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HomeMy WebLinkAbout3. Purchasing Policy Handbook - Updated February 2018 1� ry of Oshkosh Purchasing Policy Handbook City of Oshkosh Purchasing Office Room 302 City Hall (920) 236-5100 General Services Division Administrative Services Department Adopted February, 2014. Updated January, 2016. Updated March, 2017. Updated February, 2018 1 Purchasing Policy Handbook Contents Foreword....................................................................3 Purchasing Division Code of Ethics..................................4 Ch. 12 Municipal Code Purchasing Ordinance Highlights......5 Purchases, Limits, Reporting & Approval Chart.................. 8 Purchasing Process & Timeframe Considerations................9 P-Card Policies & Procedures......................................... 12 Trip/Travel P-Card Policies & Procedures..........................20 Food and Beverage Purchases Policies & Procedures............23 Purchasing Frequently Asked Questions (FAQ).................. 27 PartingAdvice............................................................ 29 Purchasing Policy Acknowledgement...............................30 Purchasing Flowcharts and Purchasing Forms .....................31 Under $1,500 Purchases $1,500-$25,000 (non "public construction") Purchases $1,500-$25,000 ("public construction") Purchases above $25,000 Non-Requisition Purchases (Request for Check) P-Card Account Maintenance Application P-Card Application & Use Agreement P-Card Affidavit of Receipt P-Card Log Trip/Travel P-Card Application & Use Agreement Trip/Travel P-Card Log Food & Beverage Expense Summary Report Special Item Requisition Form 2 Purchasing Policy Handbook Foreword This Purchasing Policy Handbook is published under the authority of Chapter 12 of the City of Oshkosh Municipal Code and provides an overview of the City of Oshkosh's purchasing policies and procedures. While this handbook provides a general summary to major terms and concepts it is by no means comprehensive and should not be relied upon as a substitute for all the laws, codes and polices that govern the City's Purchasing Office. Purchasing's mission is to acquire commodities and services for the City in an effective, efficient and impartial manner. Specific objectives of this mission include a) ensuring fair and equitable treatment of all vendors and persons who deal with the procurement process; b) fostering public confidence in these purchasing procedures through the use of modern and professional business tools and c) securing the advantages and economies derived from a centralized and standardized purchasing system. All organizations—public and private—regard purchasing as a critical component in the effective acquisition of products and services needed to serve customers. Purchasing creates savings and improves efficiency by identifying the right process, product, price, quantity, quality and time and place of delivery. As always, we encourage you to direct any purchasing questions to the Purchasing Office at(920) 236-5100. 3 Purchasing Code of Ethics The City of Oshkosh Purchasing Office is a member of The National Institute of Governmental Purchasing (NIGP) and the Wisconsin Association for Public Procurement (WAPP). As such the conduct of Purchasing employees are committed to the following ethical principles: 1. Seeks or accepts a position as head (or employee) only when fully in accord with the professional principles applicable thereto and when confident of possessing the qualifications to serve under those principles to the advantage of the employing organization; 2. Believes in the dignity and worth of the services rendered by the organization and the social responsibilities assumed as a trusted public servant; 3. Is governed by the highest ideals of honor and integrity in all public and personal relationships in order to merit the respect and inspire the confidence of the organization and the public being served; 4. Believes personal aggrandizement or personal profit obtained through misuse of public or personal relationship is dishonest and not tolerable; 5. Identifies and eliminates participation of any individual in operational situations where a conflict of interest may be involved; 6. Believes that members of the Institute (Association) and its staff should at no time, or under any circumstances, accept directly or indirectly, gifts, gratuities or other things of value from suppliers, which might influence or appear to influence purchasing decisions; 7. Keeps the governmental organization informed, through appropriate channels, on problems and progress of applicable operations,by emphasizing the importance of the facts; 8. Resists encroachment on control of personnel in order to preserve integrity as a professional manager; 9. Handles all personnel matters on a merit basis and in compliance with applicable laws prohibiting discrimination in employment on the basis of politics, religion, color,national origin, disability, gender, age, pregnancy and other protected characteristics; 10. Seeks nor dispenses personal favors.Handles each administrative problem objectively and emphatically without discrimination; and 11. Subscribes to and supports the professional aims and objectives of the National Institute of Governmental Purchasing, Inc. 4 Chapter 12 Municipal Code Purchasing Ordinance Highlights • General Provisions Section (Section 12-8): ■ $1,500-$24,999 coordinate through the Purchasing Division ■ >$25,000 Council Approval required-exceptions must be specific and are limited ■ No serial purchases to avoid application of rules ■ Applies to all purchases regardless of source of funding ■ Authorizes multi-year and renewal agreements if included in original request (Initial terms of 3 years with up to 5 year maximum) ■ Change Orders(excluding professional services amendments) - ➢ Within Budget&<$25,000 &<15%= City Manager approval ➢ Over Budget or>$25,000 or>15%=Council approval ➢ Emergency or Necessity= City Manager approval, Report to Council if CO would otherwise require Council approval ■ Annual Report for Vendors or Service Providers with annual total aggregate payments of$300,000 or more (Finance will track) • "Public Works" Contracts o Statutory definition of public works§62.15 and§66.0901 Wis. Stats. - Includes construction,repair,remodeling, installation of fixtures or other improvement of a public work or building, or purchase of materials for these purposes. o $5,000-$25,000=Quotes (or bids if you so choose), Class I publication required o Class I publication requires one insertion in newspaper o >$25,000 =Bid, Class II publication required o Class II publication requires two insertions in paper, once each week for consecutive weeks and the last insertion shall be at least one week prior to the deadline for submittal o Council Approval if>$25,000 • Other than"Public Works"- Services,Materials, Supplies,Equipment o In General(Section 12-10) >$25,000 Bid (similar to but less stringent than statutory public works process) 5 • Process for Bids-invitation, publication,evaluation, recommendation to award, protest • Publication-not required to publish in newspaper • Criteria for evaluation • Tie bids • Protest procedure o $1,500 -$25,000-Competitive Quotations • Less formal process than bidding • Three quotes o <$1,500-No requirement for Competitive Quotes or Bidding • Purchasing Requirements in Certain Circumstances (Section 12-11 to 12-17) For certain types of purchases, obtaining bids or quotes may be impractical. Consult with the Purchasing Division prior to pursuing any of the following; however the following options may be available in appropriate circumstances: o Sole Source • No requirement to seek bids or quotations • >$25,000 council approval o Commodities (ex. Fuel) • No requirement to seek bids or quotations • No limitation-budgeted items • No Council approval • Generally competitively quoted,however, this provision gives flexibility if market conditions dictate a different approach o Used or Surplus Equipment • No requirement to seek bids or quotations • >$25,000 council approval o Emergency Purchases • No requirement to seek bids or quotations • No council approval, report to council o Cooperative Purchasing • No requirement to separately seek bids or quotations • <$25,000 City Manager Approval • $25,000-$75,000 Report to Council • >$75,000 Council Approval 6 o Professional Services • No requirement to seek bids or quotations . <$25,000 City Manager Approval • $25,000-$75,000 Report to Council • >$75,000 Council Approval • No limit on length of time for agreement or upon renewals • Amendments to Professional Services Agreements are not done by change order and so would follow these same rules 7 Purchases, Limits, Reporting & Approval Chart Purchase Limits and Process Report or Approval Required Purchases of <$1,500 no specific <$1,500 employee/supervisor approval Equipment, Materials, requirements for quotes $1,500 - $24,999 Purchasing solicits 3 quotes Supplies and $1,500 - $25,000 quotes >$25,000 Purchasing solicits bids, approved by Contractual Services >$25,000 bid Council Public Works Statutory <$25,000 Approved by City Manager Construction Projects $5,000-$25,000 Quotes, >$25,000 Approved by Council publication >$25,000 must be bid - statutory requirements of notice and publication Sole Source/ Does not require formal <$25,000 Purchasing reviews request, Standardization/ competitive bidding or forwards to CM for approval Compatibility