Policies & Procedures - Purchasing

Competitive Bidding Policy

Roger Williams University Competitive Bidding Policy 

Purchasing Department, March 2024

I. Policy Statement 

The Purchasing Department staff, as agents of the University, are responsible for the procurement of materials, equipment, and services across the University. The procurement process involves researching and negotiating with vendors to acquire goods and services at the best competitive pricing, while considering quality, suitability, and service. Good business practice and the responsibility for the expenditure of University funds require the University to follow a policy for obtaining competitive bids/quotations. This policy on competitive bids provides guidance to ensure that the University maintains a competitive sourcing environment. The policy calls for obtaining competitive bids based on prices and other pertinent factors related to a purchase. Competitive procurement requirements are dependent on the dollar value and nature of the purchase. This policy explains the three threshold levels that have been established to promote competitive bidding, increase efficiency, and standardize the procurement process. It is expected that the lowest bidder be selected, provided they meet the defined requirements. In the event the low bid is not selected, justification for the decision must be documented. There are circumstances where it is not possible or practical to obtain three bids. Those circumstances are covered in the Special Circumstances section of this policy. The following guidelines have been established to promote competitive bidding. Requestors should realize that these are minimum requirements, and that bids or price comparisons should be solicited whenever the goods or services can be purchased from multiple suitable suppliers. Upon request, the Purchasing Department will assist departments in locating potential suppliers and obtaining pricing and product availability information for any threshold level. Bids and quotes submitted to the University must be held in strictest confidence and under no circumstances should vendors be given information about bids or pricing obtained from competing vendors. Purchases for goods or services that require the involvement of the Facilities Department should not be made until the Facilities Department has reviewed the purchase request and determined the scope and cost for any incremental purchases or services that will be required. This includes but is not limited to any purchase that impacts plumbing, electrical, HVAC, or that requires space modifications. This policy may not be circumvented by breaking larger purchases into smaller dollar amounts that fall into a lower tier. 

II. Scope 

The scope of this policy includes Undergraduate, Graduate School, School of Law, and University College purchases, as well as purchases of goods and services intended for leased properties (e.g., One Empire Plaza, the Clay Studio (26 Burnside St.), the Senior Studio (87 Gooding Ave.), and any other properties that may be acquired or leased after this policy is written. III. Requirements: University-funded Purchases The requirements in this section are for university-funded purchases only. Purchases that are made with grant funds may have different requirements. See Section IV, Requirements: Grant-funded Purchases, below for that information. 

A. Tier One: 

Purchases up to $10,000 For purchases less than $10,000, requestors should follow their own judgment in identifying potential suppliers. It is preferred that the goods or services be obtained from an existing vendor with whom we have a contract or master agreement on file. The Purchasing Department can help requestors make that determination. Educational consortia should also be investigated. The Purchasing Department can support any department in identifying preferred sources for goods and services. 

B. Tier 2: 

Purchases between $10,000- $100,000 All purchases over $10,000 but not exceeding $100,000 require that at least three (3) quotations be obtained from suppliers if not utilizing a contract or master agreement. All quotations must be in written form. The purchaser is not required to submit all quotations with their requisition; however, they must maintain a copy of the quotes for their records. Quotes can be obtained from suppliers or from public websites. If the low bid is deemed unacceptable, the requestor must keep a record of the justification for not accepting the lowest bid. The Purchasing Department is available to assist in obtaining competitive bids. If the requestor is unable to identify three suppliers, the Purchasing Department may be contacted to assist in identifying additional suppliers. At any point in time, the Purchasing Department may ask to review quotes obtained for a particular purchase. 

C. Tier 3: 

Purchases over $100,000 Competitive bidding via a formal RFP process is required for the procurement of goods and services with a total estimated cost greater than $100,000. With the exception of projects managed by the Capital Projects Department, all purchases over $100,000 require the involvement of the Purchasing Department. The Capital Projects Department will conduct the formal RFP process for purchases over $100,000, however, the involvement of the Purchasing Department is not a requirement. It is at the discretion of the AVP of Facilities & Capital Projects in conjunction with the Director of Purchasing as to whether the involvement of Purchasing is appropriate for any particular project. Prior to making purchases over $100,000, the Purchasing Department must determine whether: a) an appropriate contract exists and under which the product/service can be purchased, or b) the product/service can be grouped with another transaction to realize additional cost savings. Prior to soliciting bids, the requesting department must contact the Purchasing Department to initiate the process. The first step will be a meeting with all internal stakeholders to discuss the department’s requirements. The requestor will provide the Purchasing Department with all relevant information regarding the required goods/services, timing, budget, and suggested vendors. The Purchasing Department will collaborate with the requestor to create the RFP. It is required that at least three suitable vendors receive an RFP. If less than three vendors receive the RFP, the rationale shall be documented by either the requestor or the Purchasing Department. Once the RFP is written, in the majority of cases, the Purchasing Department will be the single point of contact with bidders for distributing the RFP, receiving inquiries, and distributing answers to questions. The Purchasing Department will also be the recipient of final proposals from bidders and will provide a tabulation of bids for the review and evaluation of the stakeholders. Once a bidder has been selected, the Purchasing Department will remain the primary point of contact with the bidder and will facilitate negotiations and finalize the contract. Once all of the business terms have been agreed-to by the vendor and internal stakeholders, the contract must be submitted for Contract Review by the Office of General Counsel. Once OGC has completed their review, the contract will be forwarded to an authorized signatory. Only authorized signatories may execute a contract on behalf of RWU. 

IV. Requirements: 

Grant-funded Purchases Purchasing goods and services that use grant funds must be managed under the Federal regulations outlined in the federal register. While Federal regulations have guidelines based on the dollar amount of the purchase, the internal bid policies of an organization may also come into play. If the Federal regulation and internal policy have different spending limits, grant purchases must follow the more stringent of the two policies. The Federal statute requires purchases of $5,000 or greater, and with a useful life of over one year, to be capitalized. However, RWU’s internal threshold for the capitalization of purchases is $3,000, therefore, RWU must follow its internal policy. Federal regulations require that we obtain three quotes for purchases equal to or greater than the Micro-Purchase threshold of $10,000 which is the same as RWU’s internal policy. Federal regulations require a formal RFP process for purchases that exceed the Simplified Acquisition Threshold of $250,000, however, the RWU bid policy requires a formal RFP process for purchases equal to or greater than $100,000. This means that RWU must follow RWU’s policy and do formal RFP’s for grant purchases greater than $100,000 since it is more stringent of the two policies. In summary, RWU must follow the guidelines below for grant-funded purchases: Below $10,000 : competitive quotes are not required. (Same as federal regulations.) $10,000 - $100,000: three quotes are required. (More stringent than federal regulations since they allow three quotes up to $250,000.) $100,000 and above: a formal RFP process is required. (More stringent than federal guidelines.) Federal guidelines allow for exceptions when alternate sources are not available or not feasible. Justification for these purchases must follow the organization’s internal no-bid justification process. Details on RWU’s no-bid process are detailed below in the section V, Special Circumstances. 

V. Special Circumstances 

A. Sole Source 

A sole source purchase is one where goods or services are only available from one vendor. This situation makes it impossible to obtain competitive bids. Potential scenarios for sole source purchases include but are not limited to: 

1. Vendor is the only authorized distributor/provider in the geographical area 
2. Item is special research equipment that is manufactured only by one vendor 
3. Vendor is the only service provider for existing equipment or software 
4. Vendor is the only provider for this brand of equipment, software, or service, where such brand and/or expertise relates to existing Roger Williams University equipment or software 

Written documentation is required on all sole source purchases with an aggregate expenditure greater than $10,000. When requisitioning goods or services from a sole source, the requisitioning department shall complete the No Bid Justification Form and furnish documentation to Purchasing to justify why the technical characteristics inherent in the item or service make it essential to purchase from the sole source vendor. 

