Missouri State University

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System Operations Manual 

Procurement

  1. PROPERTY CONTROL

    Receiving--West Plains and Mountain Grove responsibility.  Receiving will be accomplished by both the West Plains Campus and the Mountain Grove Campus.

    Property Tagging--West Plains and Mountain Grove responsibility.  Identification of controlled assets and the tagging of University property with a unit value of $5,000 or greater, will be accomplished by both the West Plains Campus and the Mountain Grove Campus.

    Inventory Records--Shared responsibility.  Inventory records will be prepared and maintained by both the West Plains Campus and the Mountain Grove Campus.  The Springfield Campus Property Control Office will review the records.

    Annual Inventory--Shared responsibility.  An annual inventory will be conducted by the Springfield Campus, using inventory records maintained by the West Plains Campus and the Mountain Grove Campus.

    Surplus Property Sale--Shared responsibility.  Sale of surplus property will be initiated by the West Plains Campus, and the Mountain Grove Campus, and the Springfield Campus will conduct the sale, at the campus of choice, with the proceeds from the sales being returned to the appropriate campus, after reduction for sale expenses.

  2. PURCHASING

    Purchase Drafts--Mountain Grove Campus responsibility.  UBUY requisitions are processed to the Springfield Campus, and procedures contained in the Springfield Campus PPM will be utilized.

    Departmental Order Forms (DOF)--Shared responsibility.  The DOF forms are issued by the Secretary to the Director of the Mountain Grove Campus, for those transactions that meet the parameters established by the Springfield Campus PPM (see Flowchart at Enclosure 2 for determining proper procurement method).  DOF forms are issued by the Springfield Campus Purchasing Office.

    Purchase Requisitions--Shared responsibility.  Purchase Requisitions with a total value of $750 or more, or at any lower value when requested by West Plains or Mountain Grove, will be processed by the Springfield Campus Purchasing Office.   Requisitions will be initiated by each campus by the use of the automated UBUY system.

    Purchase Requisitions-SCT Banner Finance TM -- West Plains Campus responsibility.  Procedures contained in West Plains Campus PPM will be utilized for request processing, purchase order processing and invoice processing.  Banner Finance is the administrative system unique to the West Plains Campus that allows for online creation of requisitions and/or purchase orders with established approval processing.

    Competitive Solicitation--Springfield Campus responsibility.  Most bids will be solicited by the Springfield Campus, with proposed vendor list provided by West Plains Campus or Mountain Grove Campus.  West Plains frequently solicits local bids when catered meals, lodging, etc., are to be acquired.

    Contracting--Shared responsibility.  All contracting for commodities and services will be initiated by the West Plains or Mountain Grove Campus, and accomplished by the Springfield Campus Purchasing Office, with the estimated value determining the process to be utilized.  Contracting for personal services (independent contractors) will be accomplished by West Plains or Mountain Grove Campus, and reviewed by the Springfield Campus Purchasing Office.
  3. REAL ESTATE

    Real Estate Records—Shared responsibility.  West Plains Campus real estate records will be retained at the West Plains Campus while Springfield and Mountain Grove real estate records will be retained at the Springfield campus.

    Acquisition of Real Estate--Shared responsibility.   Accomplished by the West Plains Campus for West Plains Campus acquisitions and by the Springfield Campus for Springfield Campus and Mountain Grove Campus acquisitions.

    Disposal of Real Estate--Shared responsibility.  Real estate which may require a sealed bid process will be accomplished by the Springfield Campus for Springfield Campus and Mountain Grove Campus properties and by the West Plains Campus for West Plains Campus properties.

  4.  RISK MANAGEMENT

    Faithful Performance Bond--Shared responsibility.  Faithful Performance Bond for the West Plains and Mountain Grove campuses will continue to be a part of the system bond, maintained by the State of Missouri.

    Statewide Insurance Policies--Shared responsibility.  All other insurance policies for buildings and contents will be maintained by the Springfield Campus, using policies established by the Midwestern Higher Education Compact, in conjunction with the Risk Management Office of the State of Missouri, with additions, deletions, and value modifications being reported to the Springfield Campus by the West Plains Campus or the Mountain Grove Campus annually, upon request.

     Motor Vehicle Insurance Policies-Shared Responsibility.  The vehicles on the Mountain Grove and West Plains campuses may be covered under the physical damage policy maintained by the State of Missouri, if requested.   Information about vehicles for which coverage is desired is reported to Risk Management Office of the State of Missouri by the Springfield Campus.  Needed additions and/or deletions are reported by the Mountain Grove and West Plains campuses to the Springfield Campus

    Accident Reports--Shared responsibility.  Accident reports will be submitted to the Risk Management Office of the State of Missouri by the West Plains Campus for accidents on the West Plains Campus and by the Springfield Campus for accidents on the Mountain Grove or Springfield Campuses.