A. The General Counsel, or an attorney in the Office of the General Counsel as the General Counsel may determine, shall review and determine legal acceptability of the following Purchase Agreements prior to execution as set forth in the Policy and as further set forth below. Review by the Office of the General Counsel under the Policy and these Standards is in addition to any other internal…
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The Chief Procurement Officer shall be consulted regarding any interpretation or application of the Policy or these Standards. The Chief Procurement Office shall consult with the Office of the General Counsel for further guidance if necessary or appropriate. Subjects of consultation may include, without limitation, review and advice for any aspect of procurement, including development of RFXs,…
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Goods, Type of Procurement Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement ( see note 2 ) Contract Requirement (PO required for all) ( see note 1 ) Purchased on Existing UMass, UPST-approved GPO, or OSD Contract Any Amount N/A Purchase Order Linked to Existing Contract Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract Less than $10k N/A (Best Over-all Value) Purchase Order…, Services, Type of Procurement Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement Contract Requirement (PO required for all) Purchased on Existing UMass, UPST-approved GPO, or OSD Contract Any Amount N/A in most cases (contract must be applicable to services being procured-contact UPST for questions) Purchase Order Linked to Existing Contract Not purchased on Existing UMass, UPST-approved GPO, or…, Notes for Goods/Services Tables, A No-Bid Justification is REQUIRED if a purchase does not comply with the Competitive Procurement criteria listed in the table above. Applicable UMass Purchase Agreement shall mean the UMass Contract for Services or Master Services Agreement, as defined in Article I, Section B(12) of the Administrative Standards for the Procurement Policy. UMass SVP for A&F Notification Required for…, Information Technology (Hardware), Type of Procurement Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement ( see note 1 ) Contract Requirement (PO required for all) ( see note 1 ) Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) Less than $300k Any supplier on UPST VAR program Purchase Order linked to Contract Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) $300k & Over…, Information Technology (Software and/or SaaS), Type of Procurement Data Questions IT Security Review Required Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement Contract Requirement (PO required for all) Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) No to All Data Questions No Less than $10k Any supplier on UPST VAR program Purchase Order linked to Contract Purchased through UPST VAR program, MHEC, or OSD…, Notes for Information Technology Tables:, A No-Bid Justification is REQUIRED if a purchase does not comply with the Competitive Procurement criteria listed in the table above. Please see the UMass Board of Trustees approved Procurement Policy for additional clarification. Construction (Note: Tradework needs must be confirmed with your campus Facilities Department.), Construction, Note: Trade Work ( see note 2 ) needs must be confirmed with your campus Facilities Dept Option Fiscal Year $ Limit Competitive Bids/ Sourcing Requirement Contract Requirement (PO required for all) ( see note 1 ) N/A Less than $10k (Combined cost of Labor and Materials) ( see note 2 ) N/A (Best Over-all Value) Purchase Order Required with attached Scope of Work 1 ( see note 5 ) Greater than $…
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Type of Procurement Purchase Agreement Required Additional Approval Required Any purchase of Goods and/or Services where the Contractor has access to University Sensitive Data Purchase Order and Purchase Agreement (CFS) Data Management Agreement ( see note 2 ) Commodity Approver ( see note 1 ) Construction See Table 1 Commodity Approver ( see note 1 ) Furniture Purchase Order Commodity Approver…, Notes for Table 2:, Commodity Approval as defined by Campus May be required by Campus Commodity Approvers Purchase Agreement may be required if Contractor requires the acceptance of additional Contractor terms and conditions
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Type of Procurement, Purchase Agreement for Goods with a total Cost of less than or equal to $9,999.99 per fiscal year Purchase Agreements for Services with a total Cost of less than or equal to $49,999.99 per fiscal year Software maintenance renewals when purchased from the manufacturer of the software Hardware maintenance renewals when purchased from the manufacturer of the hardware Renewals of Software as a…
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Approved Categories
