consideringwhether or not a 1099 will be sent to the individual. Lodging expenses and any other expensesdirectly billed to and paid for by Marywood University will also be included in this amountbecause it is still considered an expense that has been incurred by the Independent Contractor.

Blank Independent Contractor Forms and W-9s can be picked up in the FiscalServices/Accounts Payable Department.

Professional Services. If the department is not paying an individual for services rendered but isinstead making payment to a business firm, a corporation, or an organization, the usualPurchasing procedures must be followed. A purchase requisition must be filled out and submittedat least two weeks before the services are to be rendered. A purchase order will be generated anda confirming copy will be sent, or if the Department prefers, Purchasing will call when thepurchase order is ready and the department can fax the order to the vendor. The correct ObjectPoint Classification or Line Item number that should be used is .290—Professional Services.

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COPIERS

POLICY

Copiers to be used for small copying jobs (20 or fewer copies of a page) are locatedthroughout the campus in various buildings. See Printing and Mailing Services section of thishandbook for information regarding larger copying and printing jobs. If additional copiers areneeded, contact the Vice President for Business Affairs. Departments cannot purchase copiers.

All expenses related to the copiers (bills for leasing copiers, bills from copier vendor for serviceincluding toner, and bills for paper) are charged to the copier budget. Departments are charged$.05 per impression to cover these expenses

Copier Contact Person. There is a copier contact person for each copier who is responsible forthe following:

1. Keeping a supply of copier paper and toner at the copier.

2. Putting paper and toner in the copier.

3. Ordering Copier Paper

a. Send e mail including your name, building, room # and number of cases neededto: copypaper@marywood.edu

b. Paper is delivered directly to the copier location by OfficeMax Solutions andcharged to the Copier Budget.

c. Copier paper is not to be used for laser printers. See Appendix D for proceduresfor ordering paper for office printers and fax machines.

4. Ordering toner and calling for service/repairs

a. Konica copiers – contact Edwards Business Systems at 1-800-282-7326 oremail at www.edwardsbusiness.com. When contacting service or orderingsupplies have your equipment ID number (located on front of copier) ready andprovide any related details noticed pertaining to the symptoms or code the copiermay display. When calling for service Edward’s has a Copier Help Deskavailable from 8:00 am to 5:00 pm daily. This is your first line of support andcan save you valuable time. The Copier Help Desk Technician will guide youthrough basic repairs and situations that can be handled by you over the phone,ultimately saving you downtime. Naturally, a technician will be dispatchedresponding on-site whenever a repair goes beyond a telephone “quick fix” whichcan be assessed fairly rapidly.

b. Sharp copiers – contact Jay’s at 347-2973

5. Report Card Reader and Card Dispenser problems to the Coordinator of Printing andMailing Services (Ext. 6228).

Charges for Copies. Two different methods are used to track the number of copies made byeach department and charge budgets.

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1. Copiers used by one or several departments – Copiers are equipped with anElectronic Copy Monitor (ECM). No one can use a copier without a code. Eachdepartment has a code corresponding to their budget number. The Coordinator ofPrinting and Mailing Services collects the ECM data quarterly. The charges are postedto the department budgets four times a year: Sept. 25, Dec. 20, March 25, and June 25.If additional ECM codes are needed for any copier, the department head responsible forthe budget should call the Executive Secretary in Business Affairs (x6222) giving thelocation of the copier and the department budget for which a code is needed. She willassign the code, contact the Coordinator of Printing and Mailing Services to program thecode into the copier, and advise the department head of the code.

2. Copiers in open areas (e.g. library) used by departments, students, and the public. –These copiers have card readers on them.

a. Departments can purchase copy cards from the Printing and Mailing Center.Complete an Inter-Department Charge Requisition form and bring it to thePrinting and Mailing Center. They will:

1. encode cards2. calculate charge at $.05 per copy3. post charges to various budgets by the 25th of each month

b. Students and the public can purchase copy cards from card dispensers in theLibrary, McGowan and Nazareth Hall or from the Circulation Desk in theLibrary. Copies are $.10 each.

Faxing. Some of the Konica copiers can also be used as fax machines.

Printing. Some of the Konica copiers have been networked and can be used instead of laserprinters. Making multiple copies on the copier instead of on a laser printer is significantlycheaper. Employees are encouraged to make use of this option whenever more than 2 copies of adocument are needed.

Additional Information.

Training. At the time of installation, Edwards Business Systems provided training onthe use of the copiers. Current employees should train new employees. Additional training canbe provided at any time for groups of new employees. Please contact the Executive Secretary inBusiness Affairs (Ext. 6222) to make arrangements for training.

Clean Copies. If you notice a fine line on documents from copiers with DocumentFeeders, apply a soft cloth with Windex or alcohol to small rectangular glass underneathdocument feeder and to the left. This will clean the glass and remove line from copies. This is acommon problem with all digital copiers.

Clear ECM code before leaving copier. The ECM code will automatically clear in afew seconds. However, if someone is right behind you waiting to make a copy it would be agood idea to clear your code so your budget doesn’t get charged for the next person’s copies. Todo this, press the asterisk key down and then hold down the pound # key. This will immediatelyreset the copier to require an ECM password.

Overhead Transparencies. 3M Brand or any other high quality overhead transparencywith side tabs designed for PLAIN PAPER COPIERS can be used. Do not use transparenciesdesigned for inkjet or laser printers, which are not meant to run through a heated fuser system.These transparencies will melt in the copier. Transparencies should be fed through the multi-

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sheet bypass and in the transparency mode, which can be selected within the menu after touchingthe Applications Hard Key.

Copier Contact Persons. If you do not know who the Copier Contact Person is for thecopier that you use, contact one of the following: Coordinator of Printing and Mailing Services(Ext. 4796) or the Executive Secretary in Business Affairs (Ext. 6222).

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PRINTING SERVICES

POLICY

All departments and individuals in need of printing and duplicating services that will bepaid for from University funds, exclusive of small copying jobs completed on office copiers, mustacquire those services through the Printing and Mailing Center or the Marketing &Communications Department. Printing or publications of any kind may not be paid from aUniversity Budget unless approved by the Printing and Mailing Center or the Marketing andCommunications Department

The role of the Printing and Mailing Center is to provide the means to obtain qualityprinting and duplicating services needed by University departments, in a timely manner, with theleast possible cost to the University.

Printed materials or publications that may be viewed by external constituencies, i.e.,departmental brochures, catalogs, newsletters, postcards, invitations, posters, and ads, must bechanneled through the Marketing and Communications Department for editing, design,production control, and cost efficiency, regardless of the origin of the publication or thedepartment being charged.

All faculty and staff must observe copyright laws and permission must be obtained fromthe copyright owner before submitting a printing job to the Printing and Mailing Center. Failureto do so may subject the individual submitting the work for duplication and the University tosubstantial civil and criminal penalties.

Marywood Printing and Mailing Center

Normal hours of operation are from 8:30 a.m. to 4:30 p.m., Monday through Friday.Regular University holidays are observed.

Sprint Print Outsourcing Procedures

Marywood University has an agreement with Sprint Print for all black and white andcolor copying, one and two-color offset printing, and bindery services. Mailing services, desktoppublishing and variable data printing are also available through this agreement. Since excellent,discounted pricing on all jobs is available through this agreement, all employees are required touse these services for all orders over 20 copies of a single page that are charged to Universitybudgets.

Copyrighted Materials, such as magazine articles, chapters from books, music,photographs, art work, etc., should not be sent to Sprint Print unless Marywood University ownsthe copyright or has written permission to reproduce the work.

Publications that may be viewed by external constituencies, such as, departmentalbrochures, catalogs, newsletters, postcards, invitations, posters, and ads must be channeledthrough the Marketing & Communications Department for editing, design, production control,and cost efficiency regardless of the origin of the publication or the department to which it isbeing charged. In order to facilitate that process, please prepare your material in accordance withthe University’s Publications and Graphics Guidelines, which may be viewed online athttp://www.marywood.edu/www2/prweb/press/pubsgraphicsguidelines,pdf.

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Publications targeting an on-campus-only audience should strive to adhere to theUniversity’s Publications and Graphics Guidelines. Some areas on campus produce newsletterswith desktop software that often cannot precisely duplicate the university’s standard look. Forconsistency throughout these kinds of pieces, the Marketing & Communications Department hasdesigned several templates using the Microsoft Publisher program. These templates will offercampus personnel easy access to a choice of presentation styles that are consistent with thecurrent Publications and Graphics Guidelines. Please contact the Marketing & CommunicationsDepartment if your department has not received copies of these templates.

For on-campus-only publications, the printing procedure requires that the item(s) be sentto Sprint Print by either of the following options:

OPTION 1—JOBS BROUGHT TO MARYWOOD PRINTING & MAILING CENTER

1. Complete a Marywood University Printing form. This form, which must be signedby the person authorized to charge to the particular budget, is available on theMarywood Website. Take a hard copy, CD or disk of what is to be printed or copiedand the completed, signed form to the Marywood Printing and Mailing Center. TheCoordinator of Printing and Mailing will be available to assist you and to answerquestions. For best results originals should be black and white. Areas printed in agray shade do not reproduce well. If photo copied trim off any black areas and re-copy. Originals to be collated or collated and stapled must be numbered and clippedtogether in sets (no staples please.)

2. Orders will be picked up by Sprint Print each day between noon and 2 p.m.

This option must be used to order letterhead and business cards which must comply withthe University standards. These should not be ordered electronically.

OPTION 2—ELECTRONIC SUBMISSION

Jaws PDF Courier software can be downloaded to your computer. This software willconvert any computer file to a PDF file so you can edit the file and submit the job toSprint Print for copying/printing. This is the fastest and easiest way to submit jobs toSprint Print.

If you would like to have the Jaws PDF Courier downloaded on a computer in yourdepartment so you can take advantage of this option, please obtain an Authorization toInstall Jaws PDF Courier form from the Coordinator of the Printing and MailingServices. Once the authorization has been signed and the software downloaded, orderscan be submitted directly to Sprint Print as follows:

1. Open file from any application (Word, Excel, etc.).

2. Click FILEClick PRINTPRINTER-next to Name scroll down and select Sprint PrintClick OK

3. CREATE PDF FILEClick SAVE

4. JAWS PDF COURIER

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Click PREVIEW—Proofread file that has been converted to PDF file.Close document out by clicking on X.

5. If document is OK, exactly as you want it printed, click SUBMIT.If document is not OK, click CANCEL. Go back into the original file and edit thedocument.

6. Thank You for Using Jaws PDF Courier screen will appear.IS THE JOB READY TO PRINT?If YES, verify Log In, then select a form where it says Select a Form. The optionsare Black and White Copies, Color Copies, Default, Full Color Printing, Printing, andQuick Order Form.If NO, the proof is incorrect, please cancel the job.

7. PLACE AN ORDER—Complete the order form:PROJECT NAME—verifyQUANTITYPROJECT DETAILS—Any information not provided elsewhere on orderPAPER STOCK—Select one. The stock is listed by category, Copy Paper;Brochure or Mailer Paper; Neon Colors; Cover/Postcard Paper; Neon Colors Cover;80# Accent Opaque-White; 110# Index-miscellaneous colors; and Other (Describe inProject Details).PRINT SIDES—Select One by scrolling down for optionsFINISHED SIZE (flat, unfolded)—Select one by scrolling for optionsBINDERY SERVICES—Check all that applyPROJECT DETAILS—Any additional information not contained elsewhereBUDGET/DEPT# (7 digit)—Account number to which job is to be chargedPURCHASE ORDER #—To be assigned by Marywood Printing and MailingCenter when summary of order is received and approvedSECURED DOCUMENT/TEST—Both should be checked if testDUE DATEWhen completed, click ADD TO CART

8. ORDER CONFIRMATION

An e-mail message from William D. Stevens summarizing the details of the order issent to the person who placed the order and to the Coordinator of Printing andMailing Services at the Marywood Printing and Mailing Center. He will review theorder, assign a purchase order number, approve the order, and submit it to SprintPrint. He will retain two copies of this Order Confirmation to be used as thepurchase order.

Completed orders along with copies of purchase orders or order confirmations andinvoices will be delivered by Sprint Print to the Marywood Printing and Mailing Centeras follows:

a. Copying jobs—24 hoursb. Printing 1 & 2 color—3 – 5 daysc. Printing 3 & 4 color—5 – 7 days

After checking the order the invoice will be stamped APPROVED FORPAYMENT. One copy of the Sprint Print Purchase Order or Order Confirmation will bestapled to the invoice and forwarded to Accounts Payable for payment.

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Saving Money

If you receive large, multiple page documents, manuals, etc. as email attachments andonly need 1 or 2 printed copies, you can save money by sending them to Sprint Print instead ofprinting them on your laser printer or copier. Forward emails with attachments to:orders@sprintprintusa.com with the request to make 1 or 2 copies and charge to budgetnumber ______. Like most other Sprint Print orders the completed order will be delivered to thePrinting and Mailing Center the next day.

Personal Printing and Copying

Sprint Print offers discounted pricing to Marywood employees for any personal copying orprinting. Simply present your Marywood University ID. Payment is due directly from theemployee.

Other Services

PAPER FOR COPIERS

To order copier paper the copier contact person should send an e mail tocopypaper@marywood.edu specifying the room number and building, number of cases and nameof contact person. The paper will be ordered, charged to the copier budget and delivered to thedepartment by Office Max Solutions. Copier paper is not to be used for laser printers. SeeAppendix C for procedures for ordering paper for office printers and fax machines.

COPY CARDS

To purchase new copy cards or to add copies to current cards, take completed, signedyellow Inter-Department Charge Requisition to the Printing and Mailing Center.

GENERIC ENVELOPES AND LETTERHEAD

To order envelopes and generic letterhead, bring a completed, signed yellow Inter-Department Charge Requisition to the Printing and Mailing Center.

To take advantage of volume pricing discounts the following generic envelopes shouldbe obtained from the Printing and Mailing Center:

9 x 12 with and without indicia10 x 136 _ x 9 _# 10 regular with and without indicia# 10 windowBusiness Reply

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MAILING SERVICES

The mailroom is open Monday through Friday from 8:30 a.m. to 4:30 p.m. RegularUniversity holidays are observed.

Security

Because the mailroom is responsible for materials of several departments, Security has beennotified not to admit anyone to the room during non-business hours. It is therefore wise toanticipate department needs before weekends and holidays. Only mailroom personnel areallowed behind the mailroom counter.

Bulk Mailing Service

To complete a bulk mailing, the department must provide an authorized “Bulk MailingRequisition” that is available in the mailroom. The Department must also provide labels andmaterials to be mailed. Responsibility for ordering, reordering and receipt of materials fromtruckers, parcel post, etc., remains with that department. Materials ordered for bulk mailingsfrom outside vendors that are to be delivered to the Mailing Center should be labeled MarywoodUniversity, Printing & Mailing Center. The name of person ordering and department should alsobe included. When materials arrive, a representative from that department should be present toexamine the packages and sign for the materials.

Procedures for a bulk mailing are as follows:

1. Must have 200 pieces or more.2. Envelopes must have the indicia insignia in the upper right corner3. Envelopes must have all printed labels, no handwritten ones.4. Envelopes must be of same size, weight, and content.5. Envelopes or labels must be in zip code order from lowest to highest number as they arelooked at.6. Envelopes must be sealed or flaps tucked in. No open flaps, or if taped, tape must cover fullwidth of the flap, not just one little piece in the middle. Post Office will not accept this.7. Please keep labels intact. Removing them stops the labeling machine from working.8. There can be no personal or hand written notes inside.9. Envelopes with the indicia imprint are used only for bulk mailings.10. Bulk Mailings should be brought in plastic mail trays. Various size trays are available in themailroom. Please, no cardboard boxes with double layers, as mail may become mixed.11. Please make sure zip code count sheet is included12. All departments are responsible for extra brochures after mailing. You will be notified thatthe mailing is finished. Mailroom will hold extras for 1 week.