B. No-bid 

A no-bid purchase is one where multiple vendors exist, however, there is a compelling reason to use a specific vendor, consultant, or manufacturer without going out to bid. The circumstances under which a no-bid procurement may be authorized include: 

1. An emergency purchase necessary to protect the safety of RWU personnel or students, or to protect existing property from immediate damage or loss. Such emergency sole source procurement decisions will be made only at the discretion of the applicable department or division Vice President. 
2. An urgent need to maintain or restore University operations. Examples include issues resulting from inclement weather, breakdown of HVAC equipment, power outages, water emergencies, and breakdown of essential vehicles.
3. A purchase needed immediately in support of an ongoing RWU function or operation (e.g., graduation) which could not have otherwise been anticipated. 
4. The nature of the product or service requires continuity or knowledge that is held only by the vendor that previously provided similar products or services. This also applies in circumstances where previous work or products need to be reworked, removed, or replaced, and the work is best done by the original vendor. 
5. The equipment, parts, or service must be sourced from the local/regional distributor designated by the OEM. 
6. A recent RFP demonstrates that the selected vendor has competitive pricing, and that the vendor should be used for continuation of a similar product or service. 
7. RWU has a “Preferred Vendor” Agreement in place with the vendor of choice. 
8. A Group Purchasing Organization or consortium has a contract with the vendor and RWU is participating in the contract. GPO and consortium contracts are the result of an RFP and therefore no additional bids are required when using their contracts. Group Purchasing Organizations with whom RWU participates in contracts include E&I, MHEC, OMNIA, HPS, and Sourcewell. 

In those cases where a no-bid purchase must be made, the authorization to do so rests solely with the department head who will complete the No Bid Justification Form and furnish documentation to Purchasing to substantiate that one of the two conditions above are met. In that instance, the department will use all diligence necessary to ensure that the cost of the goods and service procured is fair and reasonable. 

C. Existing Contracts 

Bids are not required for purchases that are made as part of an existing contract. The OGC contract number under which the goods or services are being purchased should be referenced in the Purchase Requisition. The Purchasing Department can assist requestors in identifying contract numbers. 

D. IT Purchases 

It is recognized that IT projects can have multiple technical considerations in relation to obtaining bids from multiple vendors. The follow areas are specified: 

1. VAR (Value Added Resellers): It is inherent in VAR sourcing that we are getting the lowest possible pricing from the manufacturers with whom our vendor holds the VAR relationship. As such, multiple bids are not required from VARs for products that are made by the specific manufacturer with whom they hold the relationship. The Purchasing Department shall maintain a current list of all VARs. Vendors who carry products from multiple manufacturers may not be a VAR for all of them. Multiple quotes must be obtained for products/manufacturers that are not within the VAR agreement. 
2. IT Projects: Multiple-year but finite projects to install new or upgrade existing equipment may require the use of the same vendor for the course of the project to ensure continuity and consistency. Multiple bids are not required for the selected vendor throughout the course of the project. The Purchasing Department shall maintain a current list of defined projects including project duration, selected vendors, and types of products expected to be purchased from vendors. 
3. Preferred vendor relationships: Multiple bids are not required when preferred vendor relationships exist. The Purchasing Department shall maintain a current list of preferred vendors including supporting information or explanation as to why the vendor was selected. Also included on the list should be the date on which the preferred vendor relationship either ends or should be re-evaluated, or any circumstance which would require the relationship to be reviewed, i.e., expiration of a contract with a consortium. 

VI. Indefinite Delivery / Indefinite Quantity (ID/IQ) Master Agreements. 

With the authorization and oversight of the Director of Purchasing, certain departments may enter into ID/IQ contracts with selected vendors for the procurement of routine goods and services on a recurring basis. ID/IQ’s are for short term, relatively minor, design and construction projects, and may be used under the following conditions: 

1. The ID/IQ solicitation or RFP must be broadly advertised so as to result in a minimum of 4 proposals from comparable suppliers. Multiple ID/IQ contracts are awarded for each category of ID/IQ awarded (e.g. landscaping and minor site work). 
2. The department will draft a selection criteria to evaluate each proposal received. The ID/IQ vendor selection criteria must be weighted 50% or more on the generic price proposal / schedule of fees included with the proposal. Roger Williams University Competitive Bidding Policy Purchasing Department, March 2024 7 
3. Each ID/IQ vendor must execute a master agreement contract, the terms and conditions of which are incorporated by reference into each purchase order awarded under the ID/IQ agreement. 
4. The cost for task orders assigned under the ID/IQ agreement will be based on the competitively bid schedule of fees included in the ID/IQ proposals and subsequent contract. 
5. The intent of the ID/IQ agreement is to streamline procurement and standardize contracts, however, when possible the department making the purchase under the ID/IQ will solicit bid proposals from two or more ID/IQ contract holders, prior to issuing the purchase order. 

Some examples of projects that are appropriate for the use of ID/IQ’s include bathroom renovations, renovation of a building envelope, repairs to a parking garage, sports field improvements, and furniture replacements. ID/IQ’s are not for major capital projects. The determination of whether or not the use of an ID/IQ is appropriate lies with the Project Director. 

VII. Additional Information 

To ensure objectivity and eliminate unfair competitive advantage, suppliers (i.e., vendors) who participate in the preliminary planning or development or drafting of specifications, requirements, requests for quotes or proposals must be informed in writing prior to such assistance that the information they develop will be shared with all potential bidders, and that they will be required to submit a full proposal for the goods or services and be subject to the same selection and award criteria as others submitting proposals. To avoid potential conflicts of interest, no employee, officer, or agent of the College should participate in the selection, award, or administration of purchases or contracts in which, to his or her knowledge, the employee, immediate family, or partner has a financial interest in the supplier's organization. Bids and quotes submitted to the University must be held in strictest confidence and under no circumstances should suppliers be given information about bids or quotes, or pricing obtained from competitive sources. Per the Roger Williams University Records Retention Schedule, Section VI(E), Office of Purchasing, RFP’s and Bids must be retained for 7 years. The records are retained by the Purchasing Department.

POL020: Delegation of Authority

POLICY NO: POL020  

TITLE: DELEGATION OF AUTHORITY  

EFFECTIVE DATE: JANUARY 2000  

UPDATED: AUGUST 2009  

GENERAL 

 By virtue of appointment, the Director of Purchasing has the authority to delegate responsibility for certain types of purchases and/or negotiations when it is determined to be in the best interest of the University. Coordination with the proper departments will prevent unnecessary duplication of orders and will insure product compatibility. 

LIBRARY SERVICES  

The authority to purchase books, periodicals, and subscriptions solely for the use by the library is vested with the University Library. Likewise, authority to purchase books, periodicals, and subscriptions solely for use by the Roger Williams University School of Law, hereinafter referred to as the School of Law, is vested with the Dean, School of Law. The Director of Purchasing is responsible to insure that all purchases made by the University Library and the School of Law Library are in accordance with Roger Williams University purchasing policy and procedures.  

