PROCUREMENT (PURCHASING)

Our purpose is to support University departments by providing the goods and services necessary for educational, research and public service missions. To accomplish this mission, the Purchasing Office issues solicitations, maintains contracts and assists departments in all procurement matters. We welcome your comments and suggestions and look forward to working with you.

The Purchasing (Procurement) Office is responsible for conducting the purchasing function in a manner which results in obtaining the most efficient and effective use of university funds. Procurement policy shall be accomplished in accordance with ethical practices and applicable law.

To view posted procurement card transactions, visit South Carolina’s Controller General Monthly Charge Card Usage website.

Doing Business With FMU

Procurement Office, Stokes Administration Building, Room 102, East Palmetto Street, Florence, S.C.

8:30 a.m. to 5:00 p.m., Monday through Friday, with the exception of holidays. The Purchasing Office is closed on Fridays during the summer months.

If you have questions or wish to schedule a meeting with our staff, please give us a call: Phone: 843-661-1160     Office Fax: 843-661-1165

Competition:

The Procurement Office is required by law to obtain competition for purchase of supplies, equipment and services.  The S.C. Consolidated Procurement Code governs the expenditure of all funds regardless of source unless specifically exempted.  The Procurement Office will adhere to and abide by the Procurement Code and its implementing regulations.

Assistance From Vendors:

The Procurement Office or other University personnel may request vendor input, skills or expertise in researching a need for products or services, but State law requires that all vendors be given equal opportunity to compete for University business when that need is determined.  State law also strictly prohibits employees from accepting direct or indirect gifts, payments or any other object of value from vendors, even though the gesture may be honorable or a customary practice of the vendor.

Certification:

The Office of General Services of the Budget and Control Board has certified Francis Marion University to make direct purchases of up to $275,000 for goods/services; up to $175,000 for information technology and for construction; and up to $150,000 for consultant services.

Authority:

The Vice President for Business Affairs, Director of Purchasing, and designated procurement officers are the only persons authorized to bind Francis Marion University except as delegated under the purchasing card program.

A purchase order constitutes a contract binding the University and the supplier.

Taxes:

The University is not an exempt entity and is required to pay S.C. sales taxes.

Minority Business Enterprises:

The University supports efforts in assisting minority owned businesses to develop and promote balanced economic and community growth.  We encourage those businesses to contact either us or the Governor’s Office of Small and Minority Business Assistance in Columbia at (803) 734-0657 with any questions you may have concerning those efforts.

Planning for Your Purchase

Authorities:

All purchases must be made through the Purchasing Office.

It is important that departments properly plan their purchasing actions:

  • Purchase requisitions are forwarded to the Purchasing Office after completion.
  • Departments must allow for competition and purchase order processing time when establishing requirements.
  • Check enclosure requirements should take into consideration check write dates.
  • It is the responsibility of the Purchasing Office to originate, control, and analyze quotations, bids and proposals.
  • The department’s responsibility includes defining quality, quantity, specifications, delivery date requirements and all other pertinent information essential to proper purchase.
  • The requisitioning department should also suggest sources, when known, especially for unusual or unique items and may be called upon to assist the procurement officer in evaluating the quotes, bids or proposals received.

Coordination:

Departments are encouraged to coordinate with the Purchasing Office in advance of purchase requisition submission for complex high-value procurement actions.

We cannot overemphasize the need for departments to plan their needs well in advance and involve the Purchasing Office in the planning stage.

The University is required to utilize existing STATE CONTRACTS in certain instances. The state has contracts with select vendors to provide agencies with goods and services and information technology.

Goods and Services

https://procurement.sc.gov/agency/contracts/goods-and-services

Information Technology

https://procurement.sc.gov/agency/contracts/information-technology

Purchasing Policies and Procedures may be found on the main Policies and Procedures page

 

View Policies & Procedures  

Purchasing Card Program

All FMU Procurement Card expenditures are available for review on the State Comptroller General’s website.

P-Card Liaisons Now Required to Sign Monthly Statements

Departmental Liaisons Now Required to Sign Monthly Cardholder Statements

Page 6 of the Francis Marion University Purchasing Card Manual has been amended as follows:

The Department Liaison is responsible for:  Signing all cardholder monthly statements signifying review of cardholder statements and receipts.  This change makes the University’s policy consistent with the Materials Management Office South Carolina Purchasing Card Policy and Procedures.  This requirement goes into effect immediately.

P-Card and State Contract Purchases

The State establishes term contracts for specific goods and services for a specified time and for which it is mandatory that all governmental bodies procure their requirements for the goods and services during the term of the contracts.

Goods and services contracts are basically everything other than Information Technology related items. Information Technology contracts include computer peripherals, copiers, fax equipment, network equipment and software, pagers, personal computers, printers, and software.

When available, P-Card purchases for items on State Contract should be be bought from a vendor listed on the Materials Management Office State Contract website:

State Contract for Goods & Services

State Contract Information Technology

If you are offered goods or services at a price that is at least ten percent less than the term contract price for the same goods or services, please contact the Purchasing Office.

Please call the Office of Purchasing at 843-661-1160 for any questions regarding P-Card purchases of State Contract items.

P-Card Audits

Annually, the Purchasing Office in conjunction with the Accounting Office conducts procurement card audits of individual cardholders using the following criteria:

  1. A complete 3-year record of cardholder statements has been retained.
  2. All Cardholder Statements have corresponding receipts, or proof of purchase.
  3. Transactions appear to be for supplies or approved exceptions.
  4. Charges appear to be fair and reasonable.
  5. Transactions appear to be for official University purposes.
  6. Evidence of multiple transactions with a single vendor which evidence splitting purchases.
  7. Monthly Cardholder statements are approved (signed) by Liaison.
  8. Cardholders who are also Liaisons have statements approved by the direct supervisor.

The Purchasing Office asks that cardholders buy through State Contract when available.  Office Supplies and Toner are of particular note and should be bought through State Contract.  Please contact the Purchasing Office for details at 843-661-1160.

Purchasing Card Manual

The University participates in a procurement card program designed to manage low-dollar supply purchases. It is a purchasing tool which offers an alternative for purchasing supplies with a total value of $2,500 or less and will enable University employees to purchase commodities, by telephone, internet or in person, directly from vendors thus eliminating the need for incurring costs associated with low dollar purchase orders.

View the Purchasing Card Manual

Purchasing Card Policies Overview

Purchasing Card Use: The card works just like a personal credit card, except the university pays all charges in full. It is to be used only for the purchase of supplies, unless exceptions are specifically approved by the Program Administrator. Spending parameters for each card are set at $2,500 per transaction.

Card Set-up: Applicant completes a Card Application and submits it to his/her appropriate Department Head and Vice President for approval and completion. The application is then sent to the Program Administrator.

Cardholder Liability: The Purchasing Card is a corporate charge card and will not affect your personal credit. It is your responsibility to ensure that the card is used within stated guidelines of the Card Manual as well as University Policies and Procedures. Failure to comply with program guidelines may result in permanent revocation of the card, notification of the situation to management, and appropriate disciplinary action.

Allocation of Purchasing Card Charges to University Departments: A standard budget account is assigned to each purchasing card issued and all card transactions will be charged to that budget in the absence of notification otherwise.

Audit: The State Budget and Control Board – Materials Management Office will conduct procurement audits on a three-year rotational basis to include review of card use and maintenance. Additionally, there will be periodic departmental audits performed by the Program Administrator.

Lost, Misplaced or Stolen Purchasing Cards: Report any lost or stolen Purchasing Card immediately to Bank of America toll-free at 1-800-538-8788. Representatives are available to assist you 24 hours a day, 365 days a year. Be sure to notify your Department Liaison and the Program Administrator about lost or stolen cards at the first opportunity during normal business hours.

Parties Involved

Agency – Francis Marion University, which issues cards to approved employees and accepts liability for use.

Cardholder – an employee of the university approved by his/her department head to execute transactions on behalf of the university. Before receiving a card, the Cardholder must attend a training session and sign a Cardholder Agreement at card issuance. Signing this agreement indicates understanding of the program and intended compliance with all guidelines of this manual.

Card Issuer – Bank of America, contracted by the State of South Carolina to issue Purchasing Cards, to bill the university for all purchases, and to collect payment on behalf of the vendors.

Department Head – University official who approves requests for a Purchasing Card, delegates transaction authority to the Cardholder, and oversight / budgetary responsibilities to the Departmental Liaison.

Departmental Liaison – a departmental employee responsible for administrative review of cardholder activity, records retention, and budgetary oversight. Each Cardholder will be assigned a Liaison to be responsible for reviewing transactions of individual Departmental Cardholders to insure that transactions are appropriate.

Purchasing Card Program Administrator – the central coordinator who administers the card program for the university and acts as intermediary with the card issuer.

Vendor – the merchant from whom a Cardholder is making a purchase.

Cardholder Responsibilities

A Cardholder must adhere to the following:  Ensure the Purchasing Card is used only for legitimate business purposes and adhere to limits and restrictions of the Program Manual. Misuse of the card will subject the Cardholder to disciplinary action in accordance with University Policies and Procedures relating to disciplinary action, up to and including termination for cause.

The card should be maintained in a secure location with the account number carefully guarded. The only person entitled to use the card is the person whose name appears on the face of the card. The card may not be lent to another person for any reason. Use by anyone other than the approved cardholder is strictly prohibited.   The card is not transferable between Cardholders.

  1. The Cardholder must not split purchases or use another cardholders card to circumvent S.C. Consolidated Procurement Code competition requirements.
  2. The Cardholder must provide, when requested, information about any specific purchase.
  3. The Cardholder must adhere to all of the Purchasing Card policy and procedures.
  4. The Cardholder must insure that phone and Internet orders are properly identified for delivery.
  5. Purchasing Cards used for purchases pertaining to grant funds must be used in compliance with the grant. If not used in adherence, the principal investigator will be held responsible for reimbursement of unallowable purchase. Cards used for grants are issued specific to that grant and budget modifications will not be allowed.

