PURCHASING

An employee may be presented with situations when personal credit cards, State travel cards or State Purchase Visa Cards (P-Card) are used for vehicle operations.

There are separate processes and limits on rental and fuel reimbursement. • If you have trouble using the Fleet Card for an agency vehicle, call the Department of

Technology Services (DTS) Help Desk 1-800-678-3440. They will create a ticket for the fuel department. If you paid for the fuel yourself, fill out the Reimbursement form found at: (https://fleet.utah.gov/fleet-forms/) - for QR code see 3.18 on page 138, under the

Fuel Network dropdown. The Fleet reimbursement form is only used when personal funds are expended on agency vehicles. • Fuel and fluids purchased with your own funds for rental vehicles will be reimbursed through a state travel reimbursement request. • P-Cards with Merchant Category Codes (MCC) code approval for fuel purchases could be used to fuel State vehicles in rare circumstances. The DFO has no formal process to reimburse FFSL for fuel purchased on a P-Card. Special arrangements need to be negotiated with Anne Stehno (DFO) for a credit based on mileage fees paid. Anne Stehno will honor a reimbursement only when the traveler is on a fire assignment and no Fleet

Card/Wex site was available. The traveler must provide a copy of all receipts and P-Card log with explanation. FFSL is not guaranteed a reimbursement. • P-Cards with MCC code approval for fuel purchases may be used on rental vehicles.

DFO will not reimburse fuel purchased for rentals that are temporarily replacing an inoperable agency vehicle.

PURCHASING

STATE PURCHASING CARD The State Purchasing Card or P-Card is a Visa card that is designed to supplement or eliminate a variety of processes including petty cash, local check writing, low-value authorizations and small dollar purchase orders. It provides a more efficient, cost effective method of purchasing and payment for small dollar transactions.

The P-Card can be used for in-store purchases as well as mail, online, telephone and fax orders. Each card has pre-established monthly credit limits. Additional limits can also be placed on the dollar amount of each transaction and the number of daily transactions per day. The P-Card has certain MCCs blocked to prevent it being used with inappropriate or high-risk vendors. FFSL has established guidelines to authorize the issue and use of the P-Card. Contact your Area Manager or immediate supervisor for card availability. FFSL limits the number of cards issued and closely monitors the employee’s use of the card.

It is the card holder’s responsibility to ensure all State Purchasing policies are followed. Refer to the Purchasing Flow Chart found at (https://ffsl.link/UtPurchasingFlowchart) - for QR code see 3.22 on page 138 to ensure all steps are being followed. It is required that all card holders become familiar with the Purchasing Card Policy FIACCT 0515.00 found at

(https://ffsl.link/UtPcardPolicy) then click on 05 Payments then 05 15 Purchasing Card - for QR code see 3.23 on page 138. All P-Card holders must take the small purchasing training prior to the assignment of a P-Card.

P-CARD USAGE All card holders are responsible for monthly reconciliation of all authorized purchases. Supervisors will be accountable for subordinate conduct and ensure all reimbursement documentation meets the following standards: • Accidental usage of the P-Card for personal use must be reimbursed 100% to the State within the same billing cycle • All original receipts, itemized meal tickets, rosters, agendas, and lodging authorizations must be attached to the P-Card reconciliation • Number receipts to match entry on the P-Card log • P-Card logs must be fully completed and detail specific to ensure management understanding and justification for all purchases • Logs should include the activity period starting on the 10th of the month and ending on the 10th of the next month • Logs should be submitted to the Salt Lake Office within the same month the statement is issued • Each card holder will receive a monthly email from Finance with their statement and a due date of when to return their reconciliation log • All logs must be signed and dated by the cardholder and then approved by the Area

Manager/Program Manager • Authorization is needed for all purchases. Each purchase should be signed and dated when the item is received • Report lost receipts and complete and attach a Missing Receipt Form • Cardholder will request reimbursement for over expenditures and pursue lost receipts of missing information • Cardholder must be expeditious in correcting any mistakes • Cardholders must submit all fiscal year end expense reports before mid-July • Sales tax charges should not happen, but if they do the cardholder is responsible to get the tax credited back to the state regardless of how small the tax charge is

FFSL recommends that if you are unsure about a purchase you should contact the Division’s Financial Manager before making the purchase.

STATE RESTRICTED PURCHASE ORDER (RPO) AND DEPARTMENT OF ADMINISTRATIVE SERVICES (DAS-PURCHASING) All in-state commodity purchases should be approved by your immediate Supervisor. Once you receive approval via email from your Supervisor, you may proceed with your purchase. If the vendor does require a RPO number, use your area initials and the date as the RPO number. (i.e. SW#######, NE#######, SE#######, etc. Upon receipt of the invoice, attach approval email, stamp, code, sign and date the invoice, Give the invoice to your supervisor for signature. Once signed, forward to the Salt Lake office for payment.

Certain items must be purchased under a State Cooperative Contract. Your supervisor will provide you with the names of local contract vendors. A current list of State Cooperative Contracts can also be obtained online at: www.purchasing.utah.gov (follow menu). To automatically receive an email when the Purchasing Update is distributed, send a blank email (without your signature) to the following email address: subscribedas-purchasing-newsletters@list.utah.gov and you will automatically be added to the list.

SMALL PURCHASES To purchase approved goods or services below $1000, a phone quote is not required, however you should use State contracted vendors or specific state institutions (i.e. UCI, DTS, Fleet, etc.) first. If unable, use best practices to obtain value and document why you could not use a preferred vendor. It is always best to check with one of the Finance team before you stray from State Contracts. If the item you are trying to purchase is not on any State Contracts and is unavailable through another State Agency follow these steps:

• Select the best source to obtain the item or service. • Receive your Supervisor’s approval to purchase the needed goods • Ensure that the total cost of the item does not exceed $1000 and the total cost of the invoice does not exceed $5000 • Purchase • Stamp, code, and sign the invoice with the approval and the received date • Submit the invoice to the State Office Finance team for payment A note of importance • Shipping costs should be included in the overall total, so if the cost of shipping causes the item to be over $1000 it is no longer a small purchase. You would be required to get two quotes.

Employees must obtain price quotes from at least two and preferably three vendors for all purchases from $1,001 up to $5,000 that are not supplied by producing/distributing departments or divisions of the State and that are not included in a required-use state contract. Price quotes are required and may be obtained by phone, fax, email or letter from a representative of an established, viable vendor and documented on a telephone quote sheet.

When obtaining quotes from a vendor it is important that each vendor is given the exact same information. We have to ensure that the solicitation process is competitive and fair. If one vendor asks a question about your scope of work, you need to make sure that all other vendors that are bidding have the exact same question and answer given to them. Ask for shipping or handling fees and note any discounts offered.

• Internet bids can be used and must be printed, contain all cost information, and be attached to the invoice when submitted. • During the process of obtaining competitive quotes, the information gathered (i.e., price, delivery, brand) cannot be disclosed to any potential vendor until after the award has been made.

• Award must be made to the vendor submitting the lowest quote meeting minimum reasonable specifications and delivery date established by the ordering employee. • If for some reason this low bidder is not the one that is awarded you need to explain why.

Location is one of the few reasons it is okay to go with another bidder.

For purchases over $5,000, the Division of Purchasing, Department of Administrative Services (DAS Purchasing) retains primary responsibility and control. All purchases over $5,000 will be made by DAS – Purchasing, with the following exceptions:

• the product or service is available through another state agency (see policy 04-01.00–

Purchasing – Purchases from Other Agencies); • the product or service is covered by a master agreement (see policy 04-02.00–Purchasing – Master Agreements); and • a special delegation (DGR) has been obtained from DAS – Purchasing (see policy 0414.00–Purchasing – Special Delegations). • Work with FFSL’s Contract and Grant Analyst to complete this type of purchase.

SOLICITED FFSL AGENCY CONTRACTS Under the control of the DAS Purchasing, FFSL agency contracts were solicited for Portable sanitation for use on emergency incidents. These contracts can be used by other federal agencies when payment is made by FFSL regardless of jurisdiction. Copies of the contracts are on the M: drive and also at www.purchasing.utah.gov.

LIMITED PURCHASING DELEGATION (LPD) The Division of Purchasing and General Services delegates limited purchasing authority to the State FMO under guidelines outlined in LPD 191. This delegation is conditional and audited annually. It provides guidelines to facilitate the establishment of pre-suppression and suppression contracts and purchases for equipment, supplies and land use and facility agreements. The State Fire Management Officer (FMO) has delegated authority to a specific list of Division personnel to act on their behalf to implement provisions of LPD 191. Both the LPD and delegated staff can be found in the reference section of this manual.

Use of LPD 191 and associated FFSL contract templates will be outlined in the Incident Business Management section.

COUNTY PURCHASES For county purchases, the fire warden will need to obtain the necessary instructions from the county clerk or auditor.