quotation process >$25,000 Purchasing reviews request, forwards to CM for approval, approved by Council Commodities (fuel) Does not require formal Purchasing reviews request, forwards to CM competitive bidding or for approval quotation process Surplus Equipment Does not require formal <$25,000 Purchasing reviews request, competitive bidding or forwards to CM for approval quotation process >$25,000 Purchasing reviews request, forwards to CM for approval, approved by Council Emergency Does not require formal City Manager to Report to Council Purchases competitive bidding or quotation process Cooperative Does not require formal <$25,000 Purchasing reviews request, Purchasing competitive bidding or forwards to CM for approval quotation process to be $25,000 - $75,000 CM Report to Council done separately by City > $75,000 Approval by Council Professional Services Does not require formal <$25,000 Approved by City Manager competitive bidding or $25,000 - $75,000 Report to Council quotation process > $75,000 Approval by Council Change Orders No specific limits set for Within Budget & <$25,000 & <15% = City amounts of change Manager approval orders, limits set for Over Budget or >$25,000 or >15% = Council approval purposes approval Emergency or Necessity = City Manager approval + Report to Council per Code 8 Purchasing Process & Timeframe Considerations Sealed quotations General timeframes: 2-6 weeks ■ Receipt of request in Purchasing ■ Review and preparation of quote documents ■ Class I posting requirements ■ Solicitation: Vendors/DemandStar/advertising ■ Pre-qualification deadline ■ Quote deadline ■ Review and evaluation(insurance, references, etc.) ■ Bid tab/notify bidders ■ Approval ■ Contract administration ■ Requisition prep and submittal to Purchasing Bids General timeframes: 4-10 weeks ■ Receipt of request in Purchasing ■ Review and prep of bid documents (insurance requirements, prevailing wage,bid bond,etc.) ■ Class II posting requirements ■ Solicitation: Vendors/DemandStar/advertising ■ Pre-qualification deadline ■ Mandatory pre-bid walkthrough ■ Bid deadline ■ Review and evaluation (insurance, bid bond, references,etc. ■ Bid tab/notify bidders ■ Award Recommendation Memo (background, analysis,fiscal impact, recommendation) ■ Common Council consideration/award ■ Contract administration ■ Requisition prep and submittal to Purchasing Co-op Purchases General timeframes: 4-6 weeks ■ Receipt of request in Purchasing ■ Review of cooperative purchasing program and verification it is pursuant to a contract with another local, state or federal governmental unity or agency. ■ Verification of costs with contract vendor ■ Award<$25K: CM approval 9 ■ Award $25-$75K: CM approval via memo & filed under CM Report for Council agenda ■ Award >$75K: CM approval + Council resolution (background, analysis, fiscal impact, recommendation) ■ Contract Administration ■ Requisition prep and submittal to Purchasing Sole Source General timeframes: 3-6 weeks ■ Receipt of request in Purchasing ■ Review of sole source/standardization/compatibility justification ■ Solicitation ■ Review and evaluation(insurance,bid bond,etc.) ■ Award<$25K: CM approval ■ Award >$25K: CM approval + Council resolution (background, analysis, fiscal impact, recommendation) ■ Contract Administration ■ Requisition prep and submittal to Purchasing RFPs/RFIs/RFQs General timeframes: 8-10 weeks ■ Receipt of request in Purchasing ■ Request for Proposal, Request for Information, Request for Qualifications ■ Review and preparation of documents ■ Solicitation: Vendors/DemandStar/advertising ■ Pre-qualification deadline ■ Mandatory pre-bid walkthrough ■ Review and evaluation(insurance, references, etc.) ■ Creation of bid tab/notify bidders ■ Award<$25K: CM approval ■ Award $25-$75K: CM approval via memo & filed under CM Report for Council agenda ■ Award>$75K: CM approval+Council resolution (background, analysis, fiscal impact, recommendation) ■ Contract Administration Professional Services General timeframes: 4-6 weeks ■ Receipt of request in Purchasing ■ Review and preparation of solicitation document 10 ■ Solicitation: Vendors/DemandStar/advertising ■ Review&evaluation(insurance,references,etc.) ■ Award<$25K: CM approval ■ Award $25-$75K: CM approval via memo & filed under CM Report for Council agenda ■ Award>$75K: CM approval+Council resolution (background, analysis, fiscal impact, recommendation) ■ Contract Administration 11 P-Card Policies & Procedures INTRODUCTION The City of Oshkosh Purchasing Card (P-Card) Program is a tool for city employees to use to primarily make low-dollar purchases for official city business needs. Additionally, certain employee positions, due to the purchasing requirements of their duties, have been assigned larger per transaction and monthly limits. The P-Card is intended to streamline and simplify the Purchasing and Accounts Payable functions for these types of purchases. Implemented city-wide in 2002 the program has proven effective and efficient in making purchases within delegated purchasing authority. OVERVIEW The P-Card is: • Delegated purchasing authority granted by the Purchasing division to select City of Oshkosh employees; • Authorized for single/individual purchases according to the employee's approved spending tier limit; • Authorized for official city business use only; • Authorized for use with only certain merchant categories and commodities. The P-Card is not: • Intended to avoid or circumvent City of Oshkosh procurement or payment procedures; • For cardholder personal purchases or identification, under any circumstances; • A card to access cash, cash equivalents or an extension of credit. BENEFITS AND FEATURES Use of the P-Card will: • Reduce transaction costs, facilitate timely acquisition of materials and supplies, automate accounting and offer flexible controls to help ensure proper usage; • Provide a credit card product that features purchase limits and reports that can be viewed on a daily basis by the P-Card Program Administrator and the Finance department; • Block transactions at merchant categories not authorized for City of Oshkosh cardholders; • Allow for central coordination and control by the Purchasing division and central audit/payment by the Finance department. PROGRAM ADMINISTRATION AND OVERSIGHT The P-Card Program is overseen by the General Services Manager and is coordinated by the Senior Buyer who is assigned as the P-Card Program Administrator. 12 The General Services Manager/designee's responsibilities include: • Authorizing suppliers for the P-Card Program; • Authorizing changes to cardholder accounts and status within established P- Card policies and procedures; • Cancelling a card or a cardholder's privileges; • Monitoring compliance with P-Card policies and procedures; • Recommending and implementing changes to improve the system; • Conducting P-Card training; • Authorizing setting-up and issuing of all P-cards; • Authorizing and processing of changes to cardholder accounts and status within established P-Card policies and procedures; • Receiving, verifying and distributing P-Card electronic reports, • Serving as the primary contact for cardholder questions and acting as liaison to the City's P-Card Program Vendor for account inquiries, lost or stolen cards and to assist in any resolution of merchant disputes; • Acting as custodian of all P-Card program forms and related documentation. PROGRAM CONTROLS The P-Card Program has the following mechanisms to control the use of this purchasing process,including: • Credit Limit—The maximum amount that a cardholder is authorized to spend in any given billing cycle; • Single Purchase Limit—The maximum amount that a cardholder is authorized to spend on any single purchase; • Authorizations Per Day—The maximum number of transactions that a cardholder is authorized to make in any given day; • Transactions Per Cycle—The maximum number of transactions that a cardholder is authorized to make in any given billing cycle. • MCC controls—Merchant Category Codes that restrict card uses for only pre- approved merchants for city business needs. AUDITS To ensure success of this program, routine audits will be conducted of cardholder transactions by the Purchasing division and the Finance department. Audits will be conducted to review the following: • Card activity verifies proper P-Card procedures are being followed; • Purchase volume is reasonable; • The card is being used for authorized transactions; • P-Card logs have approved documentation and comply with all City of Oshkosh Purchasing Procedures. • All daily transaction activity reports can be viewed online 24/7 via the City's P- Card Program Vendor website. 