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Doc. T92-031, as amended, Passed by the Board of Trustees on June 3, 1992 Latest revision: August 24, 2005, 1. Purpose, The University of Massachusetts Policy for Management of University Funds describes procedures to establish and administer all funds as authorized by Section 11 of Chapter 75 of the Massachusetts General Laws, as amended., 2. Applicability, This policy applies to all campuses and components of the University of Massachusetts and shall include any and all financial resources allocated, negotiated, earned or collected by the University to further the missions of research, teaching and public service including those funds appropriated by the Commonwealth of Massachusetts., 3. Expenditure Authority, The Board of Trustees delegates to the President, each Chancellor, the Senior Vice President for Administration, Finance, and Technology and Treasurer, the Vice Chancellors for Administration and Finance, the Controllers and their designees, the authority to authorize payments on the University systems on behalf of the University. Any such payments must be consistent with the policies and…, 4. Expenditure of Funds, All funds, regardless of the source or the manner in which they are acquired, are considered to be University Funds. The interpretation of this policy as well as the expenditure of these funds are based solely on reasonable and prudent actions by University employees expending public funds. All University employees should exercise their fiduciary responsibility in a manner consistent with the…, 5. Implementation, The University of Massachusetts Board of Trustees recognizes that each campus is unique. Faculty, staff, and students, based upon experience and campus mission, are encouraged to conduct research, education and public service activities in a manner consistent with the campus academic and institutional objectives. Implementation of this policy shall not impede the progress of campus objectives.…, 6. Budgeting for University Funds, An annual operating budget for the University is prepared and approved by the Board of Trustees each fiscal year. The operating budget presents projected revenue and expenditures for all five campuses as well as the President's Office and Institute for Governmental Services. The University Senior Vice President for Administration, Finance, and Technology and Treasurer has primary responsibility…, 7. Records, The official financial records of the University are maintained in the University's Financial Records System (FRS). Supplemental financial records may also be retained, but must be consistent with and reconcile to the official information maintained in the Financial Records System. All data used to generate internal or external financial information must reconcile to the Financial Records System., 8. Reporting, The University Controller is responsible for the fiscal integrity of the Financial Records System. The University Controller will issue guidelines for the categorization of funds to ensure that reporting will comply with the National Association of College & University Business Officers (NACUBO) classification and American Institute of Certified Public Accountants (AICPA) and FASB/GASB…, 9. Audits, Audits of all University funds covered in this policy will be subject to the process established by the Trustees’ Audit Protocols (Doc. T92-062)., 10. Internal Controls, Internal controls are designed to safeguard assets, verify the accuracy and reliability of accounting data, and promote operational efficiency. The University Controller is responsible for the promulgation of internal control policies and procedures. Each campus shall develop and document internal controls consistent with generally accepted accounting principles. University Auditing shall…, 11. Cash Management and Investment Policy, The University Treasurer is responsible for the investment of University funds as described in the Investment Policy and Guidelines Statement. (Trustee Document T92-031, Appendix F)., 12. Trust Fund Interest, The Board of Trustees of the University of Massachusetts collects funds which are deposited and invested by the University Treasurer. Annually on June 30 one percent (1%) of the average book value of the quasi-endowment will be set aside from the Trust Fund interest earnings for use by the President of the University for development efforts. All remaining investment income generated from all…, 13. Loans Between Funds, Short-term, inter-or-intra-campus loans exclusive of reimbursable grants, contracts, and cooperative agreements may be made between funds when necessary. Loans shall require approval of the Board of Trustees, upon recommendation by the President, when they exceed $20,000, when the repayment schedule exceeds five years, or when a loan involves more than one campus. No loan of any amount or any…, 14. Transfers Between Fund Types, Transfers allow for the re-allocation of monies between and among funds. There are two types of transfers: mandatory and non-mandatory. Mandatory transfers are required by law and are used for items such as debt service. Non-mandatory transfers occur between fund groups and are so designated in the financial statement. Certain non-mandatory transfers are direct subsidizations and must be approved…, 15. Reserves, Reserves are critical to operational planning. Reserves may be either dedicated (available for a specific future use) or temporary (available for short-term operating needs). Activities may establish reserves to cover facility and equipment repair as related to the fund operation. Dedicated reserves for repair of plant and equipment should not be transferred back to current operations. The…, 16. Personnel Policies, All personnel policies established by the Board of Trustees and all relevant state laws shall be applied as appropriate to employees of University funded activities., 17. Revenue-Based Operations, Revenue-based operations are a major subset of University funds. The University of Massachusetts Board of Trustees has the authority