AUDIO VISUAL SERVICES  

Requests for audio visual equipment and other supplies, including video tapes, must be coordinated through the Audio Visual Department before purchasing action will be approved by the Purchasing Department. Requests for audio visual equipment for use within the School of Law must be coordinated through the Director of Media Services. Additionally, major audio visual projects for the University should include the services of the Director of Media Services, School of Law.  

COMPUTER SERVICES  

Requests for computer hardware, software, and accessories must be coordinated through the office of the Vice President of Information Technology before purchasing action will be taken by the Purchasing Office.  

ADVERTISING

Requests for advertising in local or national publications must be coordinated through the Public Affairs Department before purchasing action will be approved by the Purchasing Office.  This will insure university standards for advertising are uniform. 

PROMOTIONAL, GIFTWARE AND CASUAL ATTIRE ITEMS

These types of Items can be sourced at competitive prices from http://www.campuscasuals.com through arrangements with RWU Bookstores. An additional 20% discount is applicable to all web catalog prices. It is suggested http://www.campuscasuals.com catalog be reviewed prior to seeking external sources. 

CONSTRUCTION & RENOVATION PROJECTS

 Purchasing is responsible for soliciting competitive bids for major construction and renovation projects. Bid packages are to be prepared by the Facilities Management department which may include the recommendation for the additional hiring of consultants, engineering specialists and or architects. A minimum of at least three bids is preferred at all times and upon receipt at the Purchasing Department shall be opened in the presence of at least two witnesses. Upon review and evaluation of each bid a recommendation is to be presented to the Vice President of Finance and Operations, President and the Finance Committee of the Board of Trustees.  

DEPARTMENT DELEGATION  

Deans and Department heads may delegate approval authority to subordinates provided such delegation is documented in writing to the Director of Purchasing. Documents must include, as a minimum, the name, title, signature, and dollar limit restrictions. Part time employees, temporary employees and students may not be delegated to have approving authority. 

POL040: Unauthorized Purchases

POLICY: POL040 

TITLE: UNAUTHORIZED PURCHASES

EFFECTIVE DATE: JANUARY 2000 

UPDATED: AUGUST 2009  

GENERAL  

University employees and students are not to enter into procurement contracts, or in any way obligate Roger Williams University for procurement indebtedness except as specifically authorized by this manual, by the University President, the Senior Vice President for Finance and Administration, Vice President for Finance or the Director of Purchasing.  Unauthorized purchases made by any individual may be determined to be a personal obligation between the individual and the vendor. Such obligations will not be honored by Roger Williams University for payment. In such instances the supplier will be notified by letter that the University will not accept responsibility for the debt. The individual will receive written notification of the University's decision and a copy of the vendor's request for payment. 

PERSONAL PURCHASES  

It is unethical and against the law to use Roger Williams  University purchase orders or credit cards for personal purchases. It is also against the law to use the tax exempt status of the University in any way, either directly or indirectly, with regard to personal purchases.  

CONTRACTED PERSONNEL AS AGENTS  

Contracted personnel, often referred to as 1099 status are not authorized to act in any capacity as an agent of Roger Williams University in the procurement of goods and services.  Such persons cannot legally commit University funds or authorize payment of monetary obligations.  

STUDENTS AS AGENTS  

Roger Williams University students are not authorized to act as agents on behalf of the University. Students must not be placed in a position to negotiate prices, place orders, sign contracts, or in any manner obligate Roger Williams University. University employees responsible to supervise student groups are charged to insure students do not violate these provisions. 

POL050: Negotiated Pricing Agreements

POLICY NO: POL050  

TITLE: NEGOTIATED PRICING AGREEMENTS  

EFFECTIVE DATE: JANUARY 2000  

UPDATED: AUGUST 2009  

GENERAL 

The Purchasing Office has negotiated special pricing agreements with a variety of suppliers for specific commodities and services. These agreements assure low and/or competitive prices are available. As the need arises the Purchasing Office will assist departments that choose to take advantage of these arrangements. 

 EDUCATIONAL AND INSTITUTIONAL COOPERATIVE 

As a member institution of the National Association of Educational Buyers (NAEB) Roger Williams University is a member of the Educational and Institutional Cooperative. The cooperative is a national organization which establishes national and regional contracts at affordable prices.  

OFFICE SUPPLIES 

Special pricing for office supplies and goods are contracted on an annual basis. The office supply contract is intended to provide a means for departments to obtain day to day items for office operation. The agreement is not intended for the purchase of non consumable goods such as floor lamps, file cabinets, furniture, white boards or other similar products. To enforce this intent, a dollar restriction of $200.00 per item has been established. 

POL060: Vendor Relations

POLICY: POL060  

TITLE: VENDOR RELATIONS

EFFECTIVE DATE: JANUARY 2000  

UPDATED: AUGUST 2009  

VENDOR RELATIONS  

The Purchasing Department and all university personnel performing the purchasing function should endeavor to build and maintain professional and courteous relations with vendors and their sales representatives. Vendor goodwill is an important asset to the University and should be handled with courtesy, honesty, and fairness. Departments should notify the Purchasing Department of any exemplary or unsatisfactory performance displayed by a vendor or the vendor's representative. The Purchasing Department will assist departments in resolving any disputes with suppliers whenever such assistance is needed. The most harmful issue between any vendor and the University is the failure by the University to pay its obligations in a timely fashion. Requisitions should not instruct vendors to send bills or invoices to the department as this only serves to delay approval and payment. 

MINORITY VENDOR PURCHASES

Roger Williams University encourages the meaningful participation of minority owned businesses whenever possible.

PRIVATE INDIVIDUALS

The University allows the limited purchase of goods and services from private individuals only when the individual is not an employee of the University. Requisitions addresses to such persons must include the individual's social security number (SSAN).

TAX EXEMPTION  

As an educational institution, Roger Williams University is exempt from federal and state sale tax under the provisions of the Internal Revenue Code 501 (c) (3). Federal and States tax exempt numbers appear on each purchase order form sent to vendors. If a supplier requests a copy of the University's exemption certificate the supplier should be directed to contact the Purchasing Department. 

POL070: Travel and Entertainment

POLICY: POL-070

TITLE: TRAVEL AND ENTERTAINMENT

EFFECTIVE DATE: JANUARY 2000

UPDATED: December 2023 

General  

Travel includes all necessary official transportation on railroads, airplanes, buses, automobiles, and other common carriers.  Every situation is different when it comes to travel. Therefore, individuals traveling should make their own travel arrangements in adherence with RWU policies. Entertainment expenses must be prudent and appropriate to the occasion.   This policy is intended to provide for the reasonable needs of travelers, to control travel expenditures, to maximize the University's ability to negotiate discounted rates with preferred suppliers, to facilitate proper reporting, and to ensure compliance with applicable IRS requirements.  While the information in this handbook should be sufficient to cover the majority of scenarios, it is inevitable that certain situations are not addressed. This handbook is not expected to cover every possible situation. For example, federally funded awards may have additional requirements associated with their expenditures. It is encouraged that items of an unusual nature be discussed with the Finance or Purchasing Office.   

Definitions  

For the sake of clarity, the definitions and procedures in this policy and related practice guides distinguish between "transportation" and "travel."  

Transportation:  leaving campus for a period of less than 24 hours, generally within a 50-mile radius, and not requiring overnight lodging.  

Travel:  leaving campus or home for a period exceeding 24 hours, beyond the general area, and necessitating an overnight stay.  

Domestic Travel: travel among any of the fifty United States, its possessions and territories.  In the case of sponsored projects, domestic travel may be defined in the contractual documents.  

Foreign Travel: travel outside of the United States, its possessions, and territories.  In the case of sponsored projects, foreign travel may be defined in the contractual documents.  Federal grants or contracts must comply with the Fly American Act and all applicable federal requirements.  Any questions should be directed to the Finance Office.  

Official Travel: travel on approved university business between home (or normal workplace) and another destination.  Commuting between one's home and regular place of employment is not official travel.  

Grant Related Travel:  travel using federal or state funds.  Grant policies supersede the university travel policy.  

Supervisor:  Someone to whom the traveler reports in an official capacity.  A supervisor does not include administrative assistants or employees that report to the traveler. 

Pre-Approval of Travel Requests  

All overnight travel on university business should be authorized in advance by the Senior Vice President/ Vice President of the unit and submitted at least two weeks prior to travel.  The requester will be responsible for assuring that budgeted funds are available to meet any travel commitment.  SVP’s, VP’s, Deans and Directors will be able to attend up to one national (domestic) conference and one regional conference subject to budget and rationale.  The process begins with an individual contacting an approved travel agency, on-line service, airline, hotel, etc., and requesting an itinerary.  Traveler must then complete The Travel Pre-Authorization Form and 2 submit to Department Head, Dean, and/or Vice President for approval before making final arrangements for travel. Travel and entertainment are permitted with the expectation there is a present or future benefit to RWU. 

Once arrangements are finalized and the Senior Vice President or Vice President has approved the trip, the traveler must make their travel arrangements utilizing the RWU P-Card.  The use of personal credit cards is generally not permitted as the RWU P card is the preferred method of payment. 

When travel is completed, all Travel and Entertainment Reimbursement Forms (T&E Form) must be signed and approved by a supervisor. When traveling to conferences, seminars, etc. the conference schedule and agenda must be attached to the T&E form. 

Athletic teams and recruiters are exempted from this requirement when traveling on prearranged schedules.  

Travel & Accommodations  

When assistance is required for Travel and Accommodations, it is strongly suggested that all travel and accommodation arrangements should be made through an agency approved by Roger Williams University. Alternatively, "online" travel services may also be used if lower in cost, however, they should always be compared to the RWU approved travel agency. This agency can offer travel assistance away from home should the circumstances require something "online" services do not provide.  

Travel Agent  

Pearson Travel
1019 Waterman Ave  
East Providence, RI  02914  
(P) 401-438-8400 or 800- 336-1066 
(F) 401-438-6858 

Maryann Sasso President 
(P) 800-817-2508 

Primary Contact: 
Phone: 401-438-8400 
Angela Kozinian Ext. 1802  
Virginia Sanchez Ext.  1801  
Lynn Lander Ext. 1804 
info@pearsontravel.com 

Airline and Hotel Accommodations  

The preferred payment of choice for travel expenses is the RWU P-Card.  If employees inadvertently utilize their own personal credit cards for prepaid trip expenses (i.e., airline tickets, registration fees, lodging, etc.), reimbursement will only be made when all trip expenses, along with receipts, are submitted to the Accounts Payable office after the completion of travel.  In the unusual event when an employee seeks reimbursement for airline travel, claims for reimbursement must be supported by the original passenger receipt. The payment receipt or other documentation that supports the actual cost paid must be provided.  Reimbursement for etickets should be accompanied by the itinerary showing “e-ticket”, name of the traveler and the amount paid or the original payment receipt or other documentation that supports the actual cost paid must be provided whenever possible.  A copy of the final hotel bill, with all charges clearly identified, should be attached to the T&E form. Method of payment should be displayed as well as an explanation of why these charges were not placed on the RWU PCard.  Air travel must be economy class seating.  Seat upgrades and preferred seating within economy class are not permitted. Hotel reservations must be made at moderate priced hotels.   Railway Service Taxis and Shuttles  Travelers are expected to obtain receipts for taxis, railway services and shuttles. These receipts must be original and on the letterhead of the outside vendor. Amtrak tickets purchased on the RWU P-Card must be 4 receipted with a ticket stub that clearly defines the cost of the ticket and destination. Amtrak tickets purchased online must be receipted with a receipt that clearly defines the destination and the total amount of the ticket.  Private Auto Use  When travel by private automobile is chosen over a common carrier to save time, transport equipment, or reduce costs when a number of people are traveling to the same destination together, reimbursement to the traveler will be on the basis of actual business mileage traveled.  Reimbursement for private vehicle use cannot exceed the cost (or sum of costs for more than one traveler) of round-trip air travel between the nearest airport of origin and destination, including coach fare and incidental expenses to travel to or from the airport.  If several travelers share a privately-owned vehicle, only the owner of the vehicle will be reimbursed for mileage.  

Reimbursement of Costs:  

An accurate daily record of miles traveled must be maintained and submitted with the T&E form.  The reimbursement rate will be preset and published annually.   The mileage reimbursement rate covers all operating costs of the vehicle, including but not limited to gasoline, repairs, depreciation and insurance.  Private vehicles used for business travel are not covered by university insurance.  No reimbursement is permitted for costs of repairs or damages to vehicles, costs for locksmiths, car washes, or towing whether they result from the acts of the traveler or others.  Fines for moving or parking traffic violations are not reimbursable.  Commuting costs (transportation between home and workplace) are never reimbursable.  Actual mileage will be reimbursed.  The mileage reimbursed cannot exceed the mileage from the place of employment to the destination. 

Motor Vehicle Use Policy  

Car Rental  

EHI Holdings (comprised of Enterprise Rent-A-Car and National Rental Car) is RWU’s preferred car rental company.  You may make reservations with Enterprise or its’ affiliated company National Car Rental. Rental cars should be no larger than mid-size.  

You may make reservations in the following manner:  

Enterprise & National Rental Car   

Please use this link for all car rentals – whether renting locally or when traveling on University business.

When traveling for RWU purposes the traveler should always decline insurance as the damage waiver is included in the University rate and RWU also carries blanket coverage for all employees. Every reasonable effort should be made to return rentals with the same amount of fuel as initially received. Both Enterprise and National make the same discounted rates available to RWU employees for personal travel (please click the appropriate box on the website).  When this service is utilized, employees are reminded they must make payment with personal funds.  Please note that the damage waiver is not included when vehicles are rented for personal use.  Use of personal vehicles is permitted with reimbursement based on miles traveled at rates which are published to the campus community from time to time.  

Approval Process 

The T&E form together with required documentation must be submitted to the traveler’s immediate supervisor or a more senior officer who has the authority to approve such expenditures. A supervisor or senior officer 6 cannot approve the T & E form if they also traveled with the individual on University business. A more senior officer would need to approve the expenditures.  In the absence of the immediate supervisor, approval from the next higher level of supervision is required. The President or Vice President for Finance may approve expense reimbursement if the above-mentioned supervisory approvals cannot be obtained due to the supervisor's' absences.  Supervisors approving expense reports are responsible to ensure the following: Expenses reported are proper and reimbursable under this policy. The expense report has been filled out accurately and has the required documentation. The expenses are reasonable and necessary.  All expenses (with the exception of Meal and Incidental Expenses) must be reported on an actual-cost basis, with substantiating original receipts.   The University does have a per diem allowance for meals and incidental expenses.  Travelers are not required to obtain meal receipts when using meal per diem however, business purpose is still required. Reimbursement will not be made if a meal has already been paid for as part of a conference. A partial day's travel is eligible for proportionate meal allowance.   All other expenses are reimbursed on an actual cost basis and must be substantiated with actual itemized receipts.  Exceptions are limited to Admissions Travelers, certain Federal Grants, and Law School student competitions.  Expenses which are prepaid by or charged directly to the university on behalf of the traveler (e.g., airline tickets, hotel accommodations) must be itemized on the T&E form, with the notation  "prepaid" in the amount column. Amounts prepaid by or charged directly to the university on behalf of the traveler must not be reflected in the expenses claimed by the traveler.  

Timeframe (Deadlines) for Submitting Requests for Reimbursement  

In order to comply with Internal Revenue Service regulations, RWU employees must reconcile travel expenses, on an RWU T&E Form within 60 days of the date of return from the trip. Failure to perform this reconciliation within the 60-day time period will result in any funds disbursed for trip related expenses being treated as taxable wages paid to the employee and subject to Federal and State Income Tax, Social Security and Medicare withholdings. Any University related travel expenses incurred using personal funds will be ineligible for reimbursement after 90 days. Obtain your supervisor's approval and give the completed, approved T&E Form to your Departmental Administrator to keep on file while you travel. Reimbursements will be made on the basis of approved expense reports only.  Under no circumstances will travel expenses for travel completed during a fiscal year be reimbursed after the close of that fiscal year.  The Finance Office / Controller shall publish reasonable deadlines at the fiscal year end for reimbursement requests to be processed.  Per Diem for Meals & Incidentals Expenses  A per diem (daily) allowance is available to all RWU faculty and staff who have received prior authorization for Meal and Incidental Expenses associated with overnight travel in the amount listed for the City or Region in the IRS guidelines (see link below).   This per diem allowance does not apply to foreign, study abroad, federal/state grant-related, developmentrelated travel, athletics team travel, or admissions-related travel expenses.  This allowance is also not applicable if the event fees include meals provided by the sponsor.  

On the first day and the last day of travel, the traveler can only be reimbursed 75% of the per diem rate. In other words, the traveler must deduct 25% of the meal per diem for both the first and last days of travel.  With the change to a per diem structure, no meal receipts are required for reimbursement.  Please note that non-meal related incidental expenses in excess of eight dollars ($8) are not covered by the per diem 8 allowance.  Receipts are still required for these expenditures when paid by the traveler.  (see below)  Examples of non-meal related incidentals would be parking fees, bridge/tunnel tolls, fax/internet charges, taxi fees, gas for rental cars, etc.   The per diem allowance must match the traveler’s submitted Preauthorization Form.  Expenditures that exceed the per diem allowance are out of pocket for the traveler and will not be reimbursed.  Confirmation of the overnight travel should be attached to the RWU T&E Form.   

Please note that while the per diem allowance does not apply to non-travel related meals for RWU faculty and staff, the allowance rate must be considered in the cost of the meals for each RWU employee / participant.  Accordingly, the value of each lunch must not exceed $22 per person and the value of each dinner must not exceed $36 per person.

The IRS guidelines – including a map and rate tables (Please be sure to use the M&IE Rate Column)  

Per Diem Allowances will not be prepaid for business-related travel. Prepaid travel exceptions include foreign travel and travel which exceeds a 5-day period.   Please note that meals and incidentals while traveling cannot be paid for by the RWU P-Card.    

Non-Reimbursable Expenses  

The following is a list of personal expenses (in addition to those that have been identified in other sections of this document) that are not eligible for reimbursement as University business expenses: 

• Amenities such as movies, in-room bars, saunas, massages, etc. 
• Childcare costs, babysitting, or house-sitting costs. 
• Any personal clothing or accessories. 
• Grooming expenses such as haircuts, toiletries, etc. 
• Prescriptions, over-the-counter medication, or other medical expenses. 
• Fees for boarding pets or other animal care. 
• Magazines, books, newspapers, or other personal reading material. 
• Outlays for personal expenses such as: personal services and entertainment, alcoholic beverages*, or personal membership fees and charges. 
• Expenses related to non-RWU activities or personal time off taken before, during, or after a business trip. 
• Airline club membership dues. 
• Airline travel insurance costs.
•  Incremental airline ticket costs to obtain frequent flyer benefits. 
• Fines for automobile or parking violations. 
• Cost differential on premium and luxury car rentals. 
• Charges from unwarranted failure to cancel hotel reservations, airline tickets, etc. 

*Certain exceptions will be granted for development Miscellaneous Travel Costs 

Tips are reimbursable for services associated with business travel including food services and porters. As a general rule, travelers should not tip more than 15% - 20% of the bill. Tips paid for reimbursable meals should be documented on the receipt. No receipt is required for small miscellaneous tips paid to maid, bellhop, etc. where receipts are not attainable. Tips should be of a reasonable amount. Travelers should note that all tips are included in their daily per diem allowance.  

Travel & Entertainment Reimbursements  

Certain T&E Expenditures are not covered by the traveler’s daily per diem allowance.  These include incidental expenses greater than eight dollars ($8) and “entertainment meals” (as opposed to “traveler meals”) this is a meal where the RWU faculty or staff person entertains someone from outside the University.  Please note that while the per diem allowance does not apply to these meals, the rate should be considered in the cost of the meal.  Please note, alcohol is not an allowable expense and will not be reimbursed by the university.  There are times that exceptions are made under certain circumstances; however, this exception must be approved by the EVP of Finance and Administration prior to the date of occurrence.  An email or letter of approval must accompany your request in order for finance to process the reimbursement. 

For travel reimbursements and payments to be considered non-taxable income, the university's policies and procedures must comply with the IRS Accountable Plan Rules, meeting three conditions:  

Business Connection: Reimbursements and advances provided to travelers must be for work-related expenses only.  An advance payment must be reasonably related to the business expenses that a traveler is expected to incur.  The names of all meal participants must be included in any expense description.  

Substantiation: Travelers must provide, within 30 days, a statement substantiating the amount, time, use, and business purpose of the expenses. 

Return of Advances: Travelers must return any advanced amounts in excess of the substantiated expenses within 30 days of completion of the travel assignment.

It is the responsibility of the traveler to keep clear and complete records of expenses.  To maintain efficient business processes, travel documentation that is incomplete, inaccurate or not well-organized will be returned to the traveler and could delay reimbursement processing.  

Accounts Payable will review each employee T&E form for: 

• Proper approval signatures 
• Identified business purpose 
• Correct totals 
• Supporting documentation and receipts
•  Policy compliance 

The T&E Form must be completed for all personal reimbursements.  Entertainment expenses are subject to extensive scrutinizing by the Internal Revenue Service.  The business purpose of entertainment, names of attendees and their relationship to RWU must be clearly indicated on the form. Original receipts must be attached to all T & E reimbursement requests along with proof of payment.   

The receipt must support the propriety of the transaction and contain the following information:   

• Vendor name 
• Detailed listing of goods purchased, including item description, quantity and price 
• Transaction date 
• Total dollar amount of purchase 

Photocopies of invoices, credit card statements or record of charge slips accompanying the monthly billing statement, receipts or restaurant stubs are not acceptable unless the original document was lost, and the photocopy is signed with a full explanation of the circumstances. If a receipt is lost the RWU Missing Receipt form must be attached.  Under no circumstances may an individual approve his or her request or that of his or her superior.   

Foreign Travel 

Because of the varied nature of foreign travel, special arrangements for a cash advance can be made by contacting the Finance Department at ext. 3853 or 3886.  All general policies pertaining to travel apply to foreign travel.  It is the university’s policy to use a federally established per diem rate for meals when traveling.

The per diem rate is $48.00 per day.  Rates are revised monthly, and reimbursement will be made at the rates effective during the actual travel days.  You are strongly encouraged to check these IRS rates prior to travel.    

Receipts are not required when the traveler is using the per diem allowance.  The per diem does not extend to lodging or any other aspect of the trip.  Therefore, actual itemized receipts must be submitted for those costs.  A VP must approve all travel in advance and in writing.  Employees who travel internationally must provide supporting documentation for exchange-rate conversion with the T&E Form.  A separate travel expense report page should be completed for each type of currency in which expenses are incurred. U.S. dollars may be combined with one type of foreign currency. All expenses must be recorded in U.S. dollars, with the currency conversion rate clearly noted on the travelexpense report and on all supporting receipts.  

Travel Abroad Insurance 

INSURANCE INFORMATION FOR ROGER WILLIAMS UNIVERSITY & ROGER WILLIAMS UNIVERSITY SCHOOL OF LAW   EMPLOYEES TRAVELING ABROAD 

University and Law School employees traveling abroad on University or Law School business have access to a number of insurance and travel assist programs and benefits, as follows:   

1. Medical Insurance Medical coverage for accidents or a sickness occurring outside the United States is primarily through the employee’s own health insurance coverage.  If you are enrolled in the University-sponsored medical program through Blue Cross & Blue Shield of Rhode Island you have access to BlueCard Worldwide, which provides coverage when traveling outside the US. Information on BlueCard Worldwide, including contact information regarding finding a doctor or hospital outside the US, is attached.   If you are not enrolled in the University-sponsored BCBSRI medical program you should, before your scheduled trip, contact your own medical insurer and request coverage information regarding travel outside of the US. 
2. Business Travel Accident Insurance The University has obtained a Business Travel Accident insurance policy, currently issued by Chubb insurance company, which provides benefits in the event of accidental death or dismemberment. Such coverage applies to any University or Law School business travel both within and outside the US. In addition to the base benefits, the policy also provides various travel assistance programs, including identify theft assistance. A listing of such programs is attached. The attachments contain current coverage cards identifying the group name and number that you may carry with you while traveling. 
3. Foreign Liability Insurance The University & School of Law maintain a general liability policy, currently issued by ACE insurance company, generally insuring their actions, and the actions of their employees, in most foreign countries. In addition to the liability protections, the policy also provides a small medical insurance benefit, along with travel assistance services similar to those offered by the Business Travel Accident policy. A listing of such programs and benefits is attached. The attachments contain information that may be carried with you while traveling. 14 In the event of a personal medical situation, you should contact both your primary health insurer (see Section 1 above) along with ACE. 
4. Automobile/Van Rental Employees should not rent automobiles or vans when outside the U.S. Public transportation or transportation through other service providers (taxis, tour guides, etc.) should be utilized. If there are unique circumstances that warrant renting an automobile or van, please contact one of the individuals noted below under Section 7 in advance of the trip to discuss insurance coverage. 
5. Personal Property There is no University or Law School insurance for personal property. Employees are encouraged to speak with their homeowners or rental insurance company in advance of a trip to determine whether such items will be covered or whether a supplemental policy is necessary. 
6.  Notification of Potential Liability If, while traveling overseas, you become aware of any matter that may give rise to liability of the University, the Law School, a faculty or staff member, or student – such as damage to third-party property or injury to a third-party - please notify the following upon your return to the U.S.
   1. Rachel Nuzzo  
      General Counsel Roger Williams University  
      Phone: (401) 254-5728   
      E-Mail: rnuzzo@rwu.edu
7. Questions If you have any questions regarding this information, please do not hesitate to contact the following: 
   1.  Rachel Nuzzo
      General Counsel
      Roger Williams University  
      Phone: (401) 254-5728 
      E-Mail: rnuzzo@rwu.edu 
       

TRAVEL FOR PROFESSIONAL DEVELOPMENT  

Faculty who plan travel for professional development must apply to the Professional Development Committee before making travel arrangements. Professional development travel is not considered official university travel and individuals must seek reimbursement according to the faculty contract guidelines. 

TRAVEL FOR FOUNDATIONS TO PROMOTE GRANTS 

Any approved grant requests that include a travel component should be submitted through the normal travel reimbursement process.  The university policy is to provide a per diem for meals and incidental expenses for all overnight travel.  The university’s standard per diem rate for meals and incidental expenses is $48 and is reimbursed upon trip completion.  The federally established domestic per diem rates may be used if they exceed the university’s standard rate of $48 per day.  Rates by city and county.   

Per diem amounts must be prorated in the following instances: 

• • on day of departure and the day of return for meals not incurred 
• • when a meal is provided by another source (including meals provided at conferences) 
• • Same day travel In these instances, the following are the reimbursement rates:  
  • Breakfast $8 - (25% when using federal table)
  • Lunch - $15 (25% when using federal table)
  • Dinner - $25 (50% when using federal table)  

All other expenses are reimbursed on an actual cost basis and must be substantiated with actual itemized receipts.  Please reference the foreign travel section for all non-domestic travel. 

 Spousal/Companion Travel

The IRS has ruled that the expenses of a spouse or other person accompanying a traveler cannot be reimbursed if the person has no significant role or performs only duties of a clerical, secretarial, or medical nature.  All requests for reimbursement of spousal travel require the advance approval of the appropriate Vice President, and the supporting documentation must note that the accompanying person is performing significant duties as stipulated by the IRS before approving. Generally, any additional costs incurred because of these additional travelers are nonreimbursable. 

POL080: Business Cards and Letterhead

POLICY: POL080

TITLE: BUSINESS CARDS AND LETTERHEAD

EFFECTIVE DATE: JANUARY 2020

UPDATED: JANUARY 2022

BUSINESS CARDS AND LETTERHEAD 

May be ordered from RWU's preferred office supplies vendor Staples. An employee must have an RWU Staples Advantage account to place orders. Administrative Assistants or other employees with an account may order business cards or letterhead for another employee.  All business card orders will be routed to Human Resources for approval before being sent to Staples. To obtain an RWU Staples Advantage account, contact Purchasing Director Kathy Kanterman at kkanterman@rwu.edu

POL090: Student Club and Senate Purchases

POLICY: POL090

TITLE: STUDENT CLUB AND SENATE PURCHASES

EFFECTIVE DATE: JANUARY 2000

UPDATED: AUGUST 2009

GENERAL 

All requests for goods and services developed by Student  Club Activities are subject to the same policy and procedures as administrative and faculty departments throughout Roger Williams University. All purchase requests must be approved by Campus Programs staff. Students are not permitted to purchase or commit RWU to any agreement. 

POL100: The Purchase Requisition

POLICY: POL100

TITLE: THE PURCHASE REQUISITION 

EFFECTIVE DATE: JANUARY 2000 

UPDATED: JANUARY 2023

GENERAL

Roger Williams University policy requires that a Purchase Order must be used for all transactions involving the procurement of materials, equipment, supplies, and services from sources outside the university community. A Purchase Requisition must be provided to the Purchasing Department in order for them to create a Purchase Order.

THE PURCHASE REQUISITION FORM

The purchasing process begins with the preparation of the Purchase Requisition by the requesting department. The purchase requisition form is used to: request needed repairs, annual and/or quarterly maintenance and other similar services; To request general supplies, materials, and equipment: to establish blanket orders for maintenance, repair and operational (MRO) supplies ordered on a repetitive basis.

The Purchase Requisition is an internal document used for departments across the university to request a Purchase Order. A Purchase Order is a formal document that obligates RWU to purchase items or services from a vendor. The Purchasing Department is the only department authorized to create a Purchase Order.

REQUISITION ITEM DESCRIPTION

The Purchase Requisition form must include a specific and detailed description to insure that the item(s) received is/are the item(s) desired by the end user. The Purchase Requisition must be accompanied by a quote from the vendor.

GENERAL LEDGER NUMBERS

The GL numbers that the goods or services will be charged to must be provided in the Purchase Requisition. The purchase may be split between multiple GL #'s.

SIGNATURE AUTHORIZATION

Proper signature authorization, Emailed authorizations are also acceptable. Signatures are required on all Purchase Requisitions before a Purchase Order can be processed.

ORDER CHANGES

Changes to a Purchase Order, after it has been processed by the Purchasing Office, must be sent to the Purchasing Department, not to the vendor. The Purchasing Department will update the PO and send it to the vendor.

POL110: Purchase Credit Cards

POLICY: POL110

TITLE: P-Card

EFFECTIVE DATE: MAY 2015 

Purchase credit cards are available for various campus wide functions and when issued must be in compliance with the this Policy. Welcome to Roger Williams University Procurement/Purchasing Card program provided to us by US Bank. The procurement card is a purchasing tool that offers an alternative to the existing procurement processes and provides an efficient and effective method of purchasing and paying for goods and services. This user guide outlines the benefits of the procurement credit card program to you, your department, and the University, and provides you with information needed to use the card while adhering to sanctioned guidelines.  The procurement card concept is designed to delegate authority and to give users the capability to quickly and conveniently purchase approved commodities directly from vendors that accept the Visa credit card. All users should read this entire Policy. The benefits of the procurement card (P-Card) to you and Roger Williams University are significant.

BENEFITS TO THE CARDHOLDER

• Specialized goods or services can be ordered directly by knowledgeable technicians 
• Goods and services can be obtained quickly and easily 
• Allows efficiency in the work related to the purchase of and payment for goods and services 
• Reduces the volume of paperwork required of departments 
• Departments can retain copies of warranties and statements for easy reference 
• Eliminates or minimizes the need for petty cash accounts 

BENEFITS TO THE UNIVERSITY

• Eliminates or minimizes the need for petty cash accounts
• Reduces the number of requisitions, purchase orders, invoices, and checks 
• Allows procurement activities to be more efficient 
• Provides protection against fraudulent charges 

BENEFITS TO THE SUPPLIERS 

• Permits payment in as few as two business days improving cash flow 
• Eliminates invoicing and collection activities 

The procurement card is to be used for purchases related to University business only. Use of the card for personal purchases is strictly prohibited. The Purchasing Department and Office of Finance are responsible for monitoring the effectiveness of the program. If you have any questions regarding the program, or the appropriate use of the card, please contact the Purchasing Department. 

WHO CAN ACQUIRE A CARD? 

Only RWU employees may acquire an RWU Procurement Card. Managers must approve the issuance of the card. The P-card Request Form can be found by contacting the Purchasing Department.

 A request does not guarantee the issuance of a card. There must be a requirement to purchase goods and services for the University based on the job responsibilities of the individual. The designated RWU employee must acknowledge that they have read the P-card Policy. Purchasing will provide various training materials for the cardholder. 

HOW IT WORKS 

Each cardholder is required to keep the card secure and is responsible to use it for purchases within the parameters of the program. It may not be transferred to, assigned to, or used by anyone other than the designated Cardholder.  Please inform Purchasing if any vendor will not accept the card. The card may be used to purchase items in-person, at the supplier site, or over the telephone or Internet. The amount that can be spent per transaction and per month are established based on the scope and requirements of the employee's job responsibilities. 

When placing an order on the phone or over the Internet, you should supply the following information: 

• Identify yourself as an RWU employee 
• Cardholder name
• Individual card number
• Expiration date of the card 
• Tax exempt status and number 
• Delivery address 

Any other information necessary to make the purchase Each procurement card is associated with a default RWU 15 digit GL account number.  This account is automatically assigned to all purchases made.  It is mandatory that the cardholder reallocates any charges to the correct GL code within 10 days of the close of the monthly billing cycle.  Billing cycles end on the 25th of the month.  If the 25th falls on a weekend or holiday, the billing cycle ends on the next business day.  It is the cardholder's responsibility to review and correct each transaction for accuracy, including appropriate object code. Each procurement card transaction will appear in your US Bank Access Online account.  Monthly charges will be reflected on your department's account budget via a monthly upload to the general ledger.  Upon receipt of your order, keep the documentation enclosed with the item or items. Typically, you will receive a sales receipt or packing slip, which you must keep uploading into the Access Online system.

 STATEMENT SUBMISSION/RECONCILIATION 

Each purchase you make will be posted to your Access Online account within 1-3 business days. Check your transactions against your sales receipts, invoices, packing slips, or other proofs of purchase to ensure you have received all the goods for which you have been charged. The goods should be easily identifiable on the proof of purchase. All transactions must be allocated in Access Online and approved by your Approval Manager within 10 days of the close of the cycle. Failure to do so may result in the loss of P-card privileges.  Upon reconciliation, all receipts greater than $25 MUST be uploaded in Access Online with the corresponding transaction. 3If, for some reason, you do not have the appropriate backup for an item on the statement, you must provide a Missing Receipt Form with a written explanation detailing the purchase signed by your Department Head/Dean.  The Finance Department will conduct  audits of all files periodically. 

TAX EXEMPTION

Roger Williams University and School of Law are nonprofit, tax exempt educational organizations. The RI sales tax exemption number (#456) appears on each card. RWU is also tax exempt in Massachusetts (10675679) and many other states. Please contact purchasing if traveling out of state. The cardholder should alert the vendor at the time of the transaction to exempt payment of state sales tax. A copy of our tax exemption certificate is available to be mailed or faxed from Accounts Payable or Purchasing should a vendor require it. Please check all charges at time of the transaction to verify that taxes have not inadvertently been charged to the card. Explanation of tax charges will be required.

TRAVEL AND ENTERTAINMENT EXPENSES

When using the procurement card for travel and entertainment, please follow all current RWU policies and procedures. A copy of the current travel policy guidelines can be obtained from the RWU Purchasing website.  Please note that RWU has a “per diem” policy for meals and incidental expenses.  These expenses cannot be paid with the RWU P-Card.  Expenses related to your travel that are greater than $8 and essential to the performance of official RWU business may be charged to the card.  Spousal or companion travel arrangements must be arranged using personal credit cards or other payment methods, not in conjunction with the RWU card. Entertainment expenses charged to RWU must be in the interest of RWU. Federal law requires that anyone entertaining a guest on behalf of the University, identify the people being entertained and the reason they are being entertained. Entertainment includes but is not limited to expenses incurred for lunches and dinners. Credit card users must list all participants and the purpose on the back of the credit card receipt.  The receipt MUST include detail of all items / beverages consumed. It should be noted that policy dictates that travel and entertainment expenses must be prudent in nature. For example, first class airfare would be inappropriate. 

MISUSE OF CARD 

"Splitting" an order to circumvent authorized spending limits is not permitted. In addition, the procurement card is not to be used for the following commodities: 

• Personal purchases 
• Capital (CAPEX) expenditures 
• Live Animals 
• Controlled Substances 
• Cash Advance / ATM (unless otherwise authorized) 
• Gift Cards / Gift Certificates 
• Gas for personal vehicle use 

Use of the procurement card for any of the above commodities is not permitted and could result in disciplinary action up to and including termination. 

RENEWING AND CANCELING CARDS 

Procurement cards are renewed automatically and are sent to Purchasing 30 days before the expiration date of the card. Any changes to policy or procedures that may have occurred since the initial agreement was entered into would be reviewed at that time and may require the cardholder to acknowledge the revised P-card policy. 5The Cardholder agrees to surrender and cease use of their Card upon termination of employment whether for retirement, voluntary separation, resignation or dismissal. In addition, the Cardholder must surrender and cease use of the Card in the event of transfer or relocation. The Cardholder may also be asked to surrender the Card at any time deemed necessary by management. To cancel a procurement card, the card must be cut in half and sent along with a written request to cancel the card by the cardholder to Purchasing. Cards will be automatically cancelled in the cases of employment separation or department changes within the University. A card may be cancelled at the request of the cardholder's supervisor or procurement department if irregularities are detected. 

ADDITIONAL CARDHOLDER RESPONSIBILITIES

The procurement card represents the University's trust in you as a respected employee of RWU. As a cardholder, you assume the responsibility for the protection and proper use of the card.

CARD SECURITY

The only authorized user of the card is the cardholder.  The University dose not issue Department Cards.  Cardholders must safeguard cards and card numbers against unauthorized use and are required to keep the card secure and use for purchases within the parameters of the program. Students are not to have access to Purchasing Cards Receipt of Goods and Services.  The card holder is responsible for ensuring receipt of goods and services and to follow up with the supplier to resolve any delivery problems, discrepancies or damaged goods. The Purchasing Department is available to assist the cardholder with any problems that arise.

PURCHASE RETURNS

Items should be returned in a timely manner directly to the supplier by whichever means the supplier requires. The cardholder is responsible to see that proper credit is posted for a returned item.  The credit that is posted to the cardholder's account should be allocated to the same GL number as the original charge so the charges will cancel each other out. 

TRANSACTION DISPUTES

The cardholder is responsible for following up with a vendor for any erroneous charges, disputed items, or returns. A cardholder may dispute a charge that appears on their cardholder statement. Disputed charges can result from failure to receive goods or services, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc. The cardholder should contact the vendor first to resolve any outstanding issues. Most issues can be resolved this way. If the cardholder is unable to reach agreement with the supplier, the next step is to report a disputed transaction via Access Online.  Cardholder must notify Purchasing of any and all disputes or problems that may arise. Please note that, the law does not allow suppliers to bill your card for purchases until the items are shipped. It is important to remember that there is a small window of opportunity to dispute a charge, so action should be taken immediately in these situations.

LOST OR STOLEN CARDS

It is the responsibility of the cardholder to immediately report a lost or stolen card to US Bank by calling 800-344-5696. (Outside the USA, please call 1-701-461-5696.) The next step is to report this information to the Purchasing Department as soon as possible. The Purchasing Department will receive your new P-card and notify you when it has arrived.

CONSEQUENCES OF MISUSE

Cardholders who do not comply with the prescribed guidelines risk disciplinary procedures. The right to possess a RWU card could be suspended or revoked permanently. Restitution may be required in cases of improper documentation and/or authorization. Based upon the severity of misuse, disciplinary measures may include termination and legal action. 

AUDITS

To ensure the continued success of this program and to meet audit requirements of the University, periodic and random audits will be performed on cardholder's accounts to ensure that items billed to the card have been received and policies are being followed. During the course of the fiscal year, everyone will be audited. Failure to meet standards may result in revocation of card. If you are unsure that what you are purchasing is an appropriate use of the card, or have any questions / issues concerning the use of the RWU PCard, you should contact the Purchasing Department for clarification. 

Updated:  June 13, 2022

POL120: Other Methods of Procurement

POLICY: POL120

TITLE: OTHER METHODS OF PROCUREMENT

EFFECTIVE DATE: JANUARY 2000

UPDATED: AUGUST 2009

GENERAL 

All requests for the purchase of goods and services must be presented by use of the University purchase requisition form whenever possible. It is recognized that a variety of circumstances may preclude the use of a requisition and therefore established alternatives have been developed to meet these needs. These alternate forms of purchasing are described below.  

EMERGENCY PROCEDURES  

Because emergencies or contingencies can occur at any time during non working hours at the direction of department heads emergency services may be ordered on a verbal basis. The Purchasing department must be notified of such arrangements the next working day.  

BLANKET PURCHASE ORDERS 

Blanket purchase orders are used to purchase like or similar items that are requested on a regular basis from a single vendor, i.e. electrical and mechanical parts, art supplies, housekeeping and dining supplies, promotional items, etc. 

STOCKLESS OFFICE SUPPLY ORDERS  

Day to day office supplies such as pens, note pads calendars, etc. are not stocked by the University. Such supplies may be ordered through the approved vendor contracted by the University for the provision of such items. Orders may be placed using a preprinted requisition form, by telephone, by fax, on line, or by placing an order through the vendor's representative. Some restrictions apply to the ordering of office furniture, bulletin boards, computer accessories, and capital equipment.

COLLECT ON DELIVERY (C.O.D.)

Only on extremely rare conditions will COD payments be permitted, No one except Purchasing Department personnel are allowed to authorize COD payments.

RETURNING MERCHANDISE

If the goods are found to be unacceptable, or the user wishes to return the merchandise, he or she should contact the Purchasing Office within two (2) work days after receipt of the goods so proper action can be taken most suppliers require some form of "Return Authorization" before any materials can be returned.  Usually a control number, or a return authorization number, must be provided by the supplier and this number must appear on the outside of the container.  Goods which are received in damaged condition must be reported to the supplier within five (5) work days. It is the responsibility of the end user to notify the Purchasing Office so inspection of the goods by a professional investigator can be filed within the allotted time frame. The vendor will issue a return authorization after receipt of the inspector's report. Goods to be returned must be kept in the original shipping container. 

POL130: University Assets

POLICY: POL130

TITLE: UNIVERSITY ASSETS

EFFECTIVE DATE: JANUARY 2000

UPDATED: AUGUST 2009  

GENERAL  

Part of good management is the control and accounting for physical assets. It is important that the University knows where all its assets are located and that the assets are being utilized properly. To accomplish the tracking of assets Roger Williams University employs a computerized accounting system designed to track the acquisition of new property, allocation and transfer of property and excess and salvage property.  

THE INVENTORY

The inventory begins with the identification of a building or structure identification of any rooms within the facility and then the property within the individual room or rooms. Buildings, rooms and property are identified with bar coded tags. Once the tag has been attached it is recorded and a hand held computer and later downloaded to the main system. All University property must be identified and tagged. Tagged property is identified by building, floor, room, and when appropriate by off campus location.

NEW PROPERTY

Once a purchase order containing a new asset or assets is processed by the Purchasing Department a copy is provided to the Asset Inventory Technician. When the item(s) are received the Technician tags the new property records its description and location and transfers the information onto the computerized system.

ASSET TRANSFERS

When property is transferred from one department to another or from one location to another the movement must be reported to the Asset Inventory Technician who will conduct a physical inventory. The bar coded tags will be recorded and the appropriate entries made on the automated system to reflect the current location of the property. Departments must coordinate movement of University property through Facilities Management.