13 • The Purchasing Division will perform an annual audit of all City P-Cards to ensure their monthly spend/usage is in accordance with their authorized purchasing tier. Any recommendations or changes for P-Cards will be shared with impacted departments before implementation. HOW TO OBTAIN A P-CARD To begin the process please contact P-Card Program Administrator (Senior Buyer) in the Purchasing Division(236-5100). P-Cards will be issued to permanent City employees who have been given authorization to purchase for the City. Temporary employees or volunteers are not eligible to participate in the program. The employee whose name appears on the card is the only individual who may use the card. Before a P-Card is issued employees must a) Sign a P- Card Application and Use Agreement Form acknowledging they understand the appropriate use of the card and repercussions if they violate the polices on the use of the card, and b) Receive training as established by the P-Card Program Administrator. Once training is complete a P-Card Account Maintenance Application must be completed and submitted for approval. After approval of these forms, a card will be issued in approximately 7-10 days. NOTE: any requests to change a cardholder's account information must be done by submitting additional P-Card Account Maintenance Application forms. A copy of the P-Card Application and Use Agreement will be given to the cardholder. New cards will automatically be issued before expiration date listed on card, unless the cardholder or their supervisor/department head withdraws approval or Purchasing withdraws the delegation. The use of the P-Card results in a City of Oshkosh liability;it is NOT a personal liability for the cardholder. The cardholder's credit rating will not be affected. Employees are reminded that the cardholder signs an agreement with the city prior to receiving the card and as such is responsible for any misuse of the card as outlined in this document. GUIDELINES FOR CARD USE The P-Card is to be used to purchase low dollar value supply items with the total of any purchase not to exceed the designated amount authorized. Note: Cardholders cannot "split" an order into two or more transactions to circumvent their single transaction limit. Examples of items that CAN be purchased with a P-Card: Books Hardware Supplies Office Supplies Laboratory Supplies 14 Computer Supplies Maintenance/Plumbing Supplies Electrical Supplies Grocery Stores/Supermarkets Emergency Repairs Subscriptions/Memberships FEDEX, UPS,USPS charges Video/Camera Supplies Film Developing Freight Charges Propane/Fuel NON TRIP AND TRAVEL Meals/food and non-alcoholic beverages* U-Haul Rentals Alarm/Security System/Maintenance Lease/Rentals NON TRIP AND TRAVEL Medical Supplies Examples of items that CANNOT be purchased with a P-Card: Alcoholic Beverages Legal Services Ammunition/Wea ons Motor Vehicles Cash Advances (ATM) Non-Business/Personal Items/Services Consulting Services Personal Computers Mandatory Contract Items Insurance Services, On-Site, that require insurance Temporary Expenses coverage Entertainment Temporary Help/Clerical/Labor Trip/Travel Expenses" Items charged to CIP funds/accounts *As long as such purchases are in accordance with the City's Food and Beverage Policy. **See the Trip/Travel P-Card Policies and Procedures within this handbook. CARDHOLDER LIMITS There are four P-Card spending tier limits: Tier 1 ($500 single purchase limit, $5,000 monthly purchase limit); Tier 2 ($1,500 single purchase limit, $10,000 monthly purchase limit); Tier 3 ($5,000 single purchase limit, $15,000 monthly purchase limit) and Tier 4 ($9,999 single purchase limit, $20,000 monthly purchase limit). Requests to modify single purchase or monthly purchase limits requires the appropriate approvals through the P-Card Account Maintenance Application process. Department heads may request changes to cardholder limits for P-Card employees by indicating so on their initial P-Card Account Maintenance Application, or by submitting a new application. This form requires justification for higher cardholder limits that will be evaluated on factors including the cardholder's purchasing history and the purchasing requirements of their position. The justification must be verified and approved by the P-Card Administrator and the General Services Manager before higher cardholder limits will be granted. Requests for Tier 3 or Tier 4 must also have City Manager approval. 15 P-Cards may be used for emergency purchases as defined in 12-14 of the Municipal Code. Any such emergency purchases over $5,000 must be reported to Purchasing on the next business day. Emergency purchases between$10,000-$24,999 can only be done by the Senior Buyer with approval from the City Manager. The City Manager (or his designee) may designate other employees to make emergency purchases between $10,000-$24,999 should the Senior Buyer not be available. P-CARD PURCHASING PROCEDURES All P-Card purchases must follow City of Oshkosh purchasing procedures. Accordingly, whenever making a P-Card purchase the cardholder is encouraged to check as many sources of supply as reasonable to assure best price and delivery. Where applicable, the Purchasing division will establish pricing agreements and identify preferred suppliers. P-Card Use Procedures: • Verify that the proposed purchase is in accordance with the P-Card policy and within your authorized P-Card spending tier limit. • Using best judgment, determine an appropriate vendor for the materials desired. IE: contact up to three vendors whenever possible and appropriate and hold in your records; • Provide the vendor with your P-Card number and expiration date or present the card; • Tell the vendor that the City is tax-exempt (forms/tax ID# is available in Purchasing); • If the material will be shipped or delivered, tell the vendor to enclose or mail a copy of the receipt/invoice with each shipment; • If the material is picked up, obtain the itemized receipt indicating the purchase price; • Receipts/invoices must be included as part of your weekly P-Card Log submitted to Purchasing. Please contact Purchasing if your receipts/invoices are not available. If the vendor doesn't accept credit cards: • Complete the transaction using the Tyler Munis requisition process. See the Munis end user in your area for assistance. • Choose another supplier. Maintaining the P-Card Log: • Retain all receipts and invoices and clearly mark all invoices as "Paid with P- Card." • Log each transaction; • Enter account number for each line item; 16 • Submit the P-Card Log with receipts to Purchasing weekly, no later than the following Monday, prior to week used. WEEKLY PAYMENT PROCEDURE • A weekly activity statement for each account is sent to the P-Card Administrator. • It is the responsibility of the employee assigned to the card to verify the correctness of the billing. • It is the responsibility of the employee, and their immediate supervisor/department head to verify and sign that all transactions on the P- Card log comply with City of Oshkosh purchasing procedures. • Forward the receipts and the P-Card log to the Purchasing division for review and signature by the P-Card Administrator. • NOTE: Failure to submit timely and accurate P-Card Logs will result in revocation of the P-Card. RETURNS,CREDITS AND DISPUTED ITEMS If you have any problem with a purchased item or a billing resulting from use of the P- Card, you should first try to reach a resolution with the supplier that provided the item. In most cases, disputes can be resolved directly between the cardholder and the supplier. • Obtain the receipt, if necessary, from the Purchasing division and request from the merchant that a credit be placed on your card account. If the item is shipped, keep a copy of the shipping form with your transaction log in case further follow-up is required. • Credits: The supplier should issue credit for any item that has been approved for return. The credit will appear on a subsequent statement. Any item purchased with the City's P-Card Program Vendor credit card that is returned must be returned for credit. Do not accept a refund in cash or check format. • Disputed Items: If you have a disputed charge and cannot reach resolution with the supplier please contact the Purchasing office. ACCOUNTING The City's P-Card Program Vendor's payment system is described as an individual bill/central payment system. Each cardholder receives a monthly account statement for information and reconciliation purpose only. In addition, a summary of all charges with supporting detail is provided to Accounting. Accounting makes one payment on behalf of all Cardholders. Expenditure transactions are processed through the City's accounting systems and posted to the various account numbers. CREDIT CARD SECURITY The P-Card is for business-related purchases only; personal charges are not to be made to the card. In accepting this card, employees understand that they are the only person 17 entitled to use the card and are responsible for all charges made against the card. Improper use of the card will be considered misappropriation of City funds, resulting in disciplinary action. Additional security precautions: • The P-Card should be treated with the highest level of security; • The P-card must not be given to another person. The only person authorized to use the P-Card is the person whose name is on the front of the card and who completed the P-Card Application and Use Agreement; • The P-Card account number should be guarded carefully. Do not post it or write it in any location that is accessible to others. WHAT IF THE CARDHOLDER LEAVES CITY OR TRANSFERS TO ANOTHER DEPARTMENT? When cardholders leave City employment or transfer to another department, they must return the P-Card to their supervisor who will return it to the P-Card Program Administrator to cancel the card. Returned P-Cards are not reissued to other employees for use. Before sending a canceled P-Card to the P-Card Program Administrator, cut the card in half. Supervisors may submit a new P-Card application for employees that transfer from another department. KEY CONTACT-WHO TO CALL The following resource people are available to provide assistance, answer questions, or help solve any problems that arise: Call P-Card Program Administrator (Senior Buyer) 236-5100: • To apply for a P-Card; • For questions about procedures and policies; • To replace damaged cards; • For assistance with suppliers; • For account inquiries; • For billing information; • If you do not receive your monthly statement; • To report a lost or stolen card CONVENIENCE FEES P-Card users should always inquire if any "convenience fees' will be charged for online purchases (e.g.- State of Wisconsin charges a $10 convenience fee for online purchases). In such cases where the vendor may accept other forms of payment (e.g. city check) please consider that option. P-CARD SLEEVE/HOLDER P-Cards are now issued within a clearly labeled City of Oshkosh P-Card sleeve/holder to reiterate the card is a City issued P-Card to be used only for City authorized purchases. 18 USING YOUR P-CARD FOR AMAZON PURCHASES P-Card users utilizing Amazon for City purchases may only do so via the City's Amazon Business (AB) account. All AB purchases require secondary Purchasing approval. P- Card users wishing to make AB purchases must contact Purchasing to be invited to the City's AB account. P-CARDS ARE TAX-EXEMPT P-Card users must indicate to all merchants before a P-Card transaction begins that the City of Oshkosh is tax exempt and must provide the City's tax-exempt certificate at checkout. (The City's tax-exempt certificates are available in the Purchasing Office). If tax is charged on the purchase the employee is responsible for resolving the tax charge and asking the vendor to credit back the P-Card. For online purchases, after the transaction is complete and if tax has been charged, P-Card users must contact the Customer Service Department of that merchant to resolve the issue (provide the City's tax-exempt certificate, credit the card back,etc.). See the P-Card Account Maintenance Application, the P-Card Application and Use Agreement, the P-card Affidavit of Receipt Form, the P-Card Log Form in the Purchasing Forms section at the end of this manual. 19 Trip/Travel P-Card Policies and Procedures INTRODUCTION Department heads may request the use of Trip/Travel P-cards for authorized employees for pre-approved trip/travel expenses for lodging, airfare, seminar/conference/training fees and when applicable, fuel purchases for fleet vehicles used during travel. No other travel charges (e.g. meals, tolls, parking) can be charged onto Trip/Travel P-Cards. Employees should pay for any other travel charges out of pocket during pre-approved travel and file for reimbursement upon their return through their Trip/Travel expense report. OVERVIEW All Trip/Travel P-Cards will be assigned a $2,500 card limit unless otherwise approved by the City Manager. Cards will only have credit limits when issued for travel by the Senior Buyer and will be zeroed out when not in use. Both the Police and Fire Department have a designated Travel Coordinator for managing the usage of Trip/Travel P-Cards for their employees. The Senior Buyer is assigned as the Travel Coordinator for managing all other employee usage of Trip/Travel P-Cards. Please note that the Trip/Travel P-cards are different cards than employee P-Cards and are only used temporarily for authorized Trip/Travel purchases. These cards are essentially "checked out" to employees while they are making pre-approved trip/travel arrangements and/or traveling and then "checked in" upon their return with all necessary receipts and associated P-Card log Listed below are the procedures for Trip/Travel P-Card Usage: 1. Requestor must complete a "Travel and/or Trip Request" form found on the City's intranet under the Finance section and secure all necessary signatures/approvals. 2. Requestor must submit a copy of the completed "Travel and/or Trip Request" form to the authorized Travel Coordinator who will have the employee sign the Trip/Travel P-Card Application Form and assign them a Trip/Travel P-Card. The Travel Coordinator will then notify the Senior Buyer of the card issuance and the Senior Buyer will assign the card the default credit limit. The Travel Coordinator can review with the employee their intended trip/travel arrangements and answer any questions on approved trip/travel purchases BEFORE any purchases are made. Employees will be notified when their Trip/Travel P-Cards are ready to be used for any purchases. 3. For registration/conference/trainingfees:ees: The employee charges the card for the necessary purchases and makes a copy of any purchase documentation/detailed 20 receipt. Employee completes Trip/Travel P-Card log, attaches all detailed receipts and submits it to the Travel Coordinator. All Trip/Travel P-Card logs must be submitted to Purchasing the Monday following any purchase. Employee returns Trip and Travel card to Travel Coordinator and the Senior Buyer zeros out the credit limit of the card. 4. For hotel and airfare reservations: The employee charges the card for the necessary hotel/airline reservations and makes a copy of any purchase documentation/detailed receipt. "Detailed Receipt" is defined as a receipt that lists all itemized billings of trip/travel expenses (e.g.- a hotel receipt should list all charges that may include lodging, room charges, etc.). Employee completes Trip/Travel P-Card log, attaches all receipts and submits it to the Travel Coordinator. All Trip/Travel P-Card logs must be submitted to Purchasing the Monday following any purchase. Employee keeps the card and takes the card while traveling for hotel and/or airline check-in verification purposes. The hotel will also need to be provided with the city's tax exempt certificate (available in Purchasing). Travel Coordinator and/or employee will verify if hotel requires a credit card authorization form completed for using the Trip/Travel P-Card. Most hotels will require city ID upon check-in, so employees should take their city ID when traveling. Upon their return, employee returns card to Travel Coordinator and if needed, completes another Trip/Travel P-Card log with any additional hotel/airline purchase documentation/receipts. Again any logs are due the Monday following any purchase. Senior Buyer zeros out the credit limit of the card. 5. For fuel purchases for fleet vehicles: The Travel Coordinator will provide the Trip/Travel P-Card to the employee a few days prior to their travel date. Employee charges the card for fuel for the fleet vehicle used for the approved travel. Employee saves all receipts of fuel purchases during the travel, and attaches them to the completed Trip/Travel P-card log upon their return. All Trip/Travel P-Card logs must be submitted to Purchasing the Monday following any purchase. Employee returns Trip and Travel P-Card to the Travel Coordinator. Senior Buyer zeros out the credit limit of the card. 6. The Travel Coordinators will review and approve all Trip and Travel P-Card logs to ensure they have attached all necessary receipts and paperwork. All logs are then forwarded to Purchasing for reconciliation. Once reconciled, the logs are then forwarded to Finance. Examples of Trip/Travel purchases that CAN be purchased with a Trip/Travel P-Card: Hotel/Motel Lodging Airfare Conference Registration/Fees Training Registration/Fees Fuel(for City fleet vehicles only) Rental Vehicles 21 Examples of Trip/Travel purchases that CANNOT be purchased with a Trip/Travel P- Card: Tolls or Parking Fees Taxis or Public Transportation Food or Beverage Hotel Charges (room service, movies) Entertainment Gratuity/Tips Fuel for personal vehicles USING YOUR TRIP/TRAVEL P-CARD FOR RENTAL VEHICLES When a rental vehicle is necessary for authorized City travel, users will follow these guidelines: • Indicate on their Authorized Travel Request Form that a rental vehicle will be required as part of their travel. • Select the least expensive rental vehicle required and/or available for their travel. • If the rental vehicle is being rented in Wisconsin,users will show the City's tax exempt certificate to the agency. • Take along one of the City insurance cards in the event of any insurance/accident issue while driving the rental vehicle. Insurance cards are available in the Purchasing office or in the Risk Management/Safety Office. Users will decline taking any rental vehicle insurance from the rental agency. • Save all detailed rental vehicle receipts for reconciliation upon return. • If the rental vehicle requires refueling, users should use the Trip/Travel P-Card at a gas station. While the P-Card is expected to be accepted at almost any gas station, if the merchant does not have a gas station merchant code the P-Card may be declined. If that occurs, and no other gas stations are available, the user should be prepared to use their own cash or credit card for the refueling and save all detailed receipts for reimbursement upon their return. • As of this printing the following rental vehicle companies will accept the City of Oshkosh Trip/Travel P-Card: Enterprise,Hertz, Thrifty Car Rental, Alamo, National, Budget, Dollar,Avis, Advantage and Payless. • As always, we recommend you contact the Purchase office prior to your trip to confirm these procedures or to answer any other questions. See the Trip/Travel P-Card Application and Use Agreement and related forms in the Purchasing Forms section. 22 Food & Beverage Purchases Policies & Procedures INTRODUCTION The City of Oshkosh recognizes that in the course of fulfilling its governmental responsibilities, in limited situations it is practical and appropriate to authorize the use of public funds for food and/or non-alcoholic beverage expenditures related to specific operational functions of the City. Food and beverage purchases can be made by employees and then reimbursed via petty cash (up to $20 with appropriate receipt/paperwork); requisitions, authorized City P-Card or Trip/Travel P-cards, seller invoices, or other charges. OVERVIEW Employees are encouraged to direct any questions on the Food and Beverage Policy to the Purchasing office prior to expenses being incurred. A Food and Beverage Expense Summary Report must be submitted with all receipts for food and beverage expenditures. The City of Oshkosh has determined that the following categories of City functions qualify for this policy provided such expenditures fall within departmental budgetary allocations, are reasonable for the function/amount of attendees and comply with City purchasing policies: APPROPRIATE FOOD AND BEVERAGE PURCHASES Official City Functions- Receptions, special events, recognition events and/or meetings where the Oshkosh Common Council, City, Department or Agency facilitates the function and where the provision of food and/or beverage items ensures meaningful and/or productive participation by attendees, promotes the availability and/or use of City resources or programs or coordinates planning activities among and between the public and private sectors. Examples under this category include the State of the City reception, council budget workshops/sessions, and public "meet & greet" events and/or "open house" events for city activities and programs. City of Oshkosh board/commission/committee meetings or their functions do not qualify under this category without pre-approval by the City Manager or designee. Volunteer Training, Recognition or other Functions- Training sessions or other meetings/events facilitated by City of Oshkosh departments or agencies for volunteers. Examples under this category include volunteer food/beverage for Seniors Center holiday tree decorating party, Veterans Day Luncheon prep and Fall Family Fun Fest prep. Volunteers with City of Oshkosh board/commission/committee meetings or their functions do not qualify under this category without pre-approval by the City Manager or designee. 23 Employee Training Recognition or other Functions- Training sessions, recognition programs or other meetings/events across departmental boundaries for which such functions are directly related to the performance of employees' official job duties and where the provision of food and/or beverage items sustains an uninterrupted flow of the function during a meal period. Examples under this category include employee training, annual employee recognition programs and specialized interview team sessions involving external participants. Regular staff meetings or "team-building" functions do not qualify under this category. Emergency Operations-Food and/or beverage expenditures for emergency operations as a result of a proclamation under Section 9-2 Declaration of Emergency and Emergency Powers and pursuant to Section 12-14 Emergency Purchases of the Oshkosh Municipal Code. ACCOUNTS TO BE CHARGED Expenses related to training functions should be charged to A/N# 6459. Expenses for all other functions noted above should be charged to A/N# 6589. FOOD AND BEVERAGE PURCHASES RELATED TO TRAVEL Food and beverage travel expenses related to official authorized City business is addressed the Employee Handbook. CITY IS TAX EXEMPT FOR FOOD AND BEVERAGE PURCHASES As a tax exempt entity the City does not pay tax on any purchases. Therefore, for all appropriate food and beverage purchases the seller should be provided with the official City of Oshkosh tax exempt certificate so that tax is not charged to the City. In the event tax is charged when using an authorized City P-Card or Trip/Travel P-Card, it is the responsibility of the P-Card or Trip/Travel P-Card user to work with the seller to correct the tax charge before P-Card or Trip/Travel P-Card logs are submitted to Purchasing. USE OF EMPLOYEE PERSONAL CREDIT CARDS FOR FOOD AND BEVERAGE PURCHASES Employees should be aware that if they utilize their own personal credit card for appropriate food and beverage purchases they cannot seek tax exemption using the official City of Oshkosh tax exempt certificate. In such cases the employee will be charged tax and cannot seek reimbursement from the City. To avoid this problem the City strongly recommends employees utilize a City authorized P-Card for approved purchases in accordance with the food and beverage policy. GRATUITY(TIP) AMOUNTS FOR FOOD AND BEVERAGE PURCHASES Per Section 313 (2) of the Employee Handbook please note that gratuity (tips) for food and beverage purchases (where applicable) cannot exceed 15% of the total cost. Any tip 24 amount difference beyond 15% will not be paid for by the City and the P-Card user will be responsible for reimbursing the City for the difference. USE OF EMPLOYEE PERSONAL CREDIT CARDS FOR TIP AMOUNTS Employees should be aware that if they utilize their own personal credit card for appropriate food and beverage purchases and a tip is applicable, as referenced in Section 313 (2) the City will not reimburse the employee for any tip amount beyond 15% of the total cost. LARGE GROUP GRATUITY CHARGES The City recognizes that some sellers charge a minimum "large group" gratuity that exceeds the 15% maximum rate the City has established. Employees are required to explore any such issues prior to the food and beverage purchase being made, and to notify Purchasing in advance so that alternate allowances may be explored. PUBLIC FUNDS NOT BE USED FOR EMPLOYEE WORK NEEDS The use of public funds for food and/or beverage expenditures for employee common daily work needs (e.g. coffee, water, food items) or similarly related small appliances (e.g. coffee makers, microwaves, refrigerators) are not appropriate, cannot be reimbursed with public funds, and as such should be purchased through pooled employee contributions. FOOD AND BEVERAGE PURCHASING OPTIONS AND REMINDERS Using Employee Personal Funds (Cash/Check/Credit Card up to$20) Employee must verify in advance with City will reimburse purchases up to$20 supervisor and/or Purchasing if purchase via office petty cash with appropriate in accordance with Food& Beverage receipts. Policy. If gratuity is applicable, gratuity amount Employee cannot use tax exempt City cannot exceed 15% of total cost. City will certification when making purchases not reimburse for any gratuity beyond using personal funds. City will not 15%. reimburse for any tax charges incurred from using personal funds. A Food and Beverage Expense Summary Report must accompany P-Card log/receipts submittal. Using Employee Personal Funds (Cash/Check/Credit Card above$20) Employee must verify in advance with City will reimburse purchases above$20 supervisor and/or Purchasing if purchase via multi-purpose voucher or a requisition in accordance with Food&Beverage in next available check run. See 25 Policy. Purchasing for more details. If gratuity is applicable, gratuity amount Employee cannot use tax exempt City cannot exceed 15% of total cost. City will certification when making purchases not reimburse for any gratuity beyond using personal funds. City will not 15%. reimburse for any tax charges incurred from using personal funds. A Food and Beverage Expense Summary Report must accompany P-Card log/receipts submittal. Using a City P-Card: P-Card user must verify in advance with Seller must be provided with official City supervisor and/or Purchasing if purchase tax exempt certificate prior to purchase so in accordance with Food&Beverage no tax is charged. Policy. If gratuity is applicable, gratuity amount A Food and Beverage Expense Summary cannot exceed 15% of total cost. P-Card Report must accompany P-Card user should verify in advance if seller has log/receipts submittal. any "large group" gratuity charges and if they exceed 15% City maximum,notify Purchasing. EXCEPTIONS TO THIS POLICY The City Manager may consider and authorize exceptions to this policy, provided such requests (with reasons) are submitted prior to the events to Purchasing to initiate the approval. See the Food and Beverage Expense Summary Form in the Purchasing Forms section. 26 Purchasing Frequently Asked Questions 1. Question: What is an"Authorized Purchaser?" Answer: An employee that has been granted purchasing authority by their supervisor and the Purchasing Division. Your employee ID will indicate if you are designated as an authorized purchaser. The level of this purchasing authority varies depending upon position duties and other factors (e.g.-P-Card tier limits). 2. Question: Am I required to secure more than one quote if the purchase is under $1,500? Answer: No-purchases under$1,500 only require one quote. 3. Question: How does Purchasing provide public notice for bid or quote opportunities for vendors? Answer: Purchasing utilizes Onvia DemandStar to post public notice of any quote or bid opportunities. Onvia DemandStar is free, online vendor registration system that allows vendors to register their business with the City of Oshkosh. Once registered with Onvia DemandStar, vendors are notified of any quote or bid opportunities that correspond to their respective business commodity code. In addition, state statutes may also require Class I or Class II publications for quotes or bids. Please contact Purchasing for any questions on public notices. 4. Question: After securing a quote or bid for a requisition, where should vendors send the invoice? Answer: Any invoices should be sent to City of Oshkosh, A/P, P.O. Box 1130, Oshkosh, WI 54903-1130. 5. Question: Can I use my P-card for airfare, lodging or conferences/registration fees for City authorized business? Answer: No. Employee P-Cards cannot be used for trip/travel. Departments have three options for coordinating travel, conference or training purchases for City authorized business: 1) complete a multi-purpose voucher to request a check for these costs; 2) charge the items on their personal credit card and submit them for reimbursement on their travel expense report; or 3) request use of a Trip/Travel P-Card via the Senior Buyer (see more about the Trip/Travel P-Cards within the Purchasing Card Program Policies and Procedures). Police and Fire Department Trip/Travel can be coordinated through their respective Trip/Travel Coordinators. 6. Question: What are the most frequent errors on P-Cards logs, and how can I avoid them? 27 Answer: The most frequent errors made by P-Card users when processing their weekly P-Card logs are: • Incomplete or missing signatures, • Wrong account numbers assigned to purchases, • Not having corresponding invoices from purchases or confirmation of purchase (e.g.- an online order confirmation). Repeated errors on P-Card logs may lead to termination of P-Card privileges. 7. Question: Why is my P-Card being denied at the point of purchase? Answer: In most cases when a P-Card is being denied it is a result of one of the following: • The expiration date being given to the vendor is incorrect, • The P-Card tier limit (maximum single purchase or monthly purchases) have been exceeded, • The vendor's merchant category code (MCC) for the purchase does not correspond with the City's MCC, • The vendor has been provided an incorrect billing address (all addresses for P- Card billing are P-Card holder name,P.O. Box 1130, Oshkosh, WI 54903-1130). 8. Question: If I'm asked to purchase food and beverage for a meeting or function, where should I start? Answer: Begin by reviewing the Food and Beverage policy within this handbook. If it the first time you are making a food and beverage purchase, we suggest you contact Purchasing so we can walk you through the proper procedures. 28 Parting Advice Parting Advice from Purchasing 1. Purchase it right the first time. Dori t take chances on making incorrect decisions with your purchasing decisions. Before you begin your purchasing process contact the Purchasing Office to verify that you're on the right track. In many cases we can help you save time and/or money. 2. Perception matters. The public has a great interest in local purchasing activities. Avoid any appearance of impropriety that may place doubt in the integrity of a purchasing activity. 3. Beware of vendors bearing gifts. Do not accept gifts or gratuities from vendors. 4. Let us do our job. Do not communicate with interested vendors while a bid, quote or other purchasing activity is in process. Instead, refer all questions to the Purchasing Office. Wait until the purchase has been finalized (including any potential protests or appeals)before communicating with vendors. 5. Work with us. Help create and support a culture within the City for purchasing activities based upon competition, consistency,integrity and openness. 29 Purchasing Policy Handbook Acknowledgement I hereby acknowledge receipt of the Purchasing Policy Handbook for the City of Oshkosh. I hereby certify that I have read and understand these policies and procedures. I also understand violation of these policies and procedures may result in revocation of my purchasing authority including P-Card use and/or disciplinary action. I acknowledge my responsibility for adhering to them in all respects. Employee Name: (Print) Employee Signature: Dated this day of 20 30 PURCHASING FLOWCHARTS: Under $1,500 Purchases $1,500-$25,000 (non "public construction") Purchases $1,500-$25,000 ("public construction") Purchases above $25,000 Non-Requisition Purchases (Request for Check) PURCHASING FORMS: P-Card Application & Use Agreement P-Card Account Maintenance Application P-Card Affidavit of Receipt P-Card Log Trip/Travel P-Card Application & Use Agreement Trip/Travel P-Card Log Food & Beverage Expense Summary Report Special Item Requisition 31 Purchases Under $1,500 Department's Authorized Purchaser contacts vendor of choice. Note: Prior to contacting vendors Authorized Purchasers should check with Purchasing for any vendor contracts, discounts and/or other available resources that may be applicable to the purchase. Requisitioner completes requisition in Munis(see the City of Oshkosh Tyler Munis User Guide: Purchasing). Will vendor accept P-Card NO Requisitioner must enter valid vendor for the purchase? email address where P.O. will be emailed. When done creating requisi- YES tion, click RELEASE for approval. Requi- sition then enters P.O. Approval Work- Will purchase amount be within the P- NO flow. Card limits of the Authorized Purchaser? (See P-Card Policies for details). YES After any applicable approvals are com- pleted, Purchasing receives email of the requisition, verifies G/L account and ap- Department Authorized Purchaser proves or rejects P.O. If approved, Pur- chasing will forward P.O. to vendor email address and Requisitioner receives notifi- cation that P.O. was approved. If P.O. is Department collects purchase receipt rejected, see the City of Oshkosh's Tyler Munis User Guide: Purchasing. and/or invoice marked "paid", attaches to P-Card Log and submits to Purchasing. AFTER goods or services are received, Requisitioner receives against P.O. and Purchasing verifies P-Card Log G/L attaches packing slip in Munis (if applica- ble). Any notes regarding the items can account # and signature, and be placed in the description box. submits report to Accounting. Purchase is then complete. Department verifies goods or services are received. Department should forward any delivery, billing, quality control or service issues to Purchasing to resolve with vendors. Purchases $1,500-$25,000 (non ""public construction" project) Purchasing works with Department to solicit 3 quotations from vendors for goods or services. Quote may also posted on DemandStar. Quotations may include insurance and/or contract requirements. Purchasing reviews quotes and ensures all specifications/requirements are met. Purchasing and Department reviews all compliant quotes and selects vendor. Requisitioner completes requisition in Munis(see the City of Oshkosh Tyler Munis User Guide: Purchasing). Can Department's Authorized Purchaser's P-Card Requisitioner must enter valid vendor tier limit allow for purchase amount and will vendor NO email address where P.O. will be accept P-Card? (See P-Card Policies for details). emailed. When done creating requisi- tion, click RELEASE for approval. Requi- YES sition then enters P.O. Approval Work- Department Authorized Purchaser flow. uses P-Card to make purchase. After any applicable approvals are completed, Pur- Department collects purchase receipt and/or chasing receives email of the requisition, verifies G/ invoice marked "paid", gathers all three quotes and L account and approves or rejects P.O. If ap- proved, Purchasing will forward P.O. to vendor attaches to P-Card Log and submits to Purchasing. email address and Requisitioner receives notifica- tion that P.O. was approved. If P.O. is rejected, see the City of Oshkosh's Tyler Munis User Guide: Purchasing verifies P-Card Log G/L account # and signature, and submits report to Accounting. If applicable, Purchasing coordinates contract agreement with vendor. Department verifies goods or services are received. AFTER goods or services are received, Requisition- er receives against P.O. and attaches packing slip in Munis (if applicable). Any notes regarding the items can be placed in the description box. Purchase is then complete. Department should forward any delivery, billing, quality control or service issues to Purchasing to resolve with vendors. Purchases $1,500-$25,000 (""public construction" project) Is the purchase a"public construction" project? Wisconsin State Statutory definition of public construction includes NO go to construction, repair, remodeling, installation of fixtures or other Purchases Improvement ofa public work or building, or purchase of $1,500-$25,000 materials for these purposes(62.15&66.0 N). YES For purchases between $1,500-$5,000 For purchases between $5,000-$25,000 Purchasing works with Department to solicit 3 Purchasing works with Department to solicit 3 quotations from vendors for goods or services. quotations from vendors for goods or services. Quote is also posted on DemandStar. Quote is posted as a Class I publication and also posted on DemandStar. Quotations may include insurance and/or contract requirements. Purchasing reviews quotes and ensures all specifi- cations are met. Purchasing and Department reviews all compliant quotes and selects vendor. Purchasing reviews quotes and ensures all specifications/requirements are met. Purchasing and Department reviews all compliant quotes and Can Department's Authorized Purchaser's P-Card selects vendor. tier limit allow for purchase amount and will vendor NO accept P-Card? (See P-Card Policies for details). Requisitioner completes requisition YES in Munis (see the City of Oshkosh Tyler Munis User Department Authorized Purchaser Guide: Purchasing). Requisitioner must enter uses P-Card to make purchase. valid vendor email address where P.O. will