under Massachusetts General Laws Chapter 75, as amended, to establish, administer, and manage revenue-based funds for self-amortizing projects and self-supporting activities. Under that authority many activities have been established that are actually revenue-based…, 18. Exceptions to this Policy, The Hospital and Group Practice Plan at the University of Massachusetts Medical Center have certain unique features. While this policy applies to these operations, the following exceptions should be noted: Definition The Hospital and Group Practice Plan use a separate general ledger sub-system that reconciles to the Financial Records Systems but contains categories and attributes unique to their…, Doc. T92-031, as amended | Policy for Management of University Funds, Passed by the Board of Trustees on June 3, 1992 Revised: June 8, 1994 June 7, 1995 August 24, 2005
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Doc. T92-031, Appendix C, as amended, Passed by the Board of Trustees on June 3, 1992 Latest revision: December 15, 2021, I. Purpose, Stewardship, transparency and integrity of funds entrusted to the University by various constituencies is vital. Therefore, this policy has been developed to clarify the requirements for Business Expenses made on behalf of the University and Travel Expenses related to University travel. The Policy outlines provisions and requirements for fiscal compliance with federal and state law, Internal…, II. Introduction, The Business and Travel Expense Policy applies to Business Expenses and Travel Expenses incurred by a Duly Authorized University of Massachusetts employee, student, Trustee, Special State Employee, per MGL c. 268A, or associate who incurs Travel Expenses in the process of conducting University Business irrespective of the method of payment and source of funds. Specific criteria defining Business…, III. Definitions, Approver:, University employee, often a manager or supervisor, who is Duly Authorized to approve business or travel expenses for employees within their line of supervision or area of management responsibility., Business Expense:, Costs incurred by a duly authorized University of Massachusetts employee, student, Trustee, Special State Employee, per MGL c. 268A, or associate in the process of conducting University Business, or necessary and within their scope of employment, irrespective of the method of payment and source of funds., Duly Authorized:, Approved by or with the authorization of supervisor or appointing authority per Policy, Standard and campus procedures., Travel Expense:, business expenses incurred by Traveler on University Travel., Traveler:, Duly Authorized employees, Trustees and non-employees (including without limitation speakers, lecturers, students, visiting professors, candidates for University employment, guests etc.) whose travel expenses for University Travel will be paid for or reimbursed by the University regardless of source of funds., University Business:, Any activity, practice, commerce, trade, service, research, education, etc. in furtherance of the University’s mission and functions., University Travel:, See University Travel Policy for definition., IV. Policy Statement, Business and travel expenditures must be necessary business or travel expenses of the organization, be directly related to the University’s goals and mission, and be an allowable charge to the funding source or sponsor. Business expenses and travel expenses must have a clear and documented business purpose. Business expenses and travel expenses must be reasonable, allowable, and allocable under…, V. Standards, The President, in consultation with the Senior Vice President for Administration and Finance, Chancellors and Vice Chancellors for Administration & Finance, will issue administrative standards to implement this policy. The administrative standards will provide ability for campuses to define campus-specific exceptions within the standards with the approval of the Chancellors and the President…
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(Effective January 1, 2024) These administrative standards (“Standards”) pertain to the University of Massachusetts Business and Travel Expense Policy (Doc. T92-031, Appendix C, as amended) (the “Policy”). In accordance with the Policy, these Standards apply to business expenses and travel expenses incurred by a duly authorized University of Massachusetts employee, student, Trustee, or associate…
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A. Applicability, These Standards set forth the processes and procedural rules to Business Expenses and Travel Expenses as defined in and governed by the Business and Travel Expense Policy (Doc. T92-031, as amended). All definitions in the Policy are applicable to terms in these Standards. The process and procedural rules for Chief Executive Officer travel authorization and submission of business and travel…, B. Definitions, Approver:, University employee, often a manager or supervisor, who is Duly Authorized to approve business or travel expenses for employees within their line of supervision or area of management responsibility., Business Entertainment:, Tickets for events for the entertainment of institutional donors, alumni, guests, and visitors. In all cases the expenses must be shown to benefit the mission of the institution or directly support its programs., Business Meeting, (“business meeting” or “business meal”), :, a gathering to discuss University Business, such as recruitