PURCHASING AND CONTRACTS

AABC assists with facilitating purchase and contract requests.  For details regarding the purchase and contract process, please reference the AABC Procurement Tip Sheet. To initiate a purchase or contract request, email AABC.Contracts@oregonstate.edu. The AABC Contracts team can assist with any additional questions/concerns regarding purchase or contract requests.   

Contract/Personal Service Contract (PSC) Process

Personal Service Contract (PSC)

Procurement Methods

Additional Tips       

Additional Resources

Contract/Personal Service Contract (PSC) Process

Responsibilities & Procedures:

Department (initiates/reviews contract):

AABC (reviews contract)

  • Reviews the contract
  • Verifies the vendor is setup in OSU’s financial system or initiates process for a new vendor
  • Confirms vendor and department signature
  • Sends to the appropriate PCMM group

PCMM (reviews/executes contract)

  • Reviews contracts
  • Negotiates contract with vendor, as needed
  • Executes/signs agreement and provides copies to all parties

Personal Service Contract (PSC)

A PSC is required for services that are high risk or over $5,000. This can include speakers, DJs and small performance groups.

For personal services that are low risk, under $5,000 and have a simple scope of work, the preferred method is processing the Payment Request Form rather than pursuing a PSC. Payment can be initiated upon receiving a completed Payment Request Form or an invoice from the vendor.

To determine if a PSC should be used, departments should assess the risk and nature of the scope of work for each service. AABC can assist with this review.

While a PSC is not required for low dollar/risk services, if the department feels a PSC, with standard terms & conditions plus insurance, would help cover OSU in any instance, one can still be written for any service.

Procurement Methods

Personal Services Contract (PSC) – Personal services over $5,000, high risk, or complex scope of work should be processed using a PSC.

  • Personal Services Forms available on PCMM’s website
  • Examples: Keynote speakers, consultants, training providers, physicians, etc.

Purchase Order (PO) – Services can also be procured through a PO if a PSC is not considered necessary

  • POs are basically contracts, but in a preset format, which are more streamlined and easily understood
  • Purchase order requests can be submitted in BennyBuy
  • Required for purchases over $5,000 if a PSC or contract is not in place
  • Examples: Goods are usually procured through POs

Purchasing Cards – Provides the ability to make fast purchases of low dollar value items

  • Restrictions apply – see Business Affairs website for details

BennyBuy – Used to make purchases with any vendor that is in the Banner system, through the Purchase Request Form or through punch out catalogs.

  • Tip sheets are available under the training tab on the BennyBuy website.
  • Purchase authority thresholds
    • Under $5,000 – can be purchased either by the department/group or by the AABC, depending on established procedure.
    • Between $5,000 and $25,000 – must be reviewed by the AABC. Submit a completed requisition form and any backup documentation, including vendor quotes.
    • Over $25,000 – must be purchased by PCMM, after review by AABC.

ADDITIONAL TIPS

  • The following items must always be reviewed by PCMM, regardless of dollar amount
    • Contracts with horses
    • Purchase requests involving construction or installation
    • All BOLI contracts
  • The vendor is responsible for creating and providing their invoice. An invoice template should not be provided to the vendor by the department. If the vendor is unable to submit an invoice, use the Payment Request Form to initiate payment.
  • Types of authority:
    • Budget authority- An individual responsible for approving proper expenditure of funds from an assigned University index. Authority delegated down from the Office of the Provost.
    • Contract authority- Delegated by the VP of Finance and Administration to Contract Officer for specific types of contracts. Only Contract Officers are authorized- all others who sign on behalf of OSU take on personal liability of commitments.

ADDITIONAL RESOURCES

AutoPay Program: This program allows employees to make purchases from certain vendors using an OSU index for billing purposes. As OSU continues to expand punch out vendors in BennyBuy, changes in the AutoPay program will occur. Any updates to the AutoPay program will be summarized here. 

BennyBuy: OSU has implemented a robust online eProcurement System that will enhance processes, advance OSU’s strategic leverage, and support transparency and accountability.

Buy Orange: This program provides information and portal access to existing OSU Contracts for goods and services. Monetary savings can be realized when purchasing from an already established OSU Contract.

Click-Through Agreements: There are online click-through agreements for which the supplier will not negotiate and requires a user to click-through indicating user’s acceptance. PCMM provides criteria for when these can be accepted without prior PCMM review.

Conflict of Interest: All OSU employees are responsible for conducting purchases and contracts in a manner that utilizes the highest ethical standards. In some cases, a conflict of interest disclosure may be required.

OSU Purchasing Card: The Purchasing Card (PCard) is available as a procurement method for units to obtain many of the items needed for day-to-day operations. Some purchase restrictions may apply.

PCMM Forms: Templates are available for most purchasing needs. Must be logged in with your ONID credentials to access.

PCMM Reference Materials: Additional resources and procedures regarding purchasing and contracts are available on the PCMM site. This includes a Procurement and Contract Services Essentials Guide and Certificates of Insurance.