University Admissions Bulk Mail ServicesThe Admissions Office offers its services to assist other University departments with assemblingbulk mailings.

Guidelines• Mailing must consist of a minimum of 500 pieces or more.• University Admissions requires departments to provide one month notice for all jobs. As

schedules permit, we will attempt to handle requests provided with less notice.• All materials must be delivered to the Printing and Mailing Center 1 to 3 days prior to the

requested mailing start date. Materials cannot be stored at the Mailing Center except

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those used for the specific mailing in the quantities needed. Departments are responsiblefor submission of any work orders to maintenance to have materials moved.

• Occasionally, department staff and/or work study students may be asked to assist with themail project, especially during busy times.

• If a mailing has many complex components, University Admissions may require adepartment representative to assist in supervising the project for quality control reasons.

• As often as possible, University Admissions recommends the use of window envelopesand mail merged letters for accuracy.

• A department is expected to plan accordingly and adhere to all bulk rate policies set forthby the U.S. Postal Service as outlined in the section above. University Admissionsassumes no responsibility for insufficient planning.

Postage Meter Service

Please notify mailroom of any large mailings.Upon receipt of a Daily Mail Requisition (pink slip) the mailroom will seal, apply postage, anddispatch regular U.S. mail and charge it to each department. All departments should be awarethat all postal costs incurred by them (i.e. business reply mail, address correction, first and thirdclass, etc.) will be charged to them on their monthly budget report.All metered mail should be deposited in the mailroom where it may qualify for a pre-sortdiscount.One pink slip per mailing per department per day is all that is needed. Every mail piece does notneed a pink slip.

Some specific instructions regarding Postage Meter service are:

1. The “Daily Mail Requisition” designating required postage must accompany pieces alreadyaddressed and stuffed.2. Envelopes should be already sealed or have flaps extended. Only #6 _ and #10 envelopes canbe sealed automatically, all others should be sealed before depositing at mailroom.3. Allow sufficient time for metering. Pieces received after 1:00 p.m. may have to be held untilthe following business day.4. Make sure to separate inter-office, international, and metered mail.5. Please have all mail going in one direction, especially in large mailing.6. No staples. Place tape over any metal, as it damages the machine.

Inter-Campus Mail

Inter-campus mail will also be accepted at the Mailing Center. Inter-office envelopes can beobtained at the mailroom. Please return any unused envelopes to the mailroom, so they can beused again. The mailroom is not responsible for any materials left in inter-office envelopes thathave been returned.

U.P.S., DHL, FED EX, OVERNIGHT GROUND and AIR

Packages delivered either to the Post Office or the Mail Room are logged in and either deliveredby University mail courier to the department or available for pick up in the Mail Room. Theperson receiving the package will be required to sign for it. If you are expecting an importantpackage, notify the mailroom so they can be on the look out for it. Please do not call looking fora package without the tracking number as this is needed in order to find out if your package waseven delivered. Personal packages must be picked up in the Mail Room by the person to whomthey are sent and signed for by that person.

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POST OFFICE SERVICES

The Marywood Post Office is an official U.S. Post Office Contract Station that providesservices to Marywood students and employees and the general public. The Post Office hours are8:30 am to 4:30 pm. Monday through Friday. On Saturdays the Post Office is open from 9:00 amto l2:00 pm when classes are in session. After graduation the Post Office is closed on Saturdaysand reopens on the Saturday before the start of the Fall semester. The Post Office observes thesame holidays as Marywood University, namely: New Year’s Day, Good Friday, Easter Monday,Memorial Day, Independence Day, Labor Day, Thanksgiving and the day after, ImmaculateConception (Dec. 8), Christmas Eve (and/or the week between Christmas and New Year’s –annual decision by President depending on calendar), and Christmas Day. On Federal holidaysthat are not Marywood holidays (currently Martin Luther King’s Birthday, President’s Day,Columbus Day, and Veterans Day) the Marywood Post Office is closed to the public.Departments can pick up and drop off mail.

Services

1. Postage stamps2. Regular first-class mail and parcel post packages3. Priority services for letters and packages4. Certified and Return Receipt for first class mail5. Postal insurance for value of packages6. Delivery confirmation and signature confirmation as requested7. Registered mail (for the value of the contents)8. Domestic Money Orders (limited to $999 in value)9. Express mail (as listed in Postal Manual)10. Overnight Mail (domestic and international)11. Dispatch international letters and packages

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APPENDIX A

PURCHASING & ACCOUNTS PAYABLE FORMS & INSTRUCTIONS

PURCHASE REQUISITION

BACK ORDER ACKNOWLEDGEMENT FORM

CHECK REQUISITION

PETTY CASH REQUISITION

INTER-DEPARTMENTAL CHARGE REQUISITION

TRAVEL EXPENSE FORM

______________________________________________________________________________

Purchase Requisitions and Back Order Acknowledgement Forms can be picked up in thePurchasing Department in the Liberal Arts Center. All other forms can be picked up at theCashier’s Window located in the Liberal Arts Center. All the forms listed above can also beaccessed on-line through the Marywood University website:

http://www.marywood.edu/Forms/forms.stm

The forms are listed under the Fiscal Affairs section. There is an option to submit the PurchaseRequisition via on-line submission. For auditing purposes, please follow up with a hard copy ofthe requisition with an authorized signature.

The Purchasing and Accounts Payable Offices reserve the right to return any forms that are notproperly authorized or filled out incorrectly. Please review any form that you submit for accuracybefore submitting it the Fiscal Services Department.

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PURCHASE REQUISITION FORM

THE PROPER PROCEDURE TO PURCHASE OR OBTAIN ANY SUPPLIES,EQUIPMENT, OR SERVICES NOT OTHERWISE DELEGATED, IS TO SUBMIT ASTANDARD "PURCHASE REQUISITION FORM" TO THE PURCHASING OFFICE.

A sample Purchase Requisition Form appears at the end of Appendix A.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) State clearly where the goods are to be delivered. Fill out all pertinentinformation including Department, Room Number, Building Name, and to whoseattention items should be shipped. If this information is missing or not filled outproperly it could delay the processing of the purchase order

(b) List the suggested vendor with complete address, zip code and phone number.

(c) State the date the item(s) are needed. Please allow sufficient lead-time for arequisition to be processed. Ordinarily, it takes from one to three days to processroutine purchase requests from established suppliers. Actual delivery datesdepend upon individual vendors. All other purchase requests should be madeWELL IN ADVANCE of the date needed; at times, deliveries from non-localvendors may take from one to six weeks.

(d) Please check YES or NO to indicate whether or not the order is a ConfirmingOrder. If the order is confirming, indicate how the original order will beplaced—via fax or phone.

(e) A complete description of the item(s) requested must be clearly printed or typedand be sufficient for an order to be placed. The exact quantity, description,and/or catalog number is required for each item. The description should be suchthat it can be entered exactly as written on a Purchase Order to the vendor.

(f) The exact unit price, extended amount, discount (if applicable) and the expenseaccount including the proper point classification to be charged must also beentered. If a written price quote is available it should be attached to thisrequisition.

(g) The purchase requisition must be properly authorized by the person responsiblefor the budget. A complete signature is required for authorization; per signature,initials, or stamped signatures are not acceptable. In cases where the authorizedsigner will be absent for a period of time, a temporary replacement should beduly authorized to sign the purchase requisitions. In order to appoint areplacement, please contact the Budget Office at extension #6224.

A PURCHASE REQUISITION CANNOT BE PROCESSED AND WILL BE RETURNEDTO THE REQUISITIONER BY CAMPUS MAIL IF:

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- Any of the items underlined above are not supplied on the requisition.- There are insufficient funds in the budget.- There is insufficient time to place the order and have the purchase completed before the

end of the fiscal year. The Purchasing Office is not responsible for delays because ofimproperly completed requisitions.

PURCHASE ORDER FORM

This is the official form used by the University to purchase goods and services. It is issuedby the Purchasing Office in response to requests received from departments on purchaserequisitions.

Two copies of the Purchase Order are printed. One copy is mailed to the vendor. Onecopy is forwarded to the department—this is considered the receiving copy. The pink copy of thepurchase requisition is attached indicating the purchase order number. Please be aware that if youindicate on the purchase requisition that you are faxing or phoning in the order and instructPurchasing not to mail a confirming copy, you will receive only 1 copy of the Purchase Order.This copy can be used to fax or phone the order in and then will also be used as the receivingcopy of the Purchase Order.

Immediately upon receipt of items ordered, the receiving copy of the Purchase Order issigned, dated, and sent to the Purchasing Office as evidence that items requested have beenreceived. For partial deliveries, do not hold the receiving copy. Back orders can beacknowledged on a back order acknowledgement form supplied by the Purchasing Office.

Remember: the pink copy of the purchase requisition does not need to be returned—this is thedepartment’s file copy. Only the receiving copy of the Purchase Order should be returned to thePurchasing Department with receiving information included.

PLEASE REPORT IMMEDIATELY THE FOLLOWING TO THE PURCHASINGOFFICE:

1. Delay in receiving goods ordered.

2. Special attention requested but not rendered by the vendor.

3. Claims, shortage, or damages noted upon receipt of materials. Do not return goodsuntil advised by the Purchasing Office.

BACK ORDER ACKNOWLEDGEMENT FORM(Bright Yellow Form)

A sample Back Order Acknowledgement Form appears at the end of Appendix A. Thisform is to be used to acknowledge the receipt of back ordered items or partial deliveries. Thisform is usually used in place of the receiving copy of the purchase order when it has previouslybeen forwarded to the Purchasing Office.

INSTRUCTIONS FOR COMPLETION

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Please type or print neatly.

(a) Enter the vendor name exactly as it appeared on the original purchase order.

(b) Enter purchase order number and the date of the purchase order.

(c) Enter the budget account number and expense object classification.

(d) Enter description of item(s) received using the same description that appeared onthe original purchase order or on your purchase requisition.

(e) Check if the order is complete or incomplete.

(f) Please sign and enter date (this is recorded as the date the items were received).

THIS FORM SHOULD BE RETURNED TO THE PURCHASING OFFICE AS SOON ASITEMS ARE RECEIVED ALONG WITH ANY INVOICES RECEIVED WITH THEMERCHANDISE.

CHECK REQUISITION FORM(White Form)

A sample Check Requisition Form appears at the end of Appendix A. Check Requisitionsare only to be used for travel advances, subscriptions and membership renewals and a limitednumber of special purchase situations authorized by the Accounts Payable Office or FiscalServices prior to the purchase being made. Proper back-up documentation, i.e. renewal forms,applications or invoices, should be attached to the check requisition. Any check requisitionwithout proper back up attached could delay the processing

PURCHASES MADE BY INDIVIDUALS AND SUBMITTED TO THE PURCHASINGOR ACCOUNTS PAYABLE OFFICE (WITHOUT PRIOR APPROVAL) WITH ACHECK REQUISITION WILL NOT BE HONORED FOR PAYMENT.

Ordinarily, it can take up to a week for a check to be issued. If a check is needed as soonas possible, the requisition must be hand delivered to the Accounts Payable Assistant with averbal request for the check to be issued ASAP. At that time the requester will be informed ofwhen the check can be issued. Just marking "rush" or "needed by a date" is not sufficient forrush processing.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter the budget expense account number and expense object classification.

(b) Enter amount requested.

(c) Enter a brief but complete reason for the check.

(d) Name of individual or business/organization the check is to be made payable to anda complete address. The check will be made payable to the name that first appearsafter "To:".

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(e) Requisition will not be honored unless it is dated and signed by the personauthorized to sign for expenditures from the budget account listed on therequisition.

IF ANY OF THE ABOVE INFORMATION IS MISSING OR NOT FILLED OUTPROPERLY IT COULD DELAY THE PROCESSING OF THE CHECK REQUISITION.ACCOUNTS PAYABLE IS NOT RESPONSIBLE FOR DELAYS BECAUSE OFINCOMPLETE REQUISITIONS.

CHECKS ARE EITHER MAILED TO THE ADDRESS ON THE REQUISITION, ORMAY BE PICKED UP AT THE CASHIER'S OFFICE IF THE CHECK REQUISITIONCONTAINS THE NOTATION "PICK-UP". CHECKS MAY NOT BE PICKED UP ATTHE ACCOUNTS PAYABLE OFFICE.

PETTY CASH REQUISITION FORM(Blue Form)

A sample Petty Cash Requisition Form appears at the end of Appendix A. This form isused to request petty cash for small purchases of less than $100

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter department budget account number and expense object classification.

(b) Enter a brief but complete description of the item(s) to be purchased. Also notesuggested vendor if known.

(c) Enter name of person who will be receiving the cash.

(d) The requisition must be dated and signed by the person with budget authority forthe department being charged.

The completed form is to be taken to the Purchasing Office where a petty cash purchaseorder will be issued. The petty cash purchase order is then taken to the Cashier's Office to pick-up the actual cash. Within five days of the receipt of the cash, vendor receipts are to be handed into the Cashier's Office along with any funds received in excess of the purchase. If the expensesexceed cash originally advanced, the individual will be reimbursed for the balance owed uponreceipt of vendor receipts.

INTER-DEPARTMENTAL CHARGE REQUISITION FORM(Yellow Form)

A sample Inter-Departmental Charge Requisition Form appears at the end of Appendix A.This form is to be used to charge purchases made at the Campus Bookstore, Dining Services, MISand I-Tech Services, to department budgets.

The person with budget authority for the department that is being charged must sign theform before it is submitted to the department where the purchase is being made.

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INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter the department providing the service or supplies, e.g., the Campus Bookstore,Dining Services, MIS or I-Tech Services, and the date.

(b) The person with budget authority for department being charged should sign theform.

(c) Enter department budget account number and expense object classification.

(d) Enter the name of the person authorized to sign for the items being requested.

(e) Enter a brief but complete description of the items that may be charged to thedepartment.

TRAVEL EXPENSE REPORT FORM

A sample Travel Expense Report Form appears at the end of Appendix A. A completedTravel Expense Report along with all receipts attached, is required for reimbursement. TheUniversity will reimburse all allowable expenses when this form is submitted. Expenses will notbe reimbursed without vendor receipts. REMEMBER: Vendor Receipts are required tosubstantiate all expenses except mileage. For information on what is an allowable expense pleaserefer to Travel & Business Expense Policy section in this Handbook. An abbreviated version ofthe Policy can also be found on the reverse side of this Expense Report Form.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter the name of the person or persons that are traveling. Enter the name of the departmentthat is funding the travel expenses along with the correct budget number and object pointclassification number.

(b) Enter the name of the conference, meeting, or seminar that the staff attended along with thedates traveled and the location.

(c) Enter the name and address of the remit to person where indicated. Check one of the threeoptions listed: MAIL CHECK, PICK UP CHECK, or PICK UP PETTY CASH. Cash willonly be issued if total is less than $100. Checks and cash can be picked up at the Cashier’sWindow.

(d) Enter each date that was traveled under the date column (MM/DD/YY) and then enter theappropriate amount of each receipt under the corresponding category (Transportation,Lodging, Meals, Miscellaneous). Miscellaneous expenses are any that don’t necessarily fitinto any of the listed categories.

(e) If mileage is being reimbursed enter the correct number of miles traveled next to theappropriate date. The car mileage allowance is the current rate multiplied by the totalnumber of miles traveled. The rate is governed by IRS regulations and is usually subject tochange annually. Enter the mileage amount total on the line next to Total Miles @ CurrentRate.

