Procurement – General
- If a purchase can be made with a OneCard but has terms & conditions, send the following to [email protected] for approval:
• What to be purchased
• Link to terms and conditions or copy of same
If not approved, the purchase needs to be made with a requisition.
- All IT purchases must be pre-approved or paid by DoIT/ETCS.
Tip: Contact the Finance Support Center to change your ePro defaults.
PeopleSoft eProcurement is an online system for purchasing through university-contracted vendors. It includes the Show-Me Shop, an online catalog of office supplies, scientific supplies and computers.
- Benefits of using the Show-Me Shop for ordering supplies
- ePro and Show-Me Shop login (You must have access to PeopleSoft eProcurement to use this system)
- For PS access, work with your fiscal contact person. Please refer to eProcurement Training for Campus for information required for the access.
- Shopper-only access: eProcurement offers a Shopper-only role to employees who want to shop but do not need to be an authorized purchaser. To apply for this role, you must fill out the Shopper-only role request form, which is found in Outlook. Instructions for Outlook-based procurement access form & basic instructions for shoppers (updated 6/1/16).
Tips for shoppers:
- Show-Me Shop items should not be included in the same order as non-catalog items (regular PO).
- Non-catalog items have a limit of one vendor and up to 99 line items.
- Show-Me Shop orders have a limit of one "ship-to code" per vendor per requisition.
List of active University of Missouri System ship-to codes (PDF) [under Step 1: Obtaining eProcurement Access as a Campus/System user}
To get a new ship-to code, contact the Finance Support Center.
- For non-eProcurement orders, bidding is recommended at $5000, required at $10,000+. Please contact the Procurement Hotline for assistance.
Cardholders cannot agree to terms and conditions for the university. Please be cautious of this when paying for items online.
- UM System OneCard policies and procedures - To see card declines, spending limits, and transactions but is no longer used for editing transactions.
- Top 10 reminders
- Enterprise rentals
- Reimbursement instructions for OneCard charges done in error
- Fuel for University vehicles should be charged to a Fleet card, but are allowable on a OneCard if a fleet card is not available. Please check with UM Finance Support for further details.
- University contact: UM Finance Support
- Tip: If you are paying for an item with a OneCard and the supplier charges a minimal fee for paying with a credit card, it is appropriate to pay for both the item and fee with the OneCard. If the fee is unreasonable, the item can be paid through the appropriate alternate payment method making sure to include that the supplier unreasonable credit card fee is the reason.
- Onecard application - Click this link to PS FIN Production>Travel and Expenses and follow this path (via navigation on left side of page): Add myForms>One Card Application Form
- Changing limits or adding/removing transportation option from current Onecard - Click this link to PS FIN Production>Travel and Expenses and follow this path (via navigation on left side of page): Update myForms>One Card Change Form
- Replacement Receipt Form (PDF) — If a receipt has been lost, the Cardholder should contact the merchant and request that a copy be provided. If the merchant is unable to produce a duplicate receipt, the Cardholder should contact JPMorgan Customer Service and request a duplicate receipt (call 800-270-7760 or email [email protected]). This process takes 30-60 calendar days. A $5 fee may be charged. If JPMorgan is unable to obtain a duplicate, they will send a letter to the Cardholder indicating they were unable to provide a copy. The letter, along with a completed Replacement Receipt Form, becomes the receipt for that transaction that is uploaded into the T&E expense report. The letter from JPMorgan is required for any purchase greater than $5.
- Missouri tax exemption letter
- Cellphones policy and procedure
- Agreement forms — please contact your fiscal person. Extension requires a completed form be on file with the employee's unit, the cell phone be in a unit log, and an annual review be performed per policy.
- Cellphone companies contracted — discounts available for personal phone also
- Office supplies should be ordered through ePro. If the item is not available through ePro, it can be purchased with OneCard (include note with OneCard statement that the item was not available).
- MU Print Services (online products)
- Info you will need for regional orders:
County MoCodes (look in in Administrative Topics card for link to County MoCodes list)
PeopleSoft accounts (PDF)
Property and capital equipment policy
Under the UM System Property and Capital Equipment Policy (Inventory of Moveable Property and Equipment) each campus is responsible for maintaining inventory records for all non-expendable, movable property and equipment which has a single item cost of $5,000 or more. A list is provided to MU Extension semi-annually and units are asked to verify the status and location of the items.
Included in the policy are responsibilities at the department chair and administrative head level for establishing appropriate controls for all products purchased with university funds and maintaining records and controls for sensitive or portable equipment that are not inventoried under other provisions of the policy. Items listed as examples include: laptops and desktop computers, monitors and printers, guns, cameras, stop watches, pocket calculators, cellphones and PDAs. The information maintained must include:
- Item description
- Make and model number
- Date purchased and price paid
- Individual to whom the equipment is assigned
Extension Technology and Computer Support (ETCS) currently tracks computers, monitors, laptops, networked printers, scanners, digital cameras, polycoms, smartboards and projectors that are purchased through them. An inventory list is provided annually for update.
In order to track other items such as PDAs, cameras, etc., we are asking that each program area and fiscal unit self-inventory and then maintain a list of items that were purchased with university funding. In the future, items purchased with university funds should be added to the list. At a minimum, a yearly accounting of the items would be appropriate.
For local county extension offices, any equipment purchased with university funds that are not otherwise inventoried and tagged must be labeled in a way to indicate the items are University of Missouri property and should be maintained on the office’s inventory list. If the list is combined with items purchased with council funds, the list should indicate the source of funding for each item.
Disposal or transfer of surplus equipment from county or regional offices
Generally, surplus property and equipment purchased with university funds must be returned to the university’s surplus inventory department in Columbia for sale or disposal. Donations of equipment or property purchased with university funds to outside organizations or individuals are not allowed. Due to the location of our local county offices and regional offices throughout the state, the cost to ship items to Columbia may be prohibitive or it may not be feasible for these items to be brought to Columbia by extension staff.
In some cases, items may be approved for local sale or disposal. Requests must be sent to Callie Glascock in administrative management. MU Surplus Property will be contacted and the response will be provided to the local office upon receipt.
When there are items of computer equipment that remain useable, but are in excess of the needs of a given office, staff should:
- determine if the items can be used elsewhere within the region
- lists should be shared with other regional directors by email, copied to Callie Glascock.
Items determined to be excess to needs statewide should be returned to ETCS for disposition. These items are not approved for local sale. For any items moved between offices, the description, serial number, inventory number and new location must be reported to Callie Glascock and ETCS by email.
The following are procedures of "non-supported" computing equipment (items which ETCS will no longer support) or other property and equipment which has been approved for disposition by local sale:
- Items must be listed for sale in a public place such as the county office, or courthouse (a bulletin board or other place where public notices are normally posted) for at least a week before sale.
- The proceeds of such sales may be retained locally and must be used by the local extension council in support of extension programs.
- All software, except the operating system, must be removed from computing equipment prior to sale.
- The description, serial number, university inventory number (if any) and sale price of equipment sold must be forwarded to Callie Glascock by email.
- If items cannot be sold, email Callie Glascock for instructions.