Call Bank of America at 1-800-538-8788 immediately (24 hours a day, 365 days a year) to report lost or stolen cards. A Cardholder must also notify the Program Administrator of a lost or stolen card at the first opportunity.

Obtain all sales slips, register receipts, packing slips, or other related documentation and provide to Departmental Liaison for reconciliation and approval.  A Cardholder must also notify the Departmental Liaison if the budget account number should be changed on an individual transaction.

Return Purchasing Card to Departmental Liaison upon terminating employment with the university or transferring departments within the university. The Department Liaison will return the card to the Program Administrator.

Resolve disputes or billing errors directly with the vendor and prepare and submit the dispute form Appendix-A if the dispute cannot be satisfactorily resolved with the vendor.  The Cardholder and/or Department Liaison must also ensure that an appropriate credit for the reported disputed item(s) or billing error appears on a subsequent Cardholder statement. Under no circumstances should a Cardholder accept cash in lieu of a credit to the card account.

You must purchase items covered on State Contract whenever possible. A most common example of a State Contract item is personal computers. If you have questions concerning State Contract items, contact the Purchasing Office.

Cardholders are encouraged to survey the State of South Carolina Certified Small and Minority (OSMBA) vendor web site for the availability of goods and services prior to making each purchase.   www.oepp.sc.gov/osmba/directory.html

The Card allows for purchase of supplies less than $2,500.

A partial list of unallowable actions items are listed as follows:

  1. The card may not be used for personal purchases.
  2. The card may not be used to purchase alcoholic beverages or any substance, material, or service, which violates policy, law or regulation pertaining to the university.
  3. Registration, airline tickets, hotel fees, meals, car rentals or other travel related expenses.
  4. Services (repairs, consultants, temporary employment, freight/delivery charges, etc.)
  5. Advertising
  6. Maintenance or lease agreements
  7. Microwaves, refrigerators, or freezers unless specified for laboratory purchases
  8. Personal charges
  9. Entertainment and food, florists, etc
  10. “1099” reportable, classified as payment to an individual in the normal course of university business.
  11. Telephone or utilities charges.
  12. Gift Cards, stored value cards, calling cards, pre-paid cards and similar products.

Departmental Liaison Responsibilities

The Department Head must designate one or more Departmental Liaisons in his/her department. A Departmental Liaison may also be liaison for his/her own card, however, if the Departmental Liaison is also a Cardholder, the monthly statement of the liaison/cardholder must be reviewed and signed by the immediate supervisor. The Departmental Liaison must receive training before any individuals in the department receive a Purchasing Card. Responsibilities include:

  1. Collecting vendor receipts from Cardholders and reconciling statements.
  2. Signing all cardholder monthly statements signifying review of cardholder statements and receipts.
  3. Retaining all charge slips and receipts for audit by internal and external auditors.
  4. There must be corresponding documentation for each transaction on the monthly billing statement.
  5. Obtain the department head signature on the billing statement if a liaison/cardholder.
  6. Approving budget modifications of individual cardholder accounts by sending a completed PROCUREMENT CARD BUDGET MODIFICATION FORM Appendix-C to the Program Administrator prior to the 15th day of the month. Forms received after the 15th of each month cannot be processed. It is the responsibility of the Departmental liaison to retain documented approval for budget modifications outside their departmental budget authority.
  7. Identifying transactions requiring the submission of use tax by sending a completed VENDOR/TAX INFORMATION FORM Appendix-D to the Program Administrator prior to the 15th of each month.
  8. Attempting to resolve disputes with vendor and/or Bank of America not resolved by Cardholder.
  9. Notifying Card Administrator of any unresolved disputes, noting the reason for dispute.
  10. Notifying Card Administrator of lost or stolen cards or terminated employees.
  11. Notifying Card Administrator of additional/new department budget and description.
  12. Receipts relevant to federal grant funds must be maintained for 5 years (Policies & Procedures – Grants) and all other receipts for 3 years.

Program Administrator's Responsibilities

The Program Administrator is responsible for the overall card program. Responsibilities include:

  1. 1. University liaison with Bank of America.
  2. Utilizing software from Bank of America.
  3. Reviewing approved applications for completeness.
  4. Submitting completed application and receiving Purchasing Card from Bank of America.
  5. Issuing cards.
  6. Reviewing Bank of America invoice, approving, and submitting to Accounting for payment.
  7. Processing departmental budget charges and out-of state use taxes for submittal to Accounting.
  8. Reviewing usage of Purchasing Card data for appropriateness.
  9. Training Cardholders and Departmental Liaisons.
  10. Handling disputed charges/ discrepancies unresolved by the Liaison.
  11. Securing revoked or cancelled cards and submitting information to Bank of America.
  12. Performing periodic internal audit of the card program.
  13. Maintenance of all documentation concerning the program.

Staff

Paul J. MacDonald

Director of Purchasing
pmacdonald@fmarion.edu
843-661-1161

Thomas L. Beaty

Assistant Director
tbeaty@fmarion.edu
843-661-1164

Shayla Campbell

Purchasing Specialist
scampbell@fmarion.edu
843-661-1160