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(f) Total the columns and the rows. The final total of the columns and rows should equal. Addthis total to the mileage and enter this amount on the line next to Total ReimbursableExpenses.

(g) If a travel advance was received indicate whether it was Petty Cash or an Accounts PayableCheck and then deduct the advance from the Total Reimbursable Expenses line. If theadvance exceeded the actual travel expenses, the report should be submitted to the Cashier’sOffice. The excess cash should also be returned to the Cashier's Office at that time. TravelReports that list expenses in excess of advances received or Travel Reports for which noadvance was received should be submitted directly to the Accounts Payable Office.

(h) The person responsible for the budget must properly authorize the Travel Expense Report.A complete signature is required for authorization; per signature, initials, or stampedsignatures are not acceptable.

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PO # MARYWOOD UNIVERSITY

PURCHASE REQUISITIONSEE INSTRUCTIONS ON REVERSE SIDE

To The Purchasing Office, Please Purchase The Following:

Deliver to: Dept. _________________________________________________________________ Phone Ext. ______________________ Bldg. __________________________________________________________________________________________________

Room No. ______________________________________________________________________________________________ Attn: ___________________________________________________________________________________________________

Suggested Vendor: ___________________________________________________________________________________________________Vendor Address: _____________________________________________________________________________________________________ Date Required By: _________________________________________________________ Today’s Date: ______________________________

QUANTITY DESCRIPTION UNIT PRICE DISCOUNT EXT. AMT. EXP. ACCT.

Requested by:______________________________________________ Approved by: ___________________________

(a) State clearly wheregoods are to be delivered

(b) List thesuggestedvendor &address

(c) State dateitems areneeded by

(d) Write acompletedescription ofitemsrequested

(d) Listexactquantity

(e) State unit price, discount (if applicable), and extendedamount

(e) Place correct budget andproper objec t pointclassification here

(f) The person requesting the ordershould sign here

(f) The person responsible for the budget listed mustauthorize the Purchase Requisition by signing here

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Marywood UniversityPurchasing Office

Back Order Acknowledgement

Vendor _________________________________________________________________

P.O. # ______________________________ Date ______________________________

Budget # _____________________ Point Classification ________________________

The following back order has been received and is approved for payment:

Order Incomplete

Order Complete

Signed ___________________________

Date ___________________________Please return to Purchasing Office

(a) Enter vendor name—as itappeared on original PO

(b) EnterPO # anddate ofPO

(c) Enter object pointclassification number asit appeared on originalPO

(c) Enter budgetnumber as itappeared onoriginal PO

(d) Enter descriptionof item(s) received

(e) Check if the order isComplete or Incomplete

(f) The person who received the goodsshould sign and date here

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MARYWOOD UNIVERSITYCHECK REQUISITION

Account ________________________________ Amount $ ______________

For:

To:

Requested by ____________________________ Authorized _____________________

Date __________________________________ Check No. ______________________

(a) Enter budget number andproper object pointclassification number

(b) Enter amountrequested

(c) Enter a brief,complete reason forcheck

(d) Name and address that thecheck is being made payable to (e) The person responsible for the budget listed

must authorize the requisition here

(e) The person requesting thecheck should sign here

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MARYWOOD UNIVERSITYPETTY CASH REQUISITION

Account ________________________________ Amount $ ______________

For:

To:

Requested by ____________________________ Authorized _____________________

Date __________________________________

(a) Enter budget number andproper object point classificationnumber (b) Enter amount requested

(c) Enter a brief, complete description of items tobe purchased

(d) Name of person whowill be receiving thefunds

(e) The person responsible for thebudget listed must authorize therequisition here

(e) The person requesting the cashshould sign here

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INTER-DEPARTMENTAL CHARGE REQUISITION FORM(Yellow Form)

(a) DepartmentName

(b) Signature ofauthorized person

for budget (c) Budget toBe Charged

(d) Personcompleting

thetransaction

(e) Description of what isbeing purchased

(a) Correct budget number andproper object point classification#

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MARYWOOD UNIVERSITY TRAVEL EXPENSE REPORT (Please do not complete or sign in pencil)

This report must be submitted to the Cashier’s Office with vendor receipts for all expenses listed (except for mileage allowance) no later than one week afterattendance at event. (See travel policy on reverse side.)(a) Name of person traveling

PERSON ATTENDING ____________________________________ DEPARTMENT ____________________________ DEPT # ______________

EVENT ____________________________________________ DATE(S) ____________________________ PLACE _________________________

PLEASE CHOOSE ONE OF THE FOLLOWING: MAIL CHECK _____ PICK UP AT CASHIER’S OFFICE (CHECKS WILL NOT BE SENT THROUGH CAMPUS MAIL) _____ PICK UP PETTY CASH (IF $100 OR LESS) AT CASHIER’S OFFICE ______ T R A N S P O R T A T I O N L O D G I N G M E A L S MISCELLANEOUS

DATE MILESPARKINGTOLLS

BUS/TAXI

AIR-FARE HOTEL OTHER

BREAK-FAST LUNCH DINNER

REGISFEE DESCRIPTION AMOUNT TOTAL

XXXXX XXXX XXXXXX XXX XXX XXXX XXXX XXXXX XXXX XXXXX XXXX XXXXXXXXX XXXXXX XXXX

TOTALSTYPE/PRINT THE NAME AND ADDRESS _________________________________ TOTAL MILES @ CURRENT RATE __________THAT THE CHECK WILL BE MADE TOTAL REIMBURSABLE EXPENSES __________PAYABLE TO: _________________________________ **PLEASE CIRCLE CASH OR CHECK __________

LESS CASH/CHECKS ADVANCED ___________________________________________ BALANCE DUE THE UNIVERSITY __________

BALANCE DUE YOU __________SIGNATURE _____________________________________ _______________ ________________________________________ _____________ PERSON ATTENDING DATE AUTHORIZED SIGNATURE FOR BUDGET DATE

(a) Name of persontraveling (a) Name and number of

department that is to becharged

(b) Name of conference orseminar, date(s) & location

(c) Name &address of remit toperson

(c) Check formail, pick-up,or petty cash

(e) Enter # of miles traveled next tocorresponding date—then total column

(d) Enter each date-and then list receipt amountunder corresponding category

(e) Multiply total miles by currentmileage rate and place that total here

(g) Total expenses-less advances

(h) The person attending signshere

(h) Person responsible forbudget must authorize here

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TRAVEL POLICYxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

THE UNIVERSITY RESERVES THE RIGHT NOT TO REIMBURSE AN INDIVIDUAL FOR ANY EXPENSE FOR WHICH A RECEIPT ISNOT SUBMITTED TO THE CASHIER’S OFFICE. Attendance at meetings must be approved by the proper officer as mentioned in the appropriatefaculty or staff manual. Allowable expenses are described below in the description of line item .520 Travel/Professional Meetings. Travel Funds arelimited and for this reason the most economical mode of travel is to be used. The University’s Travel Policy also applies to all travel covered byGrants and/or other sponsored programs.

TRAVEL ADVANCESA Travel Expense Report with receipts for all travel expenses must be submitted to the Cashier’s Office within 60 days of the issuance of the travel advance check. If you find thatyou will not need the funds immediately, the check can be voided and reissued at a more convenient time. Please feel free to call the Accounts Payable Department at extension2610 if you have any questions.

If an expense report with substantiating receipts is not filed within this time period, the advance may be added to your W-2 as income. This is perIRS Regulation 1.62-2(g)(2) and following.

TRAVEL REIMBURSEMENTThe University will reimburse all allowable expenses when this form is submitted to the Cashier’s Office. Expenses not supported by vendor receiptswill not be reimbursed. Amounts under $100 may be reimbursed by presenting a properly authorized blue “Petty Cash Requisition” and thiscompleted travel form at the Cashier’s Office. Petty Cash requisitions must also be approved by the Purchasing Department before presentation atthe Cashier’s Office.

TRAVEL/PROFESSIONAL MEETINGS (.520) – Covers all costs including hotel, transportation, meals, parking, tolls, and registration fees.Alcoholic beverages are not reimbursable. The most economic mode of travel should be used and hotel accommodations should be adequate but notluxurious. Expenses will not be reimbursed without vendor receipts. Receipts are required for hotel, air, rail, bus, restaurant bills, parking, tolls,registration fees, etc. Visa, MasterCard, and other personal charge statements of accounts will not be honored. Travel advances are available bycheck or in cash (if $100 or less.) Requests for travel advance by check should be made at least one week before needed. Requests for cash advancesof $100 or less can be available on one day’s notice. Car mileage allowance is current rate per mile for individuals who use their own car for travelto/from professional meetings.

REMEMBER: Vendor receipts are required to substantiate all expenses exceptmileage.

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APPENDIX B

DESCRIPTION OF AND POLICIES RELATING TO LINE ITEMS

The "Description of and Policies Relating to Line Items" is incorporated by reference as part ofthis Handbook. It contains the current descriptions and policies associated with budget expenseobject classifications.

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DESCRIPTION OF AND POLICIES RELATING TO LINE ITEMS2007-2008

This listing is a brief explanation of the expense object classifications (line items) used on UniversityDepartmental Budget Reports and the major financial policies associated with the various types ofallowable expenses, which may be charged to departmental budgets. Specific policies are noted in someline item descriptions whereas general financial policies are listed beginning on page 14.

Specific questions regarding the following areas should be directed to the followingextensions:

Accounting - 2634Accounts Payable - 2610Budget - 6224Insurance - 2502 (issues other than employee Health Ins & WC)Purchasing - 2423 or 6214

PLEASE BE SURE TO TAKE SPECIAL NOTE OF THE PURCHASING POLICYREFERENCES BEGINNING ON PAGE 13. All purchases from University funds mustbe made according to the policies and procedures listed in the Marywood UniversityPurchasing/Accounts Payable Manual.

The three numbers following the decimal point in each department expense accountnumber identify the object classification (line item), e.g.

.010 - .199 Personnel Compensation (Salaries and employee benefits)

.200 - .899 Supplies & Expenses (See listing below)

.900 - .989 Capital Expenditures (Furniture and equipment >$5,000)

.990 - .995 Planning Goals Allotments

A sub-total for each object classification group and the grand total of all expenditures foreach department can be viewed on the administrative computing system at any time. Ifyou need assistance in accessing this information, please contact the Budget Office atextension #6224. Allowable expenses are charged to the line items, which are describedand interpreted as follows:

PERSONNEL COMPENSATION (.010 - .199) (used only by Human Resources)

Salaries

.021 Faculty – Full Time

.022 Faculty – Part Time

.023 Faculty – Overloads

.031 Other – Full Time

.032 Other – Part Time

.033 Overtime

.050 Student Salaries (Work Study)

.051 Students – Part Time

.052 Students – Graduate Assistants

.053 Students – Work Study PHEAA

.059 Salaries Contingency

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Employee Benefits (used only by Human Resources)

.090 Sisters’ Lodging

.100 F.I.C.A. Tax

.110 Retirement Benefit

.120 Life Insurance

.121 AD&D Insurance

.130 Hospitalization

.138 Dental Benefit

.140 Unemployment Comp

.150 Disability Insurance

.160 Workers’ Comp

.161 Employee AssistanceProgram (EAP)

.165 Other Benefits

.170 Personnel Tuition Benefit

.171 Fricchione Center Discount

.172 Domiano Center Discount

.180 Uniform/Car/Tool Allowance

.190 Sisters’ Benefits

.192 Early Retirement Benefit

.198 Benefits Amending Acct

SUPPLIES AND EXPENSES (.000 & .200 - .899) requested by Departments

.000 INTERNAL CHARGES – restricted to departments that processinterdepartmental charges.

.200 SERVICE AGREEMENTS – covers formal contractual agreements formaintenance and repair to equipment. All service/maintenanceagreements must be processed through the Purchasing Office. Copies ofall signed contracts must be forwarded to the Purchasing Office to keep onfile. Repairs to equipment not under a service agreement should becharged to .230.

.210 RENTALS – includes rental of equipment, fixtures, films, costumes, etc.(Cost is charged to requesting department even if rental is made throughLearning Resources Center.) Rental and lease agreements must beprocessed through the Purchasing Office. Copies of all rental and leaseagreements must be forwarded to the Purchasing Office to keep on file.Space rentals are covered in .320.

.220 FREIGHT/POSTAGE – covers metered mail, bulk mail fees, freight,UPS, etc. Freight on purchases, which is added to the invoice, is notrecorded here, since such charges are included in the purchase cost.

.230 REPAIRS TO EQUIPMENT/FURNITURE – this item covers repairs tofurnishings and equipment not under contract.

.235 REPLACEMENTS – FURNISHINGS/EQUIPMENT

.240 INSURANCE – covers property, casualty, liability and car insurance.

.250 BOOKSTORE BOOK PURCHASES – this category is used for thepurchase of books for resale by the Bookstore.

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.260 TYPEWRITER REPAIR – covers repairs to all typewriters. (Used only byPhysical Plant.) If a typewriter needs repair, call the Physical PlantManagement Office at extension #4789.

.270 MERCHANDISE FOR RESALE – Restricted Use Only.

.271 INTERDEPARTMENT RESALE ITEMS – Restricted Use Only.

.280 MEMBERSHIPS / ROYALTIES – covers University memberships,royalties and copyrights. The cost of individual memberships inprofessional organizations is the responsibility of the individual.However, professional memberships related to their work at the Universityare paid for the Sisters of the IHM by reason of their contributed servicesbut are not to be included in a department budget. (Membershipssubsidized by the University should be registered in the University’sname, c/o the individual involved.)

.285 SOFTWARE LICENSING FEES – covers software licensing fees for allinstitutional licensing.

.286 SOFTWARE/MAINTENANCE-UPGRADES – covers the cost ofsoftware upgrades (MIS/ACC).

.290 PROFESSIONAL SERVICES – covers fees (to business firms only),hotel, travel and meals for evaluators and consultants for departmentevaluations. This also covers the purchase of services of business oreducational firms. Payments from this account are to business firms only.Payment to individuals is made from .300.

.291 CONTRACTED SALARIES – salaries portion of the Dining Servicesoutsourcing contract. Used by Dining Services only.

.292 CONTRACTED BENEFITS – covers the benefits portion of the DiningServices outsourcing contract. Used by Dining Services only.

.295 ELECTRONIC RESOURCES – cost of license fee for websites e.g.:Learning Resources Center, Career Services.

.296 GRANT SUBCONTRACTORS – this classification is used forgoods/services provided by subcontractors for grant-supported projects. Awritten agreement between the University and the subcontractor isrequired. Special audit requirements may be required depending on thesource of funding for the project and the grant agreement between theUniversity and the grantor.

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.298 GRANT CONSUMABLES

.300 INDEPENDENT CONTRACTORS – covers fees and all expensesincluding travel for services rendered by guest speakers, performers, non-credit teachers, etc. (A Form #1099 is issued at the end of each calendaryear for I.R.S. purposes if total compensation exceeds $600.) IndependentContractors are compensated in one sum payment covering the entire costof services rendered including travel, lodging and honorarium. A specialcompensation agreement form for payment of independent contractors isavailable at the Accounts Payable Office, LAC 70.

.310 TEXTBOOK ACCOMMODATIONS – this category is used to purchasetextbooks for faculty hired to accommodate the University in short notice.Purchases are made from this category when a desk copy cannot beobtained from the publishers before the start of class. Once a book ischarged to this line item, a desk copy should be requested. When the deskcopy is received, it should be taken to the Bookstore for credit to this lineitem.

.320 SPACE RENTAL – covers rental of facilities belonging to the Universityor outside organizations.

.321 FACILITY USE CHARGES – used only by the Physician AssistantProgram for use of University of Scranton facilities.

.325 INTERNAL FACILITY USE CHARGE

.330 PERIODICALS / SUBSCRIPTIONS – covers magazines, newspapers,etc. for departmental use. (When a professional subscription related to aparticular function of a department is requested, the subscription should bein the name of Marywood University c/o the department. “Reader’sDigest”, “Time”, “Newsweek”, are not regarded as department oriented.)Personal subscriptions to magazines, newspapers, etc. are not allowed.

.340 ON-CAMPUS WORKSHOPS – covers expenses for general facultymeetings and fees paid to organizations conducting a workshop. Paymentto individuals conducting a workshop is charged to .300. Thisclassification also includes the printing of programs, brochures, etc. forsuch workshops.

.346 PROFESSIONAL ACTIVITY COSTS – covers costs of meetings andconferences, the primary purpose of which are the dissemination oftechnical information. This includes the cost of meals, transportation,rental of facilities, and other items incidental to such meetings orconferences. This object classification is restricted to research grants.

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.350 DECORATIONS – covers purchase of Christmas decorations, Christmastrees, etc. (Restricted for use by Physical Plant only.)

.360 RECRUITMENT FEES – covers fees charged by schools, etc for the useof facilities. (Used for admissions budgets only.)

.370 RECRUITMENT EXPENSES – expenses of counselors for lodging,meals, tolls, etc. (Used for admissions budgets only.)

.380 MEDICAL COSTS - covers expenses of medical and health needs by theHealth Services Department (Infirmary). This classification is also usedfor athletic programs.

.390 CLEANING – DRAPERIES/CARPETING – covers all cleaning ofdraperies and carpeting. (Used by Physical plant only.)

.400 PUBLICATIONS PRODUCTION COSTS – used by University Relationsonly.

.410 BOOK BINDING/MENDING – covers cost to bind and mend periodicalsand books used in the Learning Resources Center.

.420 ADVERTISING - EMPLOYMENT – self-explanatory. This category isrestricted to use by the University Relations Office, Academic AffairsOffice and Human Resources. When this category is included in any otherbudget than those mentioned above, the signed approval of the UniversityRelations Office is necessary. Advertising for instructional departmentsmust be processed through the respective Dean’s budget.

.425 ADVERTISING – BUSINESS PROMOTIONS

.430 PHOTOGRAPHY – self-explanatory. This category is restricted to use bythe University Relations Department.

.440 TUITION – for payment of tuition costs where coverage of such chargesis allowable.

.450 ACTIVITY FEES – covers the student government allotments to studentclubs and organizations.

.460 TESTING – covers cost of conducting major testing programs in therespective schools; e.g. undergraduate testing and tests used bydepartments. This also covers tests used for instructional purposes intesting classes.

.470 STIPENDS – cash payments for eligible students. This also includesstipends paid to priests for masses.

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.475 INCENTIVE/PARTICIPANT EXPENSE

.480 ENTERTAINMENT (Other) – covers a modest allowance to eligibledepartments for food costs and/or refreshments. (Luncheon and dinnermeetings for lecturers, consultants, auditors, departmental guests, anddepartmental meetings are to be furnished by the University’s FoodService Department and charged to Line Item .485; Food Service chargesassociated with workshops should be charged to Line Item .340.)

.485 ENTERTAINMENT – DINING SERVICES ONLY – covers a modestallowance to eligible departments for luncheon and dinner furnished bythe University’s Food Service Department for lecturers, consultants,auditors, departmental guests and departmental meetings. Food Servicecharges associated with workshops should be charged to Line Item .340.)

.500 PRINTING/DUPLICATING – covers the cost of all printing andduplicating of forms, texts, etc. (Photocopying should be kept to aminimum and when used as an instructional aid should be covered by acourse fee. All are cautioned to observe the copyright laws.) THE PRINTSHOP RESERVES THE RIGHT TO DENY THE COPYING OF ANYMATERIAL UNLESS IT HAS BEEN PROVEN BY THE PERSONREQUESTING THE WORK TO BE DONE THAT IT DOES NOTVIOLATE COPYRIGHT LAWS.

.510 TELEPHONE – departments are charged for all long distance calls. Thetotal of all toll calls made by each extension will be charged to thedepartment in which the extension is located. Departments also arecharged for direct lines installed in the department. Telephones arelocated in University offices and departments for business use only andare to be used only for conducting university business. Employees maymake personal calls from business phones within the local Scrantondialing area for emergency purposes only. Personal toll calls may not bemade from business phones. Itemized lists of all calls charged todepartment budgets are sent out monthly by Telephone Services.

.514 DISTANCE EDUCATION CHARGES – covers the cost of Distance Edrelated expenses.

.520 TRAVEL/PROFESSIONAL MEETINGS - covers all costs includinghotel, transportation, meals, parking and tolls. Alcoholic beverages arenot reimbursable. The most economical mode of travel should be usedand hotel accommodations should be adequate but not luxurious. Receiptsare required within one week of the event for hotel, air, rail, bus, taxi,restaurant bills, parking, tolls, registration fees, etc. Visa, Master Cardand other personal charge statements of account will be honored providingoriginal receipts for services are attached. Expenses will not bereimbursed without detailed vendor receipts. Travel advances are

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available by check or in cash (if $100 or less.) Car mileage allowance iscurrent IRS rate per mile for individuals who use their own car for travelto/from professional meetings. (See “Travel Advances” on page 15.)

.521 REGISTRATION FEES – covers registration fees for seminars,conferences, etc. Registration fees should be separated from other travelexpenses.

.530 LAUNDRY – self-explanatory. (Used primarily by the HousekeepingDepartment.)

.535 COURSE FEE CONSUMABLES

.540 DEPARTMENT/OFFICE SUPPLIES – covers expendable items neededfor a department and/or office supplies including stationery. Graphics isalso included here.

.545 VIDEO PRODUCTION COSTS – to be used for costs associated with theproduction of videos by the Communication Arts Department for otherdepartments. Examples of items to be charged to this expense categoryinclude audio/video tapes, repairs of video/audio equipment, ormiscellaneous related supplies such as bulbs for cameras, etc. Wagesassociated with these productions would be charged to the appropriatesalary object classification. Credits for interdepartmental charges mayalso be made to this account.

.549 AGENCY ACCOUNTS – this classification is used for Agency Accountsonly.

.550 UTENSILS/LINEN/CHINA – covers purchases of items mentionedincluding mattress pads, irons, etc.

.560 HOUSEKEEPING SUPPLIES – covers cleaning supplies, paper towels,toilet tissue, soap, waxes, mops and all other general supplies.

.570 TRAVEL-STUDENT SUPERVISION – costs to supervise students onfield work or student teaching. (Same policy as noted in .520 applieshere.) Car mileage allowance is current IRS rate for individuals who usetheir own car for this purpose.

.575 TRAVEL – SERVICE TRIPS – used by Collegiate Volunteers only for allservice trip expenses.

.580 FOOD – covers the cost of UNPREPARED FOOD. (This classificationdoes not apply to meals served in the Cafeteria.)

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.590 BOOKSTORE SUPPLIES – this category is used for purchases ofsupplies for resale by the Bookstore.

.592 BOOKSTORE PURCHASES – SOFTWARE – this category is used forpurchases of (software) or (Trade Books) for resale by the Bookstore.

.593 BOOKSTORE PURCHASES – TRADE BOOKS – Same as above.

.594 STUDENT RESEARCH EXPENSES – covers the expense of studentresearch.

.600 REPAIRS TO BUILDINGS – this category is used only by Maintenanceand covers repairs to buildings as well as cable connectors, etc.

.610 BROCHURES/CATALOGS/NEWSLETTERS – covers all institutionalpublications prepared by the University Relations Department. Allrequests by departments must be coordinated through this office.(Includes calendars for all schools.) Signed approval from the UniversityRelations Office is necessary to expend funds from this category when it isincluded in any budget.

.620 REFUNDS - refunds of grants received in prior fiscal years only.(Restricted use – Financial Aid Office only.)

.630 FLOWERS, GIFTS, MASS STIPENDS – covers remembrances toemployees and friends of the University when such circumstances arise.(This classification is restricted and can be used only by departments thathave this point classification and have an amended budget amount. See“Flowers on page 6.) Any of the aforementioned purchased by adepartment, other than those mentioned above, for any purpose whateveris responsibility of the person who placed the order, not the University.

.640 CHARITABLE CONTRIBUTIONS – covers donations of the Universityto various charities. (This classification is restricted.)

.650 SCHOLARSHIPS – tuition and fee remissions for I.H.M. Sisters and otherreligious.

.660 STUDENT AID – financial assistance given to students.

.661 STUDENT AID – UNIVERSITY MATCH – University share ofscholarship expenses when a grant requires University participation.

.670 MAT TESTING PROGRAM – covers the cost of MAT testing.

.690 TAXES – covers property tax on University-owned property used foreducational purposes and for other taxes for which the University may beliable.

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.700 HEAT – covers cost of oil, gas, and electric energy used in heatingcampus buildings.

.710 LIGHT/POWER – applies to bills from PPL, which apply to electric lightand power but exclusive of the heating portion as noted in .700 above.

.720 GAS – covers costs associated with natural gas other than heat.

.730 WATER – self-explanatory.

.740 SEWERAGE - self-explanatory.

.750 FUEL – covers gas and oil for the University-owned cars, trucks, andother driven equipment.

.760 CAR REGISTRATION/LICENSE FEES – covers registration and licensefees on University-owned cars and trucks.

.761 ACADEMIC COMPUTING EQUIPMENT < $5,000 EACH – Director ofMIS must approve all purchases to this classification.

.765 SOFTWARE – Director of MIS must approve all purchases to thisclassification.

.766 NON-PRINT MEDIA < $5,000 EACH

.770 REPAIRS TO ROADWAYS – covers all repairs and replacements toroadways, sidewalks, curbing, etc.

.772 SNOW REMOVAL – covers removal of snow.

.777 ACADEMIC TECHNOLOGY ALLOTMENT <5K – used to account foracademic technology expenditures < $5,000 that are approved by the VicePresident for Academic Affairs.

.780 MOVING EXPENSES – covers assistance given to new faculty membersand administrative officers and directors.

.781 MIS COMPUTER EQUIPMENT < $5,000 EACH – Director of MIS mustapprove all purchases to this classification.

.782 ADMINISTRATIVE COMPUTER REPLACEMENT EQUIPMENT -This item covers the replacement of Administrative Computer Equipmentand peripherals costing less than $5,000. All requests for AdministrativeReplacement Computer Equipment and peripherals must be processedthrough MIS.

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.784 DEPARTMENT BOOKS/PRINT MEDIA – books/print media that arepurchased and retained in individual departments. (All departmentrequests for books should be purchased through the Learning ResourcesCenter if possible. If not, the department is responsible for identifyingUniversity ownership in each book.)

.785 RESEARCH EQUIPMENT < $5,000 EACH – restricted for grant use.

.786 RESEARCH SOFTWARE < $5,000 EACH – restricted for grant use.

.830 SIGNAGE – restricted for use by Physical Plant only.

.850 DORM ACCOMMODATIONS – used when special circumstances (e.g.grant provisions) allow for payment of residence hall accommodations forstudents or other University guests.

.860 SPECIAL EVENTS – used for special events conducted by universitydepartments. This is a restricted line item to be used only for the specificevent(s) for which this allocation is approved.

.861 SPECIAL PROJECTS – restricted use by department with funds approvedin this line item.

.863 BIG TICKET ITEMS – used only for specific items/projects approved byCabinet.

.870 ASBESTOS REMOVAL – for use by Physical Plant only.

.881 HEARING AID ACCOMMODATIONS – restricted for the use of theCommunication Sciences and Disorders Department.

.882 HEARING AID PURCHASES – restricted for the use of theCommunication Sciences and Disorders Department.

.890 FURNISHINGS AND EQUIPMENT – (not capitalized) – this item coversthe purchase of new furnishings and equipment (including replacements)costing less than $5,000 each such as calculators, etc. New equipmentand/or furnishings (including replacements) costing more than $5,000each should be charged to Capital Expenditures (line items .900 - .996).Computer equipment should not be purchased from the objectclassification.

.891 EDUCATIONAL FURNISHINGS/EQUIPMENT < $5,000 EACH –applies to items used in classrooms, laboratories, etc.

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PLANNING GOALS EXPENDITURES (.990 & .995)

.990 PLANNING GOALS SUPPLIES & EXPENSES – used only for specificitems approved by MPAC Committee.

.995 PLANNING GOALS CAP >$5K EA – used only for specific itemsapproved by MPAC Committee.

CAPITAL EXPENDITURES (.900 - .989)

The categories listed below are for individual items costing at least $5,000 andhaving a life expectancy of at least two years. Only the specific items listed onthe “Detailed Information Forms” attached to the department budget request maybe purchased.

.900 GENERAL FURNISHINGS/EQUIPMENT – covers furnishings includinglounge furniture, washers, dryers, dormitory furnishings, etc.

.905 HARDWARE/SOFTWARE >$5K

.910 LAND – restricted for use by Physical Plant only.

.912 LAND IMPROVEMENTS – improvements to land other than buildings,e.g. fences, clearing and shaping of land. Restricted for use by PhysicalPlant only.

.920 BUILDINGS – building of or improvements to structures owned byMarywood University. Restricted for use by Physical Plant only.

.925 SIGNAGE – restricted for use by Physical Plant only.

.960 EDUCATIONAL FURNISHINGS/EQUIPMENT – applies to furnishings/equipment used in classrooms, laboratories, etc.

.961 ACADEMIC COMPUTER EQUIPMENT – applies to computerequipment and accessories that are purchased for support of instructionand that are inventoried. This line item may be used for the replacementof computer equipment if a description of the equipment being purchasedis >$5,000.

.963 BIG TICKET CAPITAL OUTLAY – used only for specific individualitems/projects approved by the Cabinet > $5,000.

.970 RESEARCH EQUIPMENT – This classification is for research equipment> $5,000. Restricted for grant use only.

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.975 RESEARCH SOFTWARE – This classification is for research software >$5,000. Restricted for grant use only.

.977 ACADEMIC TECHNOLOGY ALLOTMENT >5K – used to account foracademic technology expenditures > $5,000 that are approved by the VicePresident for Academic Affairs.

.980 OFFICE FURNISHINGS/EQUIPMENT – Applies to typewriters, desks,files, etc. used in administrative, staff and faculty offices. (Each new itemmust be listed and described individually. The establishment of newoffices, etc. is a Plant expenditure. Thereafter, however, equipment andfurnishings are charged to individual departments.)

.981 MIS COMPUTER EQUIPMENT – Applies to computer equipment andaccessories that are purchased for administrative support and that areinventoried by MIS. All purchases from this line item must be approvedby MIS.

.982 MIS EQUIPMENT REPLACEMENTS – Applies to the replacement ofcomputer equipment and accessories that are purchased for administrativesupport and that are inventoried by MIS. All purchases from this line itemmust be approved by MIS.

LEARNING RESOURCES CENTER CAPITAL EXPENDITURES

.930 LIBRARY PERIODICALS – used by the Library to record purchases ofall University-owned periodicals that will be permanently kept in theLRC.

.940 BOOK/PRINT MEDIA – used by the LRC to record purchasing of allUniversity-owned books that must be inventoried. All departmentrequests for books should be purchased through the LRC if possible. Ifnot, the Department Chairperson is responsible for identifying in eachbook University ownership.

.950 NON-PRINT MEDIA – includes microfilm, microfiche, film, etc. that arepurchased through the LRC for inventory purposes and should be locatedthere.

SPECIAL NOTE

Only authentic signatures will be honored on purchase requisitions, check requisitionsand petty cash requisitions. In cases where a chairperson will be absent for a period oftime, a temporary replacement should be duly authorized to sign purchase requisitions,charge requisitions, etc. In order to appoint a replacement, please contact the BudgetOffice at extension #6224.

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All contracts including leases and service agreements should be sent to the PurchasingOffice with a purchase requisition. Department heads may not sign service contracts,leases, or rental agreements, unless permission to do so has been approved through thePurchasing Office or the Vice President for Business Affairs.

Check Requisitions and Purchase Requisitions will not be honored if there areinsufficient funds in the particular budget. If a requisition is submitted to the AccountsPayable Office or Purchasing Office and there are insufficient funds in the budget, it willbe returned to the sender by campus mail.

UNIVERSITY FINANCIAL POLICIES

Purchasing – All individuals responsible for departmental budgets are expected to adhereto the policies and procedures listed in the Purchasing Policies and Procedures Manualregarding purchasing and finances. Similar, though not as comprehensive, references topurchasing and financial policies may be found in the Faculty Manual and the PersonnelHandbook for Salaried and Hourly Employees. The University policy and specificprocedures for purchasing all goods and/or services with the University funds are listed inthe above-mentioned manuals. Special note should also be made of sections of themanuals regarding the Budget; Cash; Travel; and Grants. Grant Directors are alsorequired to adhere to specific grant purchasing procedures and, if applicable, Federalguidelines listed in OMB Circulars A-110 and A-21 regarding purchasing andallowability of expenditures.

All purchases of goods and services that are charged to University departments must bemade through the Purchasing Office and accompanied by a purchase requisition.PURCHASES MADE BY INDIVIDUALS AND SUBMITTED TO THEPURCHASING OFFICE WITH A CHECK REQUISITION WILL NOT BEHONORED. Check requisitions are to be used only for travel advances, subscriptionsand membership renewals, and a limited number of special purchase situations withapproval by the Purchasing Department prior to the purchase being made. Purchaserequisitions are also required when requesting items “on trial” or “on approval”.

Agreements/Contracts – Agreements and contracts whose financial terms will be bindingon the University must be referred to the Vice President for Business Affairs beforeacceptance and execution. All business agreements, contracts, and other officialdocuments are to be forwarded to the Business Affairs Office.

Amendments – Amendments within the same grouping (supplies & expenses .200 - .899)are no longer processed. The computer system identifies the group total for availablefunds as compared to the line item (point classification) total when processing requestsfor payment. Therefore, if a budget has funding available in other line items (pointclassifications) the computer system will process the request from the correct line item

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(point classification), even though the particular line item (point classification) is overexpended. Individuals responsible for a budget should review their budget regularly toguard against line items (point classifications) that may deplete their budget supply.

Amendment requests between two different budgets should include budget numbers andline item number (point classification) of the budgets being amended. It should alsoinclude the amount of the amendment and a brief description of the reason for theamendment. Expenditures that are to be paid from various budgets should be expendedfrom the various budgets as compared to amending the funds into one budget to makepayment. Planning Goals (.990 & .995) and Big Ticket (.863 & .963) allotments cannotbe amended into other point classifications. If needed, the appropriate line item (pointclassification) can be established within a budget if planning goals or big ticket funding isbeing reallocated.Capital outlay classifications (.900 - .989) may only be increased with the approval ofyour respective Vice President.

Planning Goals classifications (.990 & .995) can only be amended with the permission ofthe President.

For any requests regarding amendments, please call the Budget Office at extension 6224.

Equipment/Furnishings

Student Use of Equipment – Fees received for the use of equipment cover onlythe usual wear and maintenance of equipment. The fees do not cover damage orloss of equipment. The costs incurred because of damage or loss of theUniversity equipment is the responsibility of the individual using the equipment.

Disposing – Since all equipment and furnishings are inventoried at purchase, it isnecessary to remove said equipment/furnishings from inventory when the timecomes to dispose of it. A request should be made of the Physical Plant Officeregarding the correct procedure.

Loaning – All equipment and furnishings purchased by Marywood Universitybelong solely to the University and not to the Department in which they arehoused. Therefore, no equipment or furnishings may be loaned withoutpermission of the Business Affairs Office. Insurance coverage is applicable onlywhen equipment/furnishings are housed where the inventory so states.

Equipment/Furnishings Inventory – All Inventory Control is kept regarding thelocation of all equipment/furnishings. Therefore, written permission is requiredfrom the Physical Plant Office to move a piece of furniture or equipment.

Flowers – Flowers and/or gifts for individuals may not be charged to departmentbudgets. There is one University account that covers remembrances to employeesand friends of the University when such circumstances arise. Also, please referto the Fiscal Matters section of the Personnel Manual.

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Selling on Campus – The Bookstore possesses the exclusive right to sell all itemsbearing the University seal or monogram.

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APPENDIX C

FISCAL PROCEDURES & FORMS FOR AGENCY ACCOUNTS

These are the separate Policy & Procedure guidelines for Clubs & Student Organizations onCampus. These accounts are known as Agency Accounts. Also included are sample copies andinstructions for the Fiscal Services Agency Account forms.

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FISCAL PROCEDURES FOR AGENCY ACCOUNTS

Agency Accounts are accounts that accommodate various organization/clubs on campus. Collection anddisbursement of funds through the Marywood University Fiscal Services Office are similar to that of a bankaccount.

New accounts, changes to existing accounts and account authorizations will be maintained in the FiscalServices Office only when instructed by the Office of Student Activities and Leadership Development.

Agency Account deposit/disbursement forms will be distributed and will be available in the Office ofStudent Activities and Leadership Development or Cashier’s Office. Instructions and samples are attached.

Deposits

All checks are to be made payable to Marywood University.

All deposits will have a completed agency account deposit slip.

All deposits must be hand delivered to the Cashier’s Office.

Coin must be wrapped and marked with Agency Name and Account Number.

NSF checks will be charged back to the Agency Account to which it was deposited. It will be theresponsibility of the individual in charge of that Agency Account to recover uncollected funds. TheCashier’s Office will notify the Office of Student Activities and Leadership Development that the NSFcheck is to be picked up; the NSF check will not be sent via campus mail.

Disbursements

Petty Cash Requisitions should be forwarded to the Purchasing Office. Petty Cash requisitions have amaximum limit of $50 and require 3 days notice. Therefore, a request on Monday will be available onWednesday. Receipts for funds advanced through petty cash are to be returned to the Cashier’s Officewithin one week.

Purchase Requisitions are processed on a daily basis in the order in which they are received.

Check Requisitions should be forwarded to the Accounts Payable Office. Accounts payable checks areprocessed on Monday, Wednesday and Thursday and on occasion this schedule may vary. So, in order toeliminate any possible delays check requisitions should be submitted 5 days in advance.

A monthly statement of activity for each individual Agency Account is generated at the close of everymonth and is available through the Student Activities Office located in Nazareth Hall. Please call ext. 6016for further details.

PLEASE CONTACT THE FISCAL SERVICES OFFICE AT 348-6293 IF YOU HAVE ANYQUESTIONS REGARDING DEPOSITS AND/OR DISBURSEMENTS OF AGENCY FUNDS.

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FISCAL SERVICES’ AGENCY ACCOUNT FORMS AND INSTRUCTIONS

AGENCY ACCOUNT DEPOSIT SLIP

PURCHASE REQUISITION

PURCHASE ORDER

BACK ORDER ACKNOWLEDGEMENT FORM

CHECK REQUISITION

PETTY CASH REQUISITION

INTER-DEPARTMENTAL CHARGE REQUISITION

Blank forms can be picked up either in the Student Activities Office located in Nazareth Hall, orat the Cashier’s Window(s) located in the Liberal Arts Center.

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AGENCY ACCOUNT DEPOSIT SLIP FORM

All deposits must have a completed Agency Account Deposit Slip in order to be processed.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter club/organization name and Agency Account number.

(b) Enter dollar amounts of cash, coins, and checks. Coin must be wrapped and markedwith Agency Name and Account Number.

(c) Enter reason (example: T-Shirt sale).

(d) Enter total amount of deposit.

(e) Signature and date of person responsible for deposit.

(f) Signature of Cashier’s Office personnel receiving & verifying deposit.

THESE DEPOSITS MUST BE HAND DELIVERED TO THE CASHIER’S OFFICE DO NOT USE CAMPUS MAIL

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PURCHASE REQUISITION FORM

THE PROPER PROCEDURE TO PURCHASE OR OBTAIN ANY SUPPLIES,EQUIPMENT, OR SERVICES NOT OTHERWISE DELEGATED, IS TO SUBMIT ASTANDARD "PURCHASE REQUISITION FORM" TO THE PURCHASING OFFICE.

A sample Purchase Requisition Form appears at the end of Appendix C.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) State clearly where the goods are to be delivered. Fill out all pertinent informationincluding Department, Room Number, Building Name, and to whose attention itemsshould be shipped. If this information is missing or not filled out properly it coulddelay the processing of the purchase order

(b) List the suggested vendor with complete address, zip code and phone number.

(c) State the date the item(s) are needed. Please allow sufficient lead-time for arequisition to be processed. Ordinarily, it takes from one to three days to processroutine purchase requests from established suppliers. Actual delivery dates dependupon individual vendors. All other purchase requests should be made WELL INADVANCE of the date needed; at times, deliveries from non-local vendors maytake from one to six weeks.

(d) A complete description of the item(s) requested must be clearly printed or typed andbe sufficient for an order to be placed. The exact quantity, description, and/orcatalog number is required for each item. The description should be such that it canbe entered exactly as written on a Purchase Order to the vendor.

(e) The exact unit price, extended amount, discount (if applicable) and the AgencyAccount to be charged must also be entered. If a written price quote is available itshould be attached to this requisition. As stated previously, the University’s tax-exemption does not apply to Agency Accounts. Therefore unless yourorganization or club has their own tax-exempt status, all applicable sales taxshould be included in the extended price of items being ordered.

(f) The person responsible for the Agency Account must properly authorize the purchaserequisition. A complete signature is required for authorization; per signature, initials,or stamped signatures are not acceptable. In cases where the authorized signer will beabsent for a period of time, a temporary replacement should be duly authorized tosign the purchase requisitions. In order to appoint a replacement, please contact theBudget Office at extension #6224.

A PURCHASE REQUISITION CANNOT BE PROCESSED AND WILL BE RETURNED TOTHE REQUISITIONER BY CAMPUS MAIL IF:

-Any of the items underlined above are not supplied on the requisition.-There are insufficient funds in the account.

The Purchasing Office is not responsible for delays because of improperly completed requisitions.

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PURCHASE ORDER FORM

This is the official form used by the University to purchase goods and services. It is issuedby the Purchasing Office in response to requests received from student clubs or organizations onpurchase requisitions.

Two copies of the Purchase Order are printed. One copy is mailed to the vendor. Onecopy is forwarded to the advisor of the club or organization that requested the order beplaced—this is considered the receiving copy. A copy of the purchase requisition is attachedindicating the purchase order number. Please be aware that if you indicate on the purchaserequisition that you are faxing or phoning in the order and instruct Purchasing not to mail aconfirming copy, you will receive only 1 copy of the Purchase Order. This copy can be used tofax or phone the order in and then will also be used as the receiving copy of the Purchase Order.

Immediately upon receipt of items ordered, the receiving copy is signed, dated, and sent tothe Purchasing Office as evidence that the items requested have been received. For partialdeliveries, do not hold the receiving copy. Back orders can be acknowledged on a Back OrderAcknowledgement Form supplied by the Purchasing Office.

PLEASE REPORT IMMEDIATELY THE FOLLOWING TO THE PURCHASINGOFFICE:

1. Delay in receiving goods ordered.

2. Special attention requested but not rendered by the vendor.

4. Claims, shortage, or damages noted upon receipt of materials. Do not return goodsuntil advised by the Purchasing Office.

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BACK ORDER ACKNOWLEDGEMENT FORM

A sample Back Order Acknowledgement Form appears at the end of Appendix C. Thisform is to be used to acknowledge the receipt of back ordered items or partial deliveries. Thisform is usually used in place of the receiving copy of the purchase order when it has already beenforwarded to the Purchasing Office.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter the vendor name exactly as it appeared on the original purchase order.

(b) Enter Purchase Order Number and the date of the Purchase Order.

(c) Enter the Agency Account number.

(d) Enter description of item(s) received using the same description that appeared onthe original purchase order or on your purchase requisition.

(e) Check if the order is complete or incomplete.

(f) Please sign and enter date (this is recorded as the date the items were received).

THIS FORM SHOULD BE RETURNED TO THE PURCHASING OFFICE AS SOON ASITEMS ARE RECEIVED ALONG WITH PACKING SLIPS AND/OR INVOICES RECEIVEDWITH THE MERCHANDISE.

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CHECK REQUISITION FORM

A sample Check Requisition Form appears at the end of Appendix C. Check Requisitionsare to be used only for travel advances, subscriptions and membership renewals and a limitednumber of special purchase situations authorized by the Accounts Payable Department or FiscalServices prior to the purchase being made. Proper back-up documentation, i.e. renewal forms,applications or invoices, must be attached to the check requisition. Any check requisition withoutproper back up attached could delay the processing. Requests for travel advances do not needback-up documentation.

PURCHASES MADE BY INDIVIDUALS AND SUBMITTED TO THE PURCHASINGOR ACCOUNTS PAYABLE OFFICE (WITHOUT PRIOR APPROVAL) WITH ACHECK REQUISITION WILL NOT BE HONORED FOR PAYMENT.

Ordinarily, it can take up to a week for a check to be issued. If a check is needed as soonas possible, the requisition must be hand delivered to the Accounts Payable Assistant with averbal request for the check to be issued ASAP. At that time the requester will be informed ofwhen the check can be issued. Just marking "rush" or "needed by a date" is not sufficient forrush processing.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter the Agency Account number.

(b) Enter amount requested.

(c) Enter a brief but complete reason for the check.

(d) Name of individual or business/organization the check is to be made payable to anda complete address. The check will be made payable to the name that first appearsafter "To:".

(e) Requisition will not be honored unless it is dated and signed by the personauthorized to sign for expenditures from the Agency Account listed on therequisition.

If any of the above information is missing or not filled out properly it could delay theprocessing of the check requisition. Accounts Payable is not responsible for delays becauseof improperly completed requisitions.

CHECKS ARE EITHER MAILED TO THE ADDRESS ON THE REQUISITION, ORMAY BE PICKED UP AT THE CASHIER'S OFFICE IF THE CHECK REQUISITIONCONTAINS THE NOTATION "PICK-UP". CHECKS MAY NOT BE PICKED UP ATTHE ACCOUNTS PAYABLE OFFICE.

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PETTY CASH REQUISITION FORM

A sample Petty Cash Requisition Form appears at the end of Appendix C. This form isused to request petty cash for small purchases of less than $50.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

(a) Enter Agency Account number.

(b) Enter a brief but complete description of the item(s) to be purchased. Also notesuggested vendor if known.

(c) Enter name of person who will be receiving the cash.

(d) The requisition must be dated and signed by the person with authority for theAgency Account being charged.

The completed form is to be taken to the Purchasing Office where a petty cash purchaseorder will be issued. The petty cash purchase order is then taken to the Cashier's Window topick-up the actual cash. Within five days of the receipt of the cash, vendor receipts are to behanded in to the Cashier's Office along with any funds received in excess of the purchase. Ifthe expenses exceed cash originally advanced, the individual will be reimbursed for thebalance owed upon receipt of vendor receipts.

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INTER-DEPARTMENTAL CHARGE REQUISITION FORM

A sample Inter-Departmental Charge Requisition Form appears at the end of Appendix C.This form is to be used to charge purchases made at the Campus Bookstore, Dining Services, andI-Tech Services, to Agency Accounts.

