UCR

UCR Policies and Procedures

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Campus Policy Number: 750-66

Purchasing Policies and Procedures - Miscellaneous
Policy Owner: Campus Purchasing
Effective Date: 02/02/2010

A.       PREPAID ORDERS

 When a vendor requires payment prior to shipping an order, a "Form 5" (Request for Issuance of Check) is used in conjunction with a purchase requisition or department authorized purchase order (DAPO). A properly completed Form 5 should accompany/follow a requisition when it is submitted via eBuy to Campus Purchasing for processing. Prepayment of a DAPO, however, requires submission of the DAPO and Form 5 (Check Request) to the Accounting Office. Prepayments in excess of $2500 must be first approved by the Campus Purchasing Manager.
 
Although the mechanics for prepayment are in place, the practice is highly discouraged and should be avoided whenever possible for three primary reasons: 1) It is prudent business practice not to pay for goods or services until received in good order; 2) Loss of interest on funds used to make advance payments; and 3) State requirements. When prepayments cannot be avoided, it is recommended that the campus Procurement Card (ProCard) program be utilized, whenever possible. The ProCard provides protection to the university should the vendor fail to perform as contracted.
 
 
B.       ACQUISITION OF STATE SURPLUS PROPERTY
 
NOTE: The Southern California office of the California State Surplus Property Agency has been closed. Only their office in Sacramento remains open.
 
The Campus Storehouse (extension 25542) furnishes letters of authorization to designated departmental personnel to acquire items from the California State Surplus Property Agency. Authorization letters are valid for a specific date only, and may be picked up with a minimum of one hour notice. Invoices for items purchased from the State Agency are processed through the Storehouse and will appear on the department's monthly Storehouse billing.         See also P&P 750-81 on "State Surplus".
 
C.       HIRING OF INDIVIDUALS DOING TYPING/KEYBOARDING OR SIMILAR SERVICES OFF-CAMPUS
 
Individuals hired by departments to provide typing/keyboarding services are normally employed through the standard employment process. However, if an individual is to do the typing/keyboarding at home or any other location away from the University, different procedures apply. Due to the University's insurance requirements and the fact that the individual is to be working off-campus and without supervision, the individual is considered to be an independent contractor. Hiring of an independent contractor should be limited to those instances where it is clearly in the best interests of the University to have the work performed by a non-employee. It should be noted that University equipment is not to be used by an independent contractor, nor may a University employee or their near-relative be hired as an independent contractor (even during their "off”-hours).
 
The following requirements pertain to the hiring of an individual to provide off-campus typing/keyboarding or similar services:
 
1.       Prior to the start of any work, the individual must provide an appropriate certificate of insurance naming the Regents as additional insured OR sign a "Indemnification, Waiver and Release” form (available from Campus Purchasing – Sample below).
 
2.       Prior to the start of any work, an acceptable method of computing payment must be established with the Independent Contractor. This may be a price per page or some other comparable method other than at an hourly rate.
 
Questions should be directed to the appropriate Campus Buyer.
 
 
D.       EQUIPMENT LOANS FROM VENDORS (Sample below)
 
Loans of equipment from vendors for demonstration or other purposes shall not be accepted unless the vendor agrees to sign the University's "Equipment Loan Agreement" form. The form is available from Campus Purchasing (sample below). The loan agreement protects the department and University from liability and costs which could result from the loss or damage of the equipment while on University premises.
 
If the vendor refuses to sign the agreement and there is a need to retain the equipment, the vendor should be referred to the Campus Buyer responsible for the purchase of that type of equipment. The Buyer will attempt to negotiate an acceptable loan agreement with the vendor.
 
 
E.        FEEDBACK
 
For questions regarding this policy or procedure, please contact the Director of Materiel Management.
 
 
F.        FREQUENTLY ASKED QUESTIONS (FAQs) – To be added in a future update.
 
 
G.        RELATED POLICIES AND PROCEDURES
 
·         Accounting Manual D-371.11 Disbursements – Advance Payments
 
                       UCR P&P 750-81 State Surplus.
 

EQUIPMENT LOAN AGREEMENT
This form is to be completed whenever equipment of any kind is lent to the University for any purpose, including demonstrations and/or evaluation purposes.
 
IDENTIFICATION OF EQUIPMENT
 
General description of equipment: _________________________________________________________________
Manufacturer and Model: ________________________________________________________________________
Serial Number: ________________________________________________________________________________
Dollar Value of Equipment: $_____________________________________________________________________
IDENTIFICATON OF FIRM/INDIVIDUAL LENDING EQUIPMENT
 
Firm Name: ___________________________________________________________________________________
Firm Address: _________________________________________________________________________________
Representative’s Name & Telephone #: _____________________________________________________________
IDENTIFICATION OF UNIVERSITY REPRESENTATIVE RECEIVNG LOAN
 
Department Name: _____________________________________________________________________________
Location of lent equipment: ______________________________________________________________________
University Representative accepting loan (Name and Telephone ext.):
_____________________________________________________________________________________________
TERMS AND CONDITIONS OF EQUIPMENT LOAN
This equipment shall be lent to the University from ________________________________________ (Specify Date)
through ________________________________(Specify Date). Should the lending firm not take possession of this equipment on the ending date indicated, this loan agreement shall be considered to be extended through the date the firm does take possession.
It is understood that the University representative accepting this equipment will use reasonable care in its use and its protection from damage or loss. However, the University does not and will not assume responsibility for the payment of any costs in the event of loss or damage to this equipment.
AGREED:
____________________________________                           __________________________________________
UNIVERSITY REPRESENTATIVE                                         LENDING FIRM’S REPRESENTATIVE/DATE
PURCHASING DEPARTMENT APPROVAL: _____________________________________________________

 
Purchase Order # _______________________
 
 
University of California, Riverside
Indemnification, Waiver and Release
 
In consideration that _____________________________________, as an Independent Contractor, is unable at the present time to obtain liability and/or other insurance, as required by The Regents, agrees to indemnify, hold harmless, release and forever discharge The Regents of the University of California, its officers, agents and employees from and waive any and all responsibility of same for all losses and expenses (including costs of attorney’s fees) by reason of liability imposed by law upon The Regents for damages because of bodily injury, personal injury, including death at any time resulting therefrom, sustained by any person or persons or on account of loss, loss of use of or damage to property, arising out of or in consequence of performance of the services contract with the University’s _______________________________________________ for the purpose of______________________ _________________________________________________for the period ______________________________________, provided such injuries to person or damage are NOT DUE TO OR CLAIMED TO BE DUE TO THE NEGLIGENT ACTS OR OMISSIONS OF THE REGENTS.
The contractor, however, agrees to assume unconditionally any and all risks of injury to or death of contractor or loss of or damage to the property of contractor, arising out of or in consequence of his/her performance under this service contract. Contractor, therefore, agrees to release, discharge and waive any and all liability of The Regents for any injury, loss or damage resulting from said risks.
 
 
_________________________________
Signature
 
_________________________________
Print Name
 
_________________________________
Date