MISC Notes:
Purchase something that’s not on Husky Buy you can use your pro card or a non-catalog goods/services form, but you can never buy from eBay
Certification
Anything that has to go through EH&S should not be going through goods and services
Will you own the work produced by the vendor? Almost always yes
Will the vendor have access to confidential information? Referring to information that is confidential to UConn -> usually answer “no”
Once you complete the Non-catalog Goods and Services form, it will automatically become an item in your cart if it is less than $2,500 and PO will get sent straight to vendor (not seen by purchasing or any FO unless it is on a GRANT account, then grant account FO will have to approve)
Requisition (for quotes only) -> PO -> invoice to Accounts Payable
Suppliers are responsible for invoices
DV is needed if you are given receipts for reimbursements, receipts cannot go directly to AP from supplier
For non-UConn employees, reimbursements need to be completed through Husky Buy
Unauthorized Purchases
Purchasing does not like creating a PO after something already happened. For instance, if a speaker visits and you begin the process of the reimbursement after they leave, there are certain rules to follow:
Set up PO for an individual beforehand if it is more than $2,500, if not a DV is what is complete
You can do DVs after the fact without a problem
A DV is saying “I’m going to pay this person this much for doing this”, if it is less than $2,500. It still creates a Purchase Order in Husky Buy but it is merely “an item in your cart” technically
DVs are easier because they do not require an invoice, however, you can still complete a PO if it is under $2,500 but you will have to send an invoice to AP or it won’t pay out
Purchasing does not see it if is less than $2,500
Can you split costs into 2 DVs if the amount is over $2,500? For example, split up honorarium and travel reimbursement into 2 DVs? Yes if they are two different reason codes (Ex: O – hotel, lodging; M – services rendered)
In a DV you can see when the amount has been paid out:
Husky Buy- on the Invoice, under the payment information there is a payment method, accounting date, and disbursement date (As well as check number)
Kuali – go into the edoc, scroll down to Pre-Disbursement Processor Status, click “Show” the info will be all there including when the payment was extracted and when it was paid
Supplier Changes
When supplier information changes, it is similar to setting up a new supplier
In company information, where it says “business purpose for adding vendor”, click “edit current supplier” in the drop down menu
For an honorarium and reimbursement, you can say “purchase of goods/services” in the drop down menu for the “business purpose for adding vendor” question
Call HuskyBuy (6-2289) for assistance rather than Purchasing
Edit a current supplier when they move locations or if their tax information changes
Vendor to Rent Tables & Chairs for Events
UConn Central Stores is not allowing for anyone to rent tables and chairs for ‘in house’ purposes anymore.
The new and approved vendor for this purpose is Taylor Rental. Search “Beaupre Motors Inc” as the supplier name in HuskyBuy. If the request is under $10k, a quote has to be obtained.
Form fields- Sourcing
When filling out a Sole Source justification, avoid mentioning cost otherwise you will end up having to get 3 comparable quotes from 3 suppliers (defeats the purpose of the SSJ entirely)
Mention things like, “This specific company and product is what we are looking for and cannot find it elsewhere” or;
If something can be done by another company, but you want one specific one due to its relationship to whatever is being done (i.e. Company X created this machine, I want them to fix it even though technically Company Y does the same kinds of repairs, I want Company X to work on their own machine).
If it is over $10$25,000 it has to be a Sole Source – even if you aren’t spending all 10K in one purchase
If you intend on spending over 10K 25K on any non-contracted supplier, you must do a sole source justification
Is this purchase federally funded?
NO if 2 or 4 ledger accounts
For 5/6 ledger grant accounts, you can check whether or not it is federally funded by looking up the account in Kuali
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