The person responsible for the Agency Account that is being charged must sign the formbefore it is submitted to the department where the purchase is being made.

INSTRUCTIONS FOR COMPLETION

Please type or print neatly.

a. Enter the department providing the service or supplies, e.g., the Campus Bookstore,Dining Services, or I-Tech Services, and the date.

b. The person responsible for the Agency Account that is being charged should sign theform.

c. Enter Agency Account number.

d. Enter the name of the person authorized to sign for the items being requested.

e. Enter a brief but complete description of the items that may be charged to thedepartment.

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PO #

AGENCY ACCOUNTMARYWOOD UNIVERSITY

PURCHASE REQUISITIONSEE INSTRUCTIONS ON REVERSE SIDE

To The Purchasing Office, Please Purchase The Following:

Deliver to: Dept. _________________________________________________________________ Phone Ext. ______________________ Bldg. __________________________________________________________________________________________________

Room No. ______________________________________________________________________________________________ Attn: ___________________________________________________________________________________________________

Suggested Vendor: ___________________________________________________________________________________________________Vendor Address: _____________________________________________________________________________________________________ Date Required By: _________________________________________________________ Today’s Date: ______________________________

QUANTITY DESCRIPTION UNIT PRICE DISCOUNT EXT. AMT. EXP. ACCT. .549

Requested by:______________________________________________ Approved by: ___________________________

(a) State clearlywhere goods areto be delivered

(b) List thesuggestedvendor &address

(c) State dateitems areneeded by

(d) Write acompletedescription ofitemsrequested

(d) Listexactquantity

(e) State unit price, discount (if applicable), and extendedamount

(e) Place correct AgencyAccount Number here

(f) The person requesting the ordershould sign here (f) The person responsible for the Agency Account listed

must authorize the Purchase Requisition by signing here

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AGENCY ACCOUNTMarywood University

Purchasing Office

Back Order Acknowledgement

Vendor _________________________________________________________________

P.O. # ______________________________ Date ______________________________

Agency Acct. # _____________________ Point Classification .549

The following back order has been received and is approved for payment:

Order Incomplete

Order Complete

Signed ___________________________

Date ___________________________Please return to Purchasing Office

(a) Enter vendor name—as itappeared on original PO(b) Enter

PO # anddate ofPO

(c) Object pointclassification numbershould always be .549

(c) EnterAgency Acct.#number as itappeared onoriginal PO

(d) Enter descriptionof item(s) received

(e) Check if the order isComplete or Incomplete

(f) The person who received the goodsshould sign and date here

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Marywood UniversityAGENCY ACCOUNT CHECK REQUISITION

Account ____________________.549 Amount $ ____________________ (NOT TAX EXEMPT)

For:

To:

Requested by ____________________________ Authorized _____________________

Date __________________________________ Check No. ______________________

(a) Enter AgencyAccount number,object pointclassificationnumber shouldalways be .549

(b) Enter amountrequested

(c) Enter a brief,complete reason forcheck

(d) Name and address that thecheck is being made payable to

(e) The person responsible for the agencyaccount listed must authorize the requisitionhere

(e) The person requesting thecheck should sign here

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Marywood UniversityAGENCY ACCOUNT PETTY CASH REQUISITION

Account __________________.549 Amount $ ______________

For:

To:

Requested by ____________________________ Authorized _____________________

Date __________________________________

(a) Enter Agency Accountnumber, object pointclassification number shouldalways be .549

(b) Enter amount requested

(c) Enter a brief, complete description of items tobe purchased

(d) Name of person whowill be receiving thecash

(e) The person responsible for theAgency Account listed mustauthorize the requisition here

(e) The person requesting the cashshould sign and date here

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MARYWOOD UNIVERSITY

AGENCY ACCOUNT INTER-DEPARTMENT CHARGE REQUISITION

TO: ____________ DATE: October 25, 2004

FROM: Jane Doe DEPT.: XXXX.549

Jane Smith is authorized to charge the

following item(s) to this department: Refreshments for Meeting on 10/31/04—at 2:00PMin LAC 120.

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APPENDIX D

OFFICEMAX SOLUTIONS—RECEIVING INSTRUCTIONS

Notes concerning the ordering and receiving of items from OfficeMax Solutions.

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All office supply orders must be placed on-line at www.officemaxsolutions.com. Department personneldesignated by the department head or chair as the office supply buyer for their area should already beequipped with an OfficeMax id and password to order on-line. If the employee doesn’t have these, thedepartment head or chair can request an id and password by e-mailing the Purchasing Department. Onceyou have obtained an id and password and sign on to the OfficeMax Solutions website, there is an on-lineordering tutorial available. Once an order has been placed, the order will be transmitted electronically tothe authorized signer on the account for approval. The authorized signer on the account must also beequipped with an id and password in order to approve orders. When the order has been approved, it is thensent electronically to the Purchasing Department where it will be reviewed and then sent to OfficeMax forprocessing. If you need further assistance please contact the Purchasing Agent at ext. 6214 and you will beassisted. Below are receiving instructions and some helpful dos and don’ts when ordering from OfficeMax.

Receiving Instructions:

Every time you receive an OfficeMax Solutions order, you must inform the PurchasingDepartment that it was received. There are three (3) easy ways this can be done. Choose the onemost suitable for you and proceed as directed.

1. Sign and date the packing slip accompanying the order and then send it to thePurchasing Department.

2. Send an e-mail to the Fiscal Assistant or the Coordinator of Purchasing/AccountsPayable. The e-mail must note the order number and the date ordered, along with alist of items ordered and received. The easiest way to accomplish this is to forwardthe e-mail confirmation that you receive from OfficeMax after you place an order.When forwarding, include a note to Purchasing stating that all items were receivedand that it is ok to pay for the order.

3. Forward copy of the e-mail confirmation that you receive from OfficeMax statingthat all or part of your order has been received.

If there are back-ordered items that you are waiting for, inform Purchasing either on the packingslip or in the e-mail. When the back-ordered items are received, you can either forward the newpacking slip-signed and dated, send a new e-mail, or send a completed Back-OrderAcknowledgement Form.

Use of Correct Budget Numbers:

Please remember to indicate your budget number when placing an order. The budget number islocated on the first screen after you click on Create New Order. It is located under the Ship ToCode Detail and it is listed as Cost Center. Those on campus who have the responsibility ofordering for more than one Budget will have to choose the particular budget that they want theorder to be charged to. There is a drop down menu with an arrow that will allow you to choosethe right number.

Ordering Paper for Copiers, Office Printers and Fax Machines:

All paper for copiers must be ordered from OfficeMax Solutions. If you are the designated copiercontact person for your copier send an e-mail including your name, building, room number andnumber of cases needed to: copypaper@marywood.edu.

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The paper is delivered directly to the copier location and charged to the Copier Budget.Therefore you will need to receive these orders just as you would other orders being placed withOfficeMax Solutions. Please see the instructions above on how to do so.

The department must order all paper for office printers and fax machines. There are two types ofpaper that we are suggesting that you purchase for your printers and fax machines. They are bothcontract items, and therefore the most economical. The product code number P1PAPER is soldin reams only, therefore order ten (10) reams if you want a case. The other product codes areP1CC2201—for a ream, P1CC2201CTN—for a case.

DO NOT ORDER THE FOLLOWING ITEMS ON-LINE FROM OFFICEMAXSOLUTIONS UNTIL YOU HAVE CONFERRED WITH THE APPOINTEDDEPARTMENT PERSONNEL:

Office Furnishings-desks, chairs, bookshelves, filing cabinets, etc.—please confer with theSuperintendent of Building Services/Housekeeping at ext. 4785

Fax Machines—please confer with the Telecommunications Manager at ext. 2616.

Computer Printers —Please confer with the Assistant to the Vice President for AcademicAffairs-for Technology at ext. 2630.

Other Computer Devices or Equipment besides Printers—Please confer with the MISDepartment at ext. 6221.

If an order is placed for any of these items without prior approval, the order will be rejected.

Exclusive Supplier:

OfficeMax Solutions is currently our exclusive office supply supplier. DO NOT ORDER anyoffice supplies from any other retail outlet unless you have first conferred with the Coordinator ofPurchasing/Accounts Payable, ext. 6214.

Personal purchasing from OfficeMax Solutions:

In order to place a personal order with OfficeMax you will need a major credit card. Locate theitem or items that you wish to order, and call our current OfficeMax Solutions salesrepresentative, with the order. He/she can be reached at 1-800-348-3056, ext. 2895. You will becharged the contract price, plus any applicable sales tax, and a nominal shipping charge. Theorder will be delivered to your home via UPS. Personal orders must not be purchased on-line.Your department budget will be charged and you cannot write a check to Marywood to reimbursethe University because you will not be charged sales tax and your order will not be shipped toyour home. Personal & business orders cannot be combined.

If you should have any questions, or should you need further clarification on any of these matters,please contact the Purchasing Department at ext. 6214.

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APPENDIX E

TRAVEL AGENCIES-APPROVED VENDOR LIST

Instructions on how to make airfare reservations using the three approved travel agencies.

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The travel agencies listed below will accept a Marywood University purchase order in lieu of acredit card; therefore if you decide to reserve airline tickets without the use of a credit card, youmust use the purchasing policies and procedures in place and obtain a purchase orderbefore making the reservation final. Please follow the instructions below as to how to proceed.

The travel agency has been informed that they are not to accept any reservations from one of ouremployees unless they either are given a personal credit card number, a Marywood UniversityVISA card number, or a Marywood University purchase order number.

A purchase order cannot be used to purchase airline tickets from an on-line site such as Orbitz,Priceline, or Travelocity. Either a personal credit card or a Marywood University VISA in yourname or the name of your Vice-President or Director must be used (with their permission). TheVISA held in the Purchasing Office in Kevin J. May’s name cannot be used to pay for airfare. Ifyou want to purchase your tickets in this manner, please use option numbers 1 and 2 in theinstructions that follow as guidelines.

Per the Marywood University travel policy, all employees are required to book the leastexpensive (business, economy) airfare. First class tickets are prohibited.

Travel Agencies that will accept a University Purchase Order

Address: AAA Northeast PA Travel1035 N. Washington AvenueScranton, PA 18509

Phone: (570) 348-2511Fax: (570) 348-2771

Second Location: NoneContact: Any available travel agentProcessing Fees: $25 per ticket

Address: Abington TravelWalmart Supercenter900 Commerce Blvd.Dickson City, PA 18519

Phone: (570) 963-8747Fax: (570) 207-2333

Second Location: Village Square Plaza535 S. State StreetClarks Summit, PA 18411Phone: (570) 586-1666Fax: (570) 586-7819

Contact: Any available travel agentProcessing Fees: $25 per ticket—if 4 or more are traveling together there is a flat fee of $100 per

invoice

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Address: Travel World10 Green Ridge StreetScranton, PA 18508

Phone: (570) 342-5790Fax: (570) 343-6164

Second Location: 601 Market StreetKingston, PA 18704Phone: (570) 288-9311Fax: (570) 288-4693

Contact: Any available travel agentProcessing Fees: Tickets up to $400--$20.00

Tickets over $400--$25.00

In order to book an airline reservation with any of these agencies, the employee must use one ofthe following three options:

1. Use a personal credit card to reserve and pay for tickets. The employee also hasthe option of requesting a travel advance before the trip to help defray the cost of theentire trip. After the trip is over you are required to submit a travel expense reportalong with original receipts to substantiate costs. Per IRS regulations, receipts mustbe received within 60 days of the issuance of the advance check. If the receipts arenot received within this time period, the funds may be added to your W-2. If a traveladvance was requested the employee reports this on the travel expense report, anddeducts the advanced amount from the total spent on the trip.

2. Use a Marywood University VISA (if one is available for your use) to reserveand pay for tickets. When the VISA statement is received from Penn SecurityBank, you are required to submit a Credit Card Monthly Charges Report along withoriginal receipts to substantiate costs. Use only a Marywood University VISA inyour name or (with permission from the individual) in the name of your Vice-President or Director. The VISA held in the Purchasing Office in Kevin J. May’sname cannot be used to pay for airfare.

3. Use an authorized Purchase Order to reserve and pay for tickets.

(a) Before you call and reserve a flight—submit to the Purchasing Department aproperly completed Purchase Requisition. In the description state your destination,purpose of travel, and the dates you will be traveling. For example: One round tripticket to attend The NACUBO Annual Conference in Baltimore, MD. Departing onFriday, September 2. Returning to Scranton/Wilkes Barre on Tuesday, September 6.

(b) The Purchasing Department will initially encumber the department budget for$100. After the purchase order has been printed the department will be informed ofthe number—either via phone or e-mail. The green receiving copy of the purchaseorder will be forwarded to the employee. The employee will then call the travelagency and make their reservations using the purchase order number instead of acredit card.

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(c) Upon receipt or confirmation of your tickets, please sign and date the greenreceiving copy of the purchase order and send it back to the Purchasing Department.This will be used as permission to pay for the tickets. When the invoice is receivedthe original encumbrance will be adjusted to the total cost of the tickets and thenpaid.

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APPENDIX F

LOCAL HOTEL LIST

The hotels listed here will accept a University purchase order and can be used to reserve roomsfor University visitors, such as interviewees, entertainers, lecturers, and consultants.

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MARYWOOD UNIVERSITYLOCAL HOTEL/MOTEL RATES

The Purchasing Department has negotiated special rates with local hotels. Please see below alisting with rate and other pertinent information for each hotel.

Please note some hotels will not honor the University rates for Commencement weekend,special events, and holidays. Please contact the hotel for rates for those days.

Reservation Process: The requesting department will make reservations using a MarywoodUniversity authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation. Itis not necessary to make the reservation with the contact person’s name listed, however if youhave any questions about rates, or the type of room or rooms available, please feel free to contactthe person listed. Submit to the Purchasing Department a completed purchase requisition. Besure to include the following information:

• Confirmation Number• Name of individual• Room only or all charges allowed• Check in date• Check out date• Budget to be charged• Authorized signature against budget to be charged

If the requesting department wants to fax the Purchase Order to the hotel, please state this on therequisition. Otherwise, the Purchasing Department will mail a confirming copy of the PurchaseOrder to the hotel.Note: Be aware that the hotel/motel has been notified that a reservation will not be guaranteeduntil they receive a University authorized Purchase Order.

COMFORT SUITES

Address: 44 Montage Mountain RoadScranton, PA 18505

Phone: (570) 347-1551Fax: (570) 347-1511Web Address: www.choicehotels.comContact: Beverly SnyderReservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: Single/Double $65 plus $6.50 taxUniversity Rates offered toParents of Students: Single/Double $65 plus $6.50 taxCheck in:Check out:

3:00 PMNOON

Cancellation Policy: 6:00PM on the night of arrivalGeneral Information &Amenities:

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Amenities: Airport shuttle, continental breakfast, and free high-speed wireless internet.Located approximately 9 miles from Marywood University.

DAY’S INN-DUNMORE

Address: 1226 O’Neill HighwayDunmore, PA 18512

Phone: (570) 348-6101Fax: (570) 348-5064Web Address: www.the.daysinn.com/dunmore 06692Contact: Hament Patel or Alpa PatelReservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: $47.99 plus 10% tax for a single, $53.99 plus 10% tax for a double.University Rates offered toParents of Students:

$47.99 plus tax for single, $53.99 plus tax for double. During some Summerweekends, holidays, and special area events, rates cannot be guaranteed. Pleasecall ahead for specifics.

Check in:Check out:

After 2:00 PM11:00 AM

Cancellation Policy: 6:00 PM or the date of arrivalGeneral Information &Amenities:

Continental breakfast, free wireless internet access, free parking, and all rooms areequipped with a refrigerator, a hair dryer, and an alarm clock.Located approximately 3 miles from Marywood University.

HILTON SCRANTON & CONFERENCE CENTER

Address: 100 Adams AvenueScranton, PA 18503

Phone: (570) 343-3000Fax: (570) 343-8415Web Address: www.scranton.hilton.comContact: Lori Cline, (570) 558-7315Reservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: $89 plus 10%University Rates offered toParents of Students: $89 plus 10%--No discounts on high demand dates. However, the hotel can

reserve blocks of rooms for possible discounted rates for special events weekends,etc.

Check in:Check out:

3:00 PMNOON

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Cancellation Policy: 24 hours-unless otherwise specifiedGeneral Information &Amenities: Complimentary airport shuttle, valet parking, two restaurants on site, and indoor

pool and whirlpool.Located approximately 3 miles from Marywood University.

HOLIDAY INN SCRANTON EAST

Address: 200 Tigue StreetDunmore, PA 18512

Phone: (570) 343-4771Fax: (570) 343-5171Web Address: www.holiday-inn.com/scrantonpaContact: Gary Kaschak, ext. 404 –or—Front DeskReservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: Single/Double $62 plus $6.50 taxUniversity Rates offered toParents of Students: Single/Double $74 plus $7.40 tax. N/A during holiday weekends or special event

weekends—best to contact hotel directly.Check in:Check out:

3:00 PMNOON

Cancellation Policy: 6:00PM on the night of arrivalGeneral Information &Amenities:

Full service restaurant, high speed/wireless internet connection available,refrigerators & microwaves available in most rooms. Located approximately 3miles from Marywood University.

THE INN AT NICHOLS VILLAGE

Address: 1101 Northern BoulevardClarks Summit, PA 18411

Phone: (570) 587-1135Fax: (570) 586-7140Web Address: www.nicholsvillage.comContact: Raeann Pribula-Director of Sales, (570) 585-2755Reservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: Single/Double $79 plus $7.90 (10%) taxUniversity Rates offered toParents of Students: Single/Double $82 plus $8.20 tax. Rate may not be available during holiday

weekends or special event weekends—best to contact hotel directly.Check in: 3:00 PM

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Check out: NOONCancellation Policy: 4:00PM on date of arrivalGeneral Information &Amenities:

Complimentary airport shuttle, wireless highspeed internet access, indoor heatedpool, fitness center and sauna. Full service restaurant and bar, complimentaryGood Morning Express breakfast and 24 hour lobby coffee service. Locatedapproximately 5 miles from Marywood University.

RADISSON LACKAWANNA STATION HOTEL

Address: 700 Lackawanna AvenueScranton, PA 18503

Phone: (570) 342-8300Fax: (570) 342-0380Web Address: www.radisson.com/scrantonpaContact: Virginia Erixson, Ext. 3923Reservation Process:

Reservation Process (cont.)

The requesting department will make reservations using a Marywood Universityauthorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: Single/Double $92 plus 6% plus 4%University Rates offered toParents of Students: Room rates range between $92 and $209 plus 6% plus 4%.

Per hotel, rooms are usually available during special weekends, but it is probablybest to check with the hotel directly

Check in:Check out:

3:00 PMNOON

Cancellation Policy: 24 hour notice is requiredGeneral Information &Amenities: Complimentary parking, complimentary shuttle between airport and downtown

area, two restaurants on premises including 4 Diamond rated Carmen’s, and an on-premise 24 hour fitness center.Located approximately 3 miles from Marywood University.

RESIDENCE INN

Address: 947 Viewmont DriveDickson City, PA 18519

Phone: (570) 343-5121Fax: (570) 343-5121Contact: Stephanie MottReservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

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University Guest Rates: One Bedroom Suite or Studio King 1-4 Nights - $109.005-11 Nights - $99.9912-29 Nights - $94.9930+ Nights - $ 89.00Two Bedroom Suite1-4 Nights - $159.995-11 Nights - $149.9912-29 Nights - $ 134.9930+ Nights - $ 129.99All rates are + tax

University Rates offered toParents of Students:

Same as above.

Check in:Check out:

3:00 PM12 Noon

Cancellation Policy: 6:00 PM or the date of arrivalGeneral Information &Amenities:

Complimentary hot buffet breakfast, on-site laundry, indoor pool and spa,complimentary high-speed/wireless internet, complimentary evening social hour 2-3 nights per week including light fare and beverages. Located approximately 3miles from Marywood University..

SLEEP INN & SUITES

Address: 102 Monahan AvenueDunmore, PA 18512

Phone: (570) 961-1116Fax: (570) 961-1117Web Address: www.choicehotels.comContact: Brian Shaver-Sales/Dianne Jeffers-General Manager/Betty Jo Lewis-

Billing/Chrissy Grunza-Office ManagerReservation Process: The requesting department will make reservations using a Marywood University

authorized Purchase Order. Phone the hotel/motel to obtain a tentative reservation.Submit to the Purchasing Department a completed purchase requisition. If therequesting department wants to fax the Purchase Order to the hotel, please statethis on the requisition. Otherwise, the Purchasing Department will mail aconfirming copy of the Purchase Order to the hotel.

University Guest Rates: Single/Double $60.99 plus taxUniversity Rates offered toParents of Students: Single/Double $65.99 plus tax

Per hotel, rooms are subject to availability—but rate is guaranteed any time of yeareven during special events. Call hotel directly for special rates.

Check in:Check out:

3:00 PM11:00 AM—time is flexible

Cancellation Policy: By 6:00 PM on the date of arrivalGeneral Information &Amenities: Complimentary parking, shuttle service, continental breakfast, internet service, 24

hour coffee bar, fitness room and guest laundry. Located approximately 2 milesfrom Marywood University.

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APPENDIX G

OVERNIGHT/NEXT DAY DELIVERIES

Instructions on how to prepare and send an overnight delivery using DHL

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Overnight/Next Day Delivery

DHL is the preferred method of express shipping on Campus. They offer us the most competitiverates both for domestic and international overnight delivery. DHL does not charge us a pick upfee.

Departments should take responsibility for their own shipments. The easiest way to do this is togo on-line (www.dhl-usa.com) and create your own username and password.

With your User ID and Password you can schedule a pick-up, print a waybill label, track adelivery, obtain a rate quote and order shipping supplies.

How to obtain a DHL User ID and Password

Access the DHL website (www.dhl-usa.com).

On the far left side of the screen you will see an area that says Log in to DHL. Beneath that youwill see another heading that says Register. Click on Register Now.

Fill in steps 1 and 2 with the information requested.

In step 3 select the “I already have a DHL or Airborne account” option. Enter account number233177892 and the postal code 18509. DO NOT OPEN A NEW DHL SHIPPINGACCOUNT. If you do this Marywood will not be billed with the E & I contract rates. It is notnecessary to check any of the other options (register for Online Billing or register for eCourier).

Follow the prompts and the user will then be registered.

Scheduling a Pick-Up

Though it is not required to schedule a pick-up on-line we are encouraging you to do so. It is theeasiest and most efficient method of doing so. Go to the DHL website, www.dhl-usa.com, and logon with your User ID and Password. Select the Ship tab, and then select the Schedule a pick-upoption. Follow the prompts and fill in the information regarding when and where you want yourpackage picked up at and what kind of package you are sending. If you need assistance with theon-line site please contact the Purchasing/Accounts Payable Coordinator at ext. 6214 forassistance. After you have scheduled your pick-up you will receive a confirming e-mail alongwith a confirmation number that can be used to track your package.

You can also call 1-800-CALL-DHL (1-800-225-5345). The pick-up will be made at your deskso be sure to give the operator an accurate description of where you are located (i.e.: building androom number, department and contact name). Packages are NOT to be left at the Post Office orMailroom for pick-up. You must give the driver at least one hour to arrive to pick up yourpackage for delivery. Therefore make sure they are given enough notice before 4:30 or beforeyou leave for the day to enable them to pick up the package. We have been informed by DHLthat calls or on-line pick-up requests must be made before 4:00 pm in order to utilize the next dayoptions.

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Waybills

The waybill is the three-part form that acts as a shipping label. The top copy or Sender’s Copyacts as your receipt and the driver should leave this copy with you. A waybill must be filled outwith the correct account and shipping information. If the waybill is not properly filled out yourshipment will not be received and the University’s account will not be billed with our contractrates. The driver will not fill out the waybill for you.

With your DHL ID and Password you have the ability to print a waybill label from yourcomputer. After you have logged on, select the Ship tab and then select the Prepare a shipmentoption. You must fill in all the pertinent information regarding your package—such as who isshipping, where is it being shipped and what is being shipped. It will also ask you to fill in howyou want it shipped—next day, etc. You can also schedule a pick-up from this screen—thereforeafter you have printed your label you will not have to go back and schedule the pick-up either on-line or via the phone. The label will print out on 8.5 x 11 paper. The label can then be placed ina waybill pouch and the pouch can be adhered to your packaging envelope or box. The alternative is to fill out a blank waybill. The Purchasing Department keeps a minimumsupply of waybills. If you cannot come to the Purchasing Office, when you call for the pick-upindicate to the operator that you will need a waybill for this pick-up, and the driver will bring oneto you. In order to ensure that Marywood is billed with the correct discounted rates the waybillmust be filled out with the correct account number. Our account number is 233177892.

Please be aware that the information that you put on the waybill will not only assist in gettingyour package to the right destination, but will also assist the Fiscal Services Department inidentifying who shipped the package. The Sender information that you fill out will appear on theinvoice. Be as exact as possible in both the Sender and Ship to areas. On most of the waybills aBilling Reference box appears—for another identifying feature please fill in the budget numberthat will be charged for the delivery. This will also appear on the invoice.

Pre-printed waybills can be ordered for your department. To order pre-printed waybills with yourdepartment information—please call our DHL Representative, David Bazan. His phone numberis (281) 885-8749. His fax number is (281) 775-1440. You can also e-mail him atdavid.bazan@dhl.com. David handles all the DHL E & I Contracts. Therefore, it is best tocontact him directly instead of the 1-800 DHL main number. He will make sure that you receivewaybills with the correct account information so that Marywood is billed with the correct contractrates. If you are having any other problems with DHL regarding pick-ups, deliveries or any otherissues, please feel free to contact David. Or if you prefer you can also contact thePurchasing/Accounts Payable Coordinator at ext. 6214 and she will contact David with yourissue.

Ordering Supplies

All other DHL supplies, including non pre-printed waybills, express envelopes, padded envelopesand boxes, can be ordered on-line, using your DHL User ID and Password. Please do not callDavid Bazan with these requests. Nor should you contact the Marywood Post Office orMailroom. They do not stock DHL supplies. To order supplies select the Ship tab and then selectthe Order supplies option. If you plan on printing out your waybill labels you probably will wantto order the waybill pouches. They have an adhesive backing that can be adhered to the expressenvelopes and boxes, and then the printed waybill label can be placed in the waybill pouch.

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Other DHL On-Line Options

Some of the other on-line options available to the user are the ability to track your packages,obtain a shipping price quote, a DHL shipper address book, shipment history, and the ability torun a report showing all your DHL activity for a specified time period. If you need any helpaccessing any of these options, please contact the Purchasing/Accounts Payable Coordinator atext. 6214.

Other Express Shipping Options

Federal Express is another option for shipping express. They do charge us a $4.00 fee for eachpick-up they make on Campus. When you call for a pick-up make sure you tell the operator tocharge the Marywood University—Purchasing Account, #123749642. Call 1-800-GoFedEx (1-800-463-3339) to schedule a pick-up.

For Priority or Express Mail shipments through the US Postal Service please contact the CampusPost Office for directions on how to proceed. If you want to use UPS Overnight to ship yourpackage, please contact the Campus Bookstore for directions on how to proceed.

Invoice Payment

When either a DHL or Federal Express invoice is received by the Purchasing Department, theportion of the bill detailing your delivery or deliveries will be copied and forwarded to yourdepartment. Prepare a check requisition and forward it to the Purchasing Department. The checkrequisition must have the budget number that is to be charged and must be signed by the personauthorized to sign against the budget.

Personal Delivery Pick-Ups

If you want to use DHL or Federal Express to ship a personal package, the University accountsCANNOT be used. These rates have been negotiated specifically for the University and NOTfor individual usage. You can call either DHL or Federal Express to pick up a personal packagebut you must either use a personal credit card or have an individual, personal account with eitherof these companies.

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APPENDIX H

GENERAL PURCHASING CONSIDERATIONS:-PURCHASING DOCUMENTATION AND BIDDING-SOLE SOURCE PURCHASES

Information on what to consider when deciding on a vendor along with advice on what kind ofdocumentation should be kept regarding vendor price or cost analysis.

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GENERAL PURCHASING CONSIDERATIONS

All procurement or purchasing decisions require consideration of several key issues.They are Screening, Competition, and Cost or Price Analysis. A fourth issue—GovernmentalRegulations—is mainly applicable to Federal Grants and Contracts. Because this issue relatesmainly to purchases from restricted grant funds, it is discussed further in a separate section,Appendix K.

Screening. It is the responsibility of the person signing a purchase requisition that the items listedare necessary and that there are no similar items currently available on campus that could be usedin place of the purchase. Good business judgment is expected and it is assumed that screeningmay not be necessary for routine purchases. However, all computer hardware/software purchasesmust be initiated with and authorized by the MIS Department. The MIS Department will help thedepartment determine whether or not the item is necessary or if an existing piece of equipmentcan be used instead of purchasing new. Also, all office furnishings must be ordered through theHousekeeping/Maintenance Department. If you are in need of any type of furnishings such asdesks, chairs, bookshelves, filing cabinets, or tables—please confer with the Superintendent ofBuilding Services/Housekeeping first. It may be determined that the item can be built for thedepartment on Campus or there may be an acceptable piece of furniture in storage. If there areany questions or concerns on this matter please confer with the Purchasing Department beforeordering.

For procurements of equipment from grant funds, the signature of a grant director on apurchase requisition is considered certification that (1) the equipment being purchased isnecessary and that no other like equipment is available in the department for the project; and (2)the items being purchased are allowable under the terms of the grant. Federal regulations requirethe University to avoid purchasing unnecessary items from grant funds.

Competition. Since Competition is considered to be one of the most important determinants ofreasonable price, competitive purchasing is the preferred method of procurement at MarywoodUniversity. Sole source purchases should be exceptions and require special documentation.

Although the Purchasing Department does allow each department head to utilize vendorsof their own choice, it is presumed that he/she has contacted several vendors to compare price, thequality of goods, shipping costs, and also has ascertained whether or not the company will accepta University purchase order. The Purchasing Department does reserve the right to deny use of avendor if it can be determined that a better or more appropriate vendor can be utilized. Allvendors should be given the same product specifications/requirements in order for the pricequotations to be useful. "Brand name or equal" descriptions should only be used as a means todefine performance or other salient requirements. There are special considerations/approvalsrequired for brand name purchases from federal grant funds, for more clarification on this pleaserefer to the Governmental Regulations Section, Appendix F.

Cost or Price Analysis. Some form of cost or price analysis is required for all purchases. Pricequotations may be obtained in various ways. For some items telephone calls or advertisementsmay provide the price information. Other methods include catalogs—both on-line and thosereceived in the mail, publicly advertised market prices, written quotations from vendors,information provided by vendor representatives, or formal bids. Most purchases over $10,000require written bids and all purchases over $5,000 require documentation to be submitted withpurchase requisitions to verify that competitive quotations were reviewed. This is discussed in

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the following section, Purchasing Documentation & Bidding. For federal grant purchases alsorefer to the Competition Section in the Governmental Regulations Section—Appendix K.

Price analysis is the examination and evaluation of a quotation or bid for a specificproduct or service. Examination and evaluation of price consists of, but is not limited to, one or acombination of the following techniques:

1. Comparison of written or verbal price quotations from two or more qualified vendors.2. Comparison with established catalog or market prices.3. Comparison with price(s) of a recent purchase of a similar product of comparable quality.4. Evaluation of formal bids.

In addition to price analysis, a cost analysis may be appropriate in some cases. Thiswould include the consideration of shipping costs, installation charges, service and/or servicecosts, warranties, delivery times, training provided, etc.

Equipment purchases may include considerations of physical plant requirements thatshould be discussed with the Physical Plant department. Purchases of equipment should alsoinclude considerations of economy in operation, productivity, compatibility, qualitydependability, and energy efficiency, savings in time and labor costs, and durability.

PURCHASING DOCUMENTATION AND BIDDING

Documentation of price or cost analysis must be submitted to the Purchasing Office alongwith a purchase requisition for all purchases of $5,000 or more. Such documentation forpurchases of less than $5,000 should be kept in department files. The Purchasing Office mayrequest information from departmental files in situations it deems necessary.

Purchases of $10,000 or more must be supported by written bids or quotations received inresponse to written requests issued from the University.

Purchases of $25,000 or more require a formal bid process whereby sealed bids arerequired. The formal bid process must be coordinated through the office of the Vice President forBusiness Affairs. Whenever a low bidder or the lowest quotation is not selected, justification isrequired. Specific documentation is required for purchases from Federal Grant Funds as notedunder the Governmental Regulations Section, Appendix F.

SOLE SOURCE PURCHASES

It may be necessary to procure equipment or items from a single source. This should bethe exception rather than the normal rule. Such exceptions may evolve where the acquisition is:

1. Component parts for a major item being constructed.2. For items which must be compatible with existing equipment or systems and are

available only from the original manufacturer.3. For items available from only one source of supply, having specific features essential for

the completion of the task or project at hand.

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4. From a vendor that the University has negotiated contract prices with for a specifiedduration of time.

Justification on the requisition will include features requested which are essential for theuse intended that other manufacturers of like products do not have. Information as to why theitem is needed pertains to budget justification and is not acceptable for sole source.

Submission of sole source justification, brand name and other essential data, even thoughaccepted by Purchasing, does not negate the requirement to obtain pricing confirmation from thevendor, which may be in the form of a written bid.

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APPENDIX I

CODE OF ETHICS & CODE OF CONDUCT

All who participate in the purchasing process at Marywood are expected to conduct themselves ina courteous, ethical, and professional manner. To this end, all are expected to comply with theCode of Ethics and Code of Conduct that follow.

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CODE OF ETHICS

Marywood University endorses and observes the following Code of Ethics advocated bythe National Association of Educational Buyers (NAEB) in conducting all procurementtransactions.

1. Give first consideration to the objectives and policies of my institution.

2. Strive to obtain the maximum for each dollar of expenditure.

3. Decline personal gifts or gratuities.

4. Grant all competitive suppliers equal consideration insofar as state or federal statute andinstitutional policy permit.

5. Conduct business with potential and current suppliers in an atmosphere of good faith,devoid of intentional misrepresentation.

6. Demand honesty in sales representation whether offered through the medium of a verbalor written statement, an advertisement, or a sample of the product.

7. Receive consent of originator of proprietary ideas and designs before using them forcompetitive purchasing purposes.

8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlementof any controversy with a supplier; and/or be willing to submit any major controversies toarbitration or other third party review, insofar as the established policies of my institutionpermit.

9. Accord a prompt and courteous reception insofar as conditions permit to all who call onlegitimate business missions.

10. Cooperate with trade, industrial and professional associations, and with governmental andprivate agencies for the purposes of promoting and developing sound business methods.

11. Foster fair, ethical and legal trade practices.

(As found on the National Association of Educational Buyers (NAEB) website:www.naeb.org/code.htm)

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CODE OF CONDUCT

University officers and employees are not allowed to participate in his/her officialcapacity with respect to any procurement transaction between the University and a businessentity/vendor in which the officer or employee has a substantial interest. Specifically, "Noemployee, officer, or agent shall participate in the selection award, or administration of a contractsupported by Federal funds if a real or apparent conflict of interest would be involved. Such aconflict would arise when the employee, officer, or agent, any member of his or her immediatefamily, his or her partner, or an organization which employs or is about to employ any of theparties indicated herein, has a financial or other interest in the firm selected for an award." (Officeof Management and Budget Circular A-110—Appendix E)

It is the responsibility of employees, officers, and agents of the University to notify thePurchasing Office or the Vice President for Business Affairs of the existence of a substantialinterest which he/she has in any business entity/vendor which the officer or employee knows, orhas reason to believe, may submit a bid or sealed proposal for, or otherwise seek to enter into, aprocurement transaction with the University. Other agents/independent contractors engaged bythe University are also required to make a disclosure of any possible conflicts of interest. TheOfficer or employee of the University contracting with agents is responsible for obtaining thisinformation and submitting it to the Vice President of Business Affairs.

Ordinarily, the University does not enter into contracts for the purchase of goods andservices from outside business firms in which an officer, employee or agent of the University hasan interest as defined above. In unusual situations the University may make purchases with itsown funds from such firms if it is determined to be the most appropriate course of action afterconsidering all the usual criteria for purchasing decisions such as price, quality, service,necessity, etc., or in cases where it is determined that the interest of the employee or officer is notsubstantial. The President must approve such unusual purchases.

Such unusual purchases may not be made from Federal or State grant and/or contractfunds unless it is determined to be the most appropriate course of action after all establishedprocurement criteria are considered and the interest of the employee or officer is considered notto be substantial and provided the proposed transaction is approved in advance by the sponsoringagency. Before sponsoring agency approval is sought, the officer, employee or agent mustsubmit verification in writing that he/she has not participated in his/her official capacity in theprocurement transaction and that he/she has not and will not receive compensation (other than hisor her regular compensation from the University) as a result of, or in connection with theproposed purchase order or contract.

Officers, employees, and agents of the University shall neither solicit nor acceptgratuities, favors or anything of monetary value in connection with procurement transactionsfrom vendors, contractors or parties to agreements with the University. Unsolicited gifts ofnominal value may be accepted provided that they are reported to the immediate supervisor whois responsible for verifying that the gifts are of nominal value and are of the kind ordinarilydistributed to customers by vendors in the normal/accepted course of business. Examples of suchnominal gifts would include appointment books, calendars, key rings, etc.

Any officer, employee or agent of the University who violates the above standards ofconduct shall be subject to appropriate disciplinary action, including possible reimbursement ofmonetary amounts and/or possible termination of service.

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APPENDIX J

OMB CIRCULAR A-110

This appendix contains copies of the procurement sections of Office and Management ofBudget Circular A-110 that is referred to in several sections of the University’s Purchasing &Accounts Payable Handbook.

The requirements of this Circular are to be considered a general guide for purchasingfrom federal grant and contract funds in the absence of specific regulations issued by an awardingagency that are considered the agency's implementation of OMB A-110.

This appendix contains a copy of the actual Circular A-110 as issued by the Office ofManagement and Budget and a copy of the U.S. Department of Education Regulationsimplementing OMB A-110 for grants funded by the U.S. Department of Education. Copies ofother agency's implementation of OMB A-110 are usually provided to grant directors along withgrant agreements and copies of such are maintained in the Fiscal Services Office.

Please note that the copies of the regulations that follow are subject to revision from timeto time. Questions regarding applicability of regulations and the most current regulations forgrants and contracts should be addressed to the Fiscal Services Office.

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APPENDIX K

GOVERNMENTAL REGULATIONS

This Appendix details general procurement regulations applicable to Federal Grants andContracts that reference OMB A-110.

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GOVERNMENTAL REGULATIONS

Federal, state and local grants and contracts usually contain specific instructionsregarding laws, and regulations applicable to purchases from grant funds. Grant directors arerequired to be in full compliance with all such regulations contained in and/or referred to in grantor contract agreements.

This section outlines general procurement regulations applicable to Federal Grants andContracts that reference OMB A-110 (Office of Management & Budget Circular A-110). Theymust be observed for all procurements from federal funds unless a grant agreement or contractspecifically waives the requirement, or if permission for waiver of a requirement is received fromthe grantor or sponsoring agency. In many cases, an awarding agency will issue its own set ofregulations and state that they are its implementation of OMB Circular A-110. In such cases, theagency regulations should be followed, though they will probably be essentially the same as thosenoted below.

All questions regarding the applicability of these regulations or the possible waiver ofthem should be directed to the Director of Fiscal Services.

The primary resource for the information contained in this section is the Office ofManagement and Budget Circular A-110 (OMB A-110), and it is intended that the followingincorporate OMB A-110 procurement requirements into the purchasing policies and proceduresof the University. The following regulations (direct quotes in most cases) in addition to thegeneral purchasing policies and procedures of the University are to be followed for all federalgrant and contract purchases and, when appropriate, for purchases from state grant funds andother restricted funds.

Competition. All procurement transactions shall be conducted in a manner to provide, to themaximum extent practical, open and free competition. Consideration is to be given to possibleorganizational conflicts of interest as well as noncompetitive practices among contractors thatmay restrict or eliminate competition or otherwise restrain trade. In order to ensure objectivecontractor performance and eliminate unfair competitive advantage, contractors that develop ordraft specifications, requirements, statements of work, invitations for bids and/or requests forproposals shall be excluded from competing for such procurements.

Awards are to be made to the vendor or bidder whose bid or offer is responsive to thesolicitation and is most advantageous to the University; price, quality and other factorsconsidered. Solicitations shall clearly set forth all requirements that the bidder shall fulfill inorder for the bid or offer to be evaluated by the University. Any and all bids or offers may berejected when it is in the University’s interest to do so.

Screening. The screening process mentioned earlier also applies to purchases from grant funds.Grant directors are reminded that they are to avoid purchasing unnecessary items from grantfunds.

Cost and Price Analysis. Some form of cost or price analysis shall be made and documented inthe procurement files in connection with every procurement action. Price analysis may beaccomplished in various ways, including the comparison of price quotations submitted, marketprices and similar indicia, together with discounts. Cost analysis is the review and evaluation ofeach element of cost to determine reasonableness, whether or not it's allocable, and whether ornot it's allowable.

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Lease/Purchase Option. For all federal grants, where appropriate, an analysis is to be made ofthe lease and purchase alternatives to determine which would be the most economical andpractical procurement for the Federal Government. This consideration may also be appropriatefor equipment purchases from University funds also.

Requests for Quotations. Solicitation for goods and services should provide for all of thefollowing:

1. A clear and accurate description of the technical requirements for the material, product orservice to be procured. In competitive procurements, such a description shall not contain featuresthat unduly restrict competition.

2. Requirements that the bidder must fulfill and all other factors to be used in evaluating bids orproposals.

3. A description, whenever practicable, of technical requirements in terms of functions to beperformed or performance required, including the range of acceptable characteristics or minimumacceptable standards.

4. The specific features of "brand name or equal" descriptions that bidders are required to meetwhen such items are included in the solicitation.

5. The acceptance, to the extent practicable and economically feasible, of products and servicesdimensioned in the metric system of measurement.

6. Preference, to the extent practicable and economically feasible, for products and services thatconserve natural resources and protect the environment and are energy efficient.

Vendor Selection/Minority Suppliers. The University is committed to the principles ofAffirmative Action and shall endeavor to apply these principles in its purchasing with theobjective of fostering greater participation by, and the utilization of, small businesses, minority-owned firms, and women's business enterprises, whenever possible. All of the following stepsshall be taken to further this goal:

1. Ensure that small businesses, minority-owned firms, and women's business enterprises areused to the fullest extent practicable.

2. Make information on forthcoming opportunities available and arrange time frames forpurchases and contracts to encourage and facilitate participation by small businesses, minority-owned firms, and women's business enterprises.

3. Consider in the contract process whether firms competing for larger contracts intend tosubcontract with small businesses, minority-owned firms, and women's business enterprises.

4. Encourage contracting with consortiums of small businesses, minority-owned firms andwomen's business enterprises when a contract is too large for one of these firms to handleindividually.

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5. Use the services and assistance, as appropriate, of such organizations as the Small BusinessAdministration and the Department of Commerce's Minority Business Development Agency inthe solicitation and utilization of small businesses, minority-owned firms and women's businessenterprises.

Contracts shall be made only with responsible contractors who possess the potentialability to perform successfully under the terms and conditions of the proposed procurement.Consideration shall be given to such matters as contractor integrity, record of past performance,financial and technical resources or accessibility to other necessary resources. In certaincircumstances, contracts with certain parties are restricted by a grantor's implementation ofExecutive Orders 12549 and 12689, "Debarment and Suspension." The University may not makepurchases from vendors who are debarred or suspended from doing business on governmentcontracts.

Prior Review and Approvals. The University shall, on request, make available for a Federalawarding agency, pre-award review and procurement documents, such as requests for proposalsor invitations for bids, independent cost estimates, etc., when any of the following conditionsapply:

1. The University’s procurement procedures or operation fails to comply with the procurementstandards in the Federal awarding agency's implementation of Circular OMB A-110.

2. The procurement is expected to exceed the small purchase threshold fixed at 41 U.S.C. 403(11) (currently $25,000) and is to be awarded without competition or only one bid or offer isreceived in response to a solicitation.

3. The procurement, which is expected to exceed the small purchase threshold, specifies a "brandname" product.

4. The proposed award over the small purchase threshold is to be awarded to other than theapparent low bidder under sealed bid procurement.

5. A proposed contract modification changes the scope of a contract or increases the contractamount by more than the amount of the small purchase threshold.

Procurement Records. Procurement records and files for purchases in excess of the smallpurchase threshold of $25,000 shall include the following at a minimum: (a) basis for contractorselection,(b) justification for lack of competition when competitive bids or offers are not obtained, and (c)basis for award cost or price.

Procurement Instruments. The usual procurement instrument used by the University is anofficial Marywood University Purchase Order. Other procurement contracts/forms may beapproved from time to time as appropriate and as approved by the Vice President for BusinessAffairs. In no case may a "cost-plus-a-percentage-of cost" or "percentage of construction cost"methods of contracting be used.

Designated personnel in the Purchasing Office sign Purchase Orders. The Presidentordinarily signs contracts, or a Vice President or other persons specifically designated to signcontracts by the President or the Vice President for Business Affairs.

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Contract Administration. Whenever a contract or subcontract or similar agreement is enteredinto for a procurement to be charged to a federal grant or contract held by the University, thegrant director is responsible for monitoring and documenting contractor performance. Also, insome cases specific contract provisions may be required. The specific requirements for this areaare stated in Sections 47 and 48 and Appendix A of OMB A-110, which appear in Appendix A ofthis handbook.

U.S. Department of Education Grants. Special procurement regulations that may differ insome respects from those noted above may apply to grants from the U.S. Department ofEducation. Most procurement regulations for these grants appear in "Education DepartmentGeneral Administrative Regulations (EDGAR). Grant directors for such grants are reminded tocarefully examine regulations received with such grants and EDGAR. Assistance from the FiscalServices Office is available in this regard.

Other Grant & Contract Considerations. Grant Directors are responsible for determiningwhich of the provisions mentioned above are applicable to their particular grants. Some grantorssuch as the National Science Foundation, U.S. Department of Education, Air Force Office ofScientific Research, and other federal agencies issue specific guidelines implementing OMB A-110 regulations. An example of the U.S. Department of Education's implementation of theprocurement section of OMB A-110 is included in Appendix A. Such guidelines may requirevariations of the regulations mentioned above or specify other specific regulations. Questionsabout the applicability of regulations to specific grants and contracts should be discussed with theDirector of Fiscal Services, before a purchase transaction, if there is any doubt aboutapplicability.

11/20/08