be emailed. When done creating requisition, click RELEASE for approval. Requisition then enters P.O. Approval Workflow. Department collects purchase receipt and/or invoice marked "paid", gathers all three quotes and attaches to P-Card Log and submits to Purchasing. After any applicable approvals are completed, Pur- chasing receives email of the requisition, verifies G/L account and approves or rejects P.O. If ap- Purchasing verifies P-Card Log G/L account # and proved, Purchasing will forward P.O. to vendor signature, and submits report to Accounting. email address and Requisitioner receives notifica- tion that P.O. was approved. If applicable, Pur- chasing coordinates contract agreement with ven- dor. If P.O. is rejected, see the City of Oshkosh's Department verifies goods or services are received. Tyler Munis User Guide: Purchasing. AFTER goods or services are received, Requisition- er receives against P.O. and attaches packing slip in Munis (if applicable). Any notes regarding the items can be placed in the description box. Purchase is then complete. Department should forward any delivery, billing, quality control or service issues to Purchasing to resolve with vendors. Purchases Above $25,000 Purchasing works with Department to create bid specifications from vendors for goods or services. Bid specs may include insurance requirements, bid and/ or performance bond requirements, contract documents or other requirements. Bids are required to be sealed and delivered to the City Clerk's Office at a set date and time. Is the purchase a"public construction"project? Wisconsin State Statutory definition of public construction includes construction, re- NO Bid is posted on pair, remodeling, installation of fixtures or other improvement of public work or DemandStar. building, or purchase of materials for these purposes(62.15&66.0901). YES Bid is posted as a Class II publication and also posted on DemandStar. Purchasing opens bids and lists all compliant bids on the bid tabulation. Purchasing and Department reviews bids and makes recommendation for award. After approval by City Manager bid award memo is then placed on council agenda for council consideration and approval. If a contract is required Purchasing will coordinate contract agreement with vendor. Contract will include bid specifications, vendor proposal, and any insurance, bid/performance bond requirements or other documentation. Once contracts are signed by both vendor and City, Purchasing forwards one original to vendor and the other original (with all associated bid/performance bond documentation and insurance requirements) to the City Clerk's Office. Requisitioner completes requisition in Munis (see the City of Oshkosh Tyler Munis User Guide: Purchas- ing). Requisitioner must enter valid vendor email address where P.O. will be emailed. When done creat- ing requisition, click RELEASE for approval. Requisition then enters P.O. Approval Workflow. After any applicable approvals are completed, Purchasing receives email of the requisition, verifies G/L account and approves or rejects P.O. If approved, Purchasing will forward P.O. to vendor email address and Requisitioner receives notification that P.O. was approved. If applicable, Purchasing coordinates contract agreement with vendor. If P.O. is rejected, see the City of Oshkosh's Tyler Munis User Guide: Purchasing. AFTER goods or services are received, Requisitioner receives against P.O. and attaches packing slip in Munis (if applicable). Any notes regarding the items can be placed in the description box. Purchase is then complete. Department should forward any delivery, billing, quality control or service issues to Purchasing to resolve with vendors. Non-Requisition Purchases (Request for Check) Exemptions to Requisitions: ♦ Purchases for repairs, service repairs or professional services within the 6400 series that require immediate attention or when quantities and/or total cost cannot be determined prior to issuance of a requisition (e.g.— HVAC/plumbing/roofing repairs, mechanical repairs, legal fees, etc.); ♦ Purchases for services when quantities and/or total prices cannot be determined prior and do not have fixed contract pricing (e.g.—advertising, landfill fees, copier rentals, vehicle registration, waste management, drug screenings, travel/mileage, Digger's Hotline, postage, special services, notaries, etc). ♦ Purchases for equipment to be installed by City staff in emergency situations that if not addressed immediately, would negatively impact the provision of municipal services (e.g.—Wastewater/Water Filtration/Water Distribution operations, Street/Sanitation operations, Public Safety operations, etc.). Will vendor accept P-Card NO DIRECT CHECK PROCESS: for the purchase? Accounting receives invoice from vendor. Accounting verifies purchase could not be YES processed as a requisition. If so, Accounting then forwards a copy of the invoice to the end- Will purchase amount be within the P- NO user. Card limits of the Authorized Purchaser? (See P-Card Policies for details). End user initiates"Request for Check"option YES within Munis, attaching the invoice and any de- tails to the request. When complete, end user Department Authorized Purchaser releases request into the work flow approval uses P-Card to make purchase. process. Department collects purchase receipt The request is forwarded to gain necessary and/or invoice marked paid , attaches approvals from supervisor and then Accounting. to P-Card Log and submits to Purchasing. After approval by Accounting, a check is processed for payment. Purchasing verifies P-Card Log G/L account # and signature, and submits report to Accounting. Department verifies goods or services are received. Department should forward any delivery, billing, quality control or service issues to Purchasing to resolve with vendors. City of Oshkosh Purchasing Card Account Maintenance Application [ ] New Card [ ] Request for Change [ ] Delete/Close Cardholder Account #: - - - - -- - -- - - -- - - - -- - Company Name: City of Oshkosh Federal Employee ID# Cardholder Name (24 characters) Date of Birth Name Line 2 (24 characters) Password: Address Line 1 (35 characters) PO Box 1130 Work Phone Address Line 2 (35 characters) Holly A Maarady (920) 236-5100 City(23 characters) Oshkosh State WI Zip 54903-1130 P-Card Spending Limit Tiers Tier 1 Tier 2 [ ] Tier 3* [ ] Tier 4* [ Single Purchase Limit: $500 $1,500 $5,000 $9,999 Monthly Purchase Limit: $5,000 $10,000 $15,000 $20,000 Unless otherwise requested P-Card limits will be assigned at Tier 1. If other Tier limits are requested (i.e. based up- on position duties/requirements, etc.) please explain here or attach support material: *Requests for Tier 3 or Tier 4 must also have support material and City Manager approval. For emergency purchas- es (as defined in Section 12-14 of the Municipal Code), Tier 4 users may use the P-Card for single transaction pur- chases up to $9,999. Any such emergency purchases must be reported to Purchasing the next day business day. Submitted by: Signature: Date: Supervisor: Signature: Date: Dept. Head: Signature: Date: Office and Bank Use Only: Single Purchase Limit: Credit Limit: MCC Group: Authorizations Per Day: Transactions Per Cycle: Include or Exclude (circle one) Account Number: - - - — — —— Signature Verified: Date: P-Card Program Administrator Date: General Services Manager Date: (if Tier 3 or Tier 4 is being requested) City Manager Date: City of Oshkosh Purchasing Card Application and Use Agreement By participating in the City of Oshkosh Purchasing Card (P-Card) Program as a Cardholder, you assume respon- sibilities pertaining to the operation and administration of the P-Card Program. These responsibilities include but are not limited to the following: 1. All purchases made with the City of Oshkosh P-Card must comply with the City of Oshkosh Purchasing Poli- cies and Procedures and the P-Card Program Policies and Procedures Manual. 2. The P-Card is to be used for City business expenditures only. The P-Card MAY NOT be used for any per- sonal purchases, business entertainment purposes, travel expenses or cash transactions. 3. The P-Card will be issued in your name. By accepting the Card, you assume responsibility for the Card and will be responsible for all charges made with the Card. The Card is not transferable and may not be used by anyone other than you, the Cardholder. 4. The P-Card must be maintained with the highest level of security. If the Card is lost or stolen, or if you sus- pect the Card or Account Number has been compromised, you agree to immediately notify the City P-Card Program Administrator(236-5100). 5. All charges will be billed and paid directly by the City of Oshkosh. For each billing period, you are responsible for documenting and verifying all P-Card purchases in your weekly P-Card log. 6. Cardholder Accounts are subject to periodic internal control review and audits designed to protect the inter- ests of the City. By accepting the Card, you agree to comply with these reviews and audits. 7. Parameters and procedures related to the P-Card Program may be updated or changed at any time. The City will promptly notify you of these changes. 