Customer Training

Scott PigeonPenni Douglas

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• Procurement Services Website*• Guide to Procurement • Vendor Portal• Travel• Training• Shop Clemson buyWays – Clemson’s online e-procurement system• VISA – Procurement Card (P-Card) Program

From FAQ’s to Contracts, Sam’s Card Program to Surplus Property, the Procurement Services website should be a bookmark in your browser for quick reference for all topics relative to purchasing and payment

Where To Start?

* http://www.clemson.edu/cfo/procurement/

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• Procurement Questions• buyWays or Bidding Queries• Customized Training• Supplier Registration• Available Contracts• Dept. Spending Reviews• Sourcing Catalog Suppliers

Topics

• Ethics/Conflict of Interest• Procurement Policy & Guidelines• Buying• Paying

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Ethics

The South Carolina State Ethics Act governs ethical behavior for state employees:

• Do not use position for personal gain

• Do not make payments to public officials

• Do not disclose confidential information • Overall code of conduct should be beyond any ethical

concern or question

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http://workgroups.clemson.edu/FIN5337_HR_POLY_PROC_MANUAL/view_document.php?id=118

Conflict of Interest

Clemson canNOT purchase from the following:

• A University employee, goods and/or services.• An employee’s business in which he/she owns

more than 50% of the business• An immediate family member• Requests for exceptions are submitted via email to

the Procurement Director Mike Nebesky (mnebesk@clemson.edu)

864-656-2067

7http://www.clemson.edu/cfo/procurement/policies/psv_policies/psv12pol.html

Buying

• Clemson University is a State Agency &must comply with the SC Procurement Code and utilize the established State contracts

• Contract items are available in buyWays o Suppliers with contracts are indicated with

• Our BuyersManager – Shirley AlexanderMRO/Facilities – Allison Patton Lab/Scientific – Jody Burgess IT/Software – Tammy Crooks Furniture, A/V, Agricult. – April Pitts

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State Contracts

• Air Conditioners• Lamps/Ballasts• Furniture• Fuel• Ice Machines• Lab Equipment• Landscaping Equipt• Computers• Network Equipment• Office Supplies• Medical Supplies

• Copy Paper• Printing Photo Film & Supplies• Printers & Toner• Disaster Recovery• Projectors• Radio Equipment• Software• Temporary Services• Tractors• Vehicles• Video Conferencing Equipment

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Buying – The 2 Ways

• Purchase order (including the Direct Payment which is a purchase order NOT sent to a vendor) in buyWays, or

• Procurement Card, ≤$2,500, unless a higher card limit is approved.

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Lynn Crawford (crawfo5@clemson.edu)Procurement Card / Sam's Club Card Administrator864-656-2808

Buying

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Dollar Limit Required Actions

< $2,500 Price Fair and Reasonable

$2,500 - $10,000 3 References

> $10,000 (Sole Source) Justification to Proc Director

$10,000 - $50,000 Public Bid

$50,000 - $100,000 (Protestable) Public Bid or proposals

> $100,000 (Protestable) Public Bid and VP approval

> $2,000,000 IT Purchases* Public Bid by State Procure

> $2,000,000 Gds/Services* Public Bid by State Procure

* Indicates the University’s Procurement Certification

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PayingVendor Resources – all vendors must register through our vendor portal to receive a PO and/or payment

• Dedicated Vendor Portal• Vendor Registration• Terms and Conditions• Payment Inquiry Assist• Vendor Bidding Instructions• Procurement Policy• Payment Policy/Options

Vendor Payment Status

Judy MacMullen (judymc@clemson.edu)Vendor Maintenance Administrator

864-656-5584buyWaysvendor@clemson.edu

https://www.clemson.edu/finance/procurement/venreg/vendorpayments.html

Sales Tax

• Sales tax is imposed on the sale of goods and certain services in South Carolina

• Statewide the sales tax is 6%, however counties may elect to impose an additional X% local sales tax

• Generally, if tax is not on the invoice, the vendor is not registered in SC

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Ship To Address 7%

• Freight – FOB Clemson – taxable – this is the default for all Clemson purchase orders

• Tax is added on freight when entered in the freight field

• Freight – FOB Shipping Point – not taxable. • If freight is not taxable, the amount should be entered as a

separate line item, line item marked non-taxable

• Freight paid directly to freight company – not taxable

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Freight & Tax

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• Do not pay freight on state contract items ordered unless special delivery if requested

• Freight has been negotiated by the state in the contract pricing

Freight & Tax