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Purchasing Procedure - Transition to ABSMC

Samuel Merritt University

Purchasing Procedure - Transition to ABSMC

Effective May 1, 2008

 

In addition to the transition of Human Resources services to Alta Bates Summit Medical Center (ABSMC), The University will transition Purchasing and Accounts Payable services effective May 1st, 2008. Please refer to the specific instructions below to obtain these services after the transition takes place.

 

Vendors

All vendors currently being used by Samuel Merritt University (SMU) will be used on a continuing basis (Segale Travel, Anda Press, etc.). The only change in the process will be on how to submit a Purchase Requisition to obtain a Purchase Order. Please follow the process below:

 

How to process a Purchase Requisition to obtain a Purchase Order number (P.O. #)

a) Complete the ABSMC purchase request online form via the link: http://www.samuelmerritt.edu/files/forms/purchase_req_form_online.pdf and obtain the proper approvals before submitting.

b) Fax the completed form to ABSMC Materials Management at 510-869-8252 with any attachments (if required, e.g., Segale travel itinerary) or put it in the proper drop box bin at the following locations:

a. 370 Hawthorne: Ground floor mailroom.

b. 3100 Summit: Mailroom on 3rd floor.

c. 435 Hawthorne: Ground floor mailroom, and

d. 450 30th: Mailroom on 2nd floor.

c) Purchase requisitions and packing slips will be picked up twice daily by ABSMC.

d) Confirmation of purchase order numbers will be provided by Lorraine Nelson of ABSMC's Materials Management Department. Lorraine can be reached at 510-869-8262.

e) When the merchandise is received, sign and date the packing slip and put it in the proper drop box bin (as noted above) to be picked up by ABSMC.

f) If a packing slip is not submitted timely, the department will be contacted by ABSMC to verify receipt of merchandise/services. NOTE - This action will delay the prompt processing of payments to the supplier.

g) Invoice is paid and the check is mailed by ABSMC.

Staples Office Supplies:

a) The current online ordering system will remain unchanged until further notice.

b) The approval of orders will authorize payment. Packing slips will not be required.

 

Merchandise and Routine Services:

a) Complete the ABSMC purchase request online form via the link: http://www.samuelmerritt.edu/files/forms/purchase_req_form_online.pdf and obtain the proper approvals before submitting.

b) Fax the form to ABSMC Materials Management at 510-869-8252 or put it in the proper drop box (at one of the locations listed above) to be picked up by ABSMC.

c) When the merchandise is received, sign and date the packing slip and put it in the proper drop box to be picked up by ABSMC.

d) If a packing slip is not submitted the department will be contacted by ABSMC to verify receipt of merchandise or services.

e) The invoice is paid and the check is mailed by ABSMC.

 

Capital Purchases:

a) Complete a Capital Expenditure Request (CER) or Project Expenditure Request (PER) form and obtain department and division approval. These procedures can be found online at the policies website.

b) Submit the form to Corine Harris to verify with the capital budget, obtain executive level approval, and assign the form a number.

c) Attach the numbered CER or PER to a properly approved purchase requisition and submit it to Corine Harris for coding and submission to ABSMC Capital Purchasing.

d) When the merchandise is received, sign and date the packing slip and submit it to Corine Harris to obtain the required number of inventory tags. Corine will forward the packing slip to ABSMC.

e) If a packing slip is not submitted the department will be contacted to verify receipt of merchandise or services.

f) The invoice is paid and the check is mailed by ABSMC.

 

Payables without a Purchase Requisition:

a) Payables may be initiated by a department, routed to departments by ABSMC, or come directly to departments from vendors.

b) Complete a check request and attach it to the invoice, order form, subscription, etc.

c) Obtain the proper approvals.

d) Put the check request in the proper drop box to be picked up by ABSMC.

e) The invoice is paid and the check is mailed by ABSMC.

 

Utilities:

a) Lillian Harvin will have signature authority for all utilities.

 

Recurring Rent:

a) Automatic payments will be set up with a start and end date and a fixed amount.

 

Payments to Employees: (Reimbursements)

- Expense Report

- Check Request

a) Submit a properly approved and documented check request to Corine Harris at SMU.

b) Corine Harris will review the check request and obtain executive level approval.

c) Payment will be bi-weekly via the payroll system.

 

 

Additional Information

a) As an internal control best practice, checks are mailed by ABSMC Accounts Payable with few exceptions.

b) Turnaround time for checks is 10 working days.

c) Checks are issued on Mondays and Thursdays after 10:30 am.

d) Requests for "Demand Checks" should be minimal to none.

e) All vendors are paid based on their credit terms.

f) The waiting period for stop payments is 10 working days.

g) Obtaining a Form W-9 to set up a new vendor is the responsibility of the person requesting payment.

h) Materials Management clears all open items at the end of 90 days.

i) Full signatures are required as approval on all documents; please do not use initials.

j) Check Request templates should be updated to read, "Company 215." This is required to distinguish the University's transactions from those of ABSMC. 

k) Student Reimbursements will be handled by ABSMC effective May 1st.  The check will be mailed promptly after processing.  It is imperative that you ensure that student addresses are current in the Power Campus system.

 

The following ABSMC staff will be providing coordination and assistance to you during the transition:

  • Purchasing: Jim Eaton - Assistant Director - Materials Management - 8262 or Dean Schumacher - Purchasing Supervisor - 8264.
  • Accounts Payable: Please call 510-869-8279. This is the main line at ABSMC; you will be directed to an alphabetical directory that will connect you to the appropriate person.