8. Non-adherence to any of the above procedures will result in revocation of individual cardholder privileges, revocation of the P-Card and potential discipline up to and including discharge. If the misuse involves per- sonal transactions, the cardholder must repay to the City all personal amounts, including any applicable state, county or city taxes. As an applicant/cardholder of the City of Oshkosh P-Card Program, I understand the responsibility for the protec- tion and proper use of this card as detailed above and in the P-Card Program Policies and Procedures Manual and Personnel Policy Employee Manual. Employee Cardholder's Name (as shown on payroll) Division Employee Signature Date I approve the issuance of a City of Oshkosh P-Card to the above-named employee. Supervisor Signature Date Department Head Date OFFICE USE ONLY P-Card Program Administrator General Services Manager Training Provided to Employee Card Provided to Employee Oshkosh P-Card Affidavit of Receipt Authorized P-Card users understand they must submit receipts for every P-Card purchase when submitting their P-Card logs. If a receipt is lost the P-Card user must make attempts to secure a duplicate receipt from the vendor. If the ability to secure a duplicate receipt is a result of extenuating or unusual reasons beyond the control of the P-Card user, the Purchasing Office will ask the P-Card user to complete this form to provide the background to explain why the receipt was lost, the attempts made to secure a duplicate, and reasons why the attempts have been unsuccessful. P-Card Purchase Date: Item : Vendor: Dollar Amount: $ Please provide background as to why a duplicate receipt for this P-Card purchase was not able to be secured: P-Card Affidavit of Receipt requires Employee, Supervisor and Department Head review and signature below. Once complete please forward this to the Purchasing Office. Employee: Signature: Date: Supervisor: Signature: Date: Dept. Head: Signature: Date: Received in Purchasing by: Date: City of Oshkosh P-CARD LOG Page of or Procurement Card) Submit to Purchasing Cardholder(Employee)Name Department/Division For Statement Period of Purchase Date Account Number Vendor Items Purchased Cost The above purchases on Bank Card account arc authorized for payment. Page Subtotal 0 Receipts are attached in order of occurrence. Card Total X X (Card Holder Authorized Signature) (Date Submitted) (Supervisor Signature) (Approved By) City of Oshkosh Trip/Travel P- Card Application and Use Agreement By participating in the City of Oshkosh Trip/Travel P-Card Program as a Cardholder, you assume responsibilities pertaining to the operation and administration of the Trip/Travel P-Card Program. These responsibilities include but are not limited to the following: 1. All purchases made with the City of Oshkosh Trip/Travel P-Card must comply with the City of Oshkosh Purchas- ing Policies and Procedures and the P-Card Program Policies and Procedures Manual. 2. The Trip/Travel P-Card is to be used for pre-approved City trip/travel expenses only. The Trip/Travel P-Card MAY NOT be used for any personal purchases, meals, fuel for a personal vehicle, business entertainment pur- poses or cash transactions. 3. The Trip/Travel P-Card are issued by a Travel Coordinator. By accepting the Card, you assume responsibility for the Card and will be responsible for all charges made with the Card. The Card is not transferable and may not be used by anyone other than you, the Cardholder. 4. The Trip/Travel P-Card must be maintained with the highest level of security. If the Card is lost or stolen, or if you suspect the Card or Account Number has been compromised, you agree to immediately notify the City P- Card Program Administrator (236-5100). 5. All charges will be billed and paid directly by the City of Oshkosh. When cards are being used for travel purpos- es you are responsible for documenting and verifying all Trip/Travel P-Card purchases on your Trip/Travel P- Card log. All logs are due the Monday following any purchase. 6. Cardholder Accounts are subject to periodic internal control review and audits designed to protect the interests of the City. By accepting the Card, you agree to comply with these reviews and audits. 7. Parameters and procedures related to the Trip/Travel P-Card Program may be updated or changed at any time. The City will promptly notify you of these changes. 8. Non-adherence to any of the above procedures will result in revocation of cardholder privileges and potential discipline up to and including discharge. If the misuse involves personal transactions, the cardholder must repay to the City all personal amounts, including any applicable state, county or city taxes. As an applicant/cardholder of the City of Oshkosh Trip/Travel P-Card Program, I understand the responsibility for the protection and proper use of this card as detailed above and in the P-Card Program Policies and Procedures Manual and Personnel Policy Employee Manual. Employee Cardholder's Name (as shown on payroll) Division Employee Signature Date OFFICE USE ONLY Travel Coordinator: Nature of Trip/Travel (date/event): Trip/Travel P-Card Assigned to Employee: Card checked out: Card checked in: Notes: City of Oshkosh TRIP/TRAVEL P-CARD LOG Page of (For Trip/Travel P-Card) Submit to Purchasing Cardholder(Employee)Name Department/Division For Statement Period of Purchase Date Account Number Vendor Items Purchased Cost The above purchases on Bank Card account are authorized for payment. Page Subtotal 0 Receipts are attached in order of occurrence. Card Total X X (Card Holder Authorized Signature) (Date Submitted) (Supervisor Signature) (Approved By) �/�rrrr Oshkosh City of Oshkosh Food and Beverage Expense Summary Report This form must be submitted with any food and/or beverage expenditures. Expenses related to training functions should be charged to A/N# 6459. Expenses for all other functions noted above should be charged to A/N#6589. Date: Employee submitting report: Function/Meeting: Date held: Description of Function/Meeting: Items Purchased: Amount: $ Please provide a summary of the attendees: (or attach a separate sheet) *Please see the Food and Beverage Policies and Procedures within the Purchasing Policy Handbook regarding appropriate sales tax and gratuity charges. Please contact the Purchasing Division if you have any questions prior to making any food and beverage purchases. Please check the category to which this function/meeting qualifies under the food and beverage policy: [ ] Official City Functions-Receptions, special events, recognition events and/or meetings where the Oshkosh Common Council, City, Department or Agency facilitates the function and where the provision of food and/or beverage items ensures meaningful and/or productive participation by attendees, promotes the availability and/or use of City resources or programs or coordinates planning activities among and between the public and private sectors. Examples under this category include the State of the City reception, council budget workshops/sessions, and public "meet & greet" events and/or "open house' events for city activities and programs. [ ] Volunteer Training, Recognition or other Functions-Training sessions or other meetings/events facilitated by City of Oshkosh departments or agencies for volunteers. Examples under this category include volunteer food/beverage for Seniors Center holiday tree decorating party, Veterans Day Luncheon prep and Fall Family Fun Fest prep. City of Oshkosh board/commission/committee meetings or their functions do not qualify under this category without pre-approval by the City Manager or designee. [ ] Employee Training, Recognition or other Functions- Training sessions, recognition programs or other meetings/events across departmental boundaries for which such functions are directly related to the performance of employees' official job duties and where the provision of food and/or beverage items sustains an uninterrupted flow of the function during a meal period. Examples under this category include employee training, annual employee recognition programs and specialized interview team sessions involving external participants. Regular staff meetings or"team-building" functions do not qualify under this category. [ ] Emergency Operations-Food and/or beverage expenditures for emergency operations as a result of a proclamation under Section 9-2 Declaration of Emergency and Emergency Powers and pursuant to Section 12-14 Emergency Purchases of the Oshkosh Municipal Code. Purchasing Comments: Oshkosh Special Item Requisition On occasion the Purchasing Division will receive requests for goods/supplies that are a higher grade/quality of the contract priced or general standard item usually purchased for that need. In these instances the requestor will be asked to complete this form to provide the background for why the contract priced or general standard item will not serve their particular need and why a non-contract priced or special item is being requested. This special item requisition requires the appropriate approvals/signatures by their supervisor(s), as noted below. Date: Submitted by: Department: Account#: Source Product# Oty. U/M Item Description Unit Price Total Please provide background/justification as to why this item is being requested over the standard item generally purchased for this need: Special item requisitions require Supervisor and Department Head approval. Special item requisitions from Department Heads require City Manager approval. Once complete please forward this to the Purchasing Division. Supervisor: Signature: Date: Dept. Head: Signature: Date: City Manager*: Signature. Date: *City Manager approval/signature needed only when Department Heads are submitting this request. Received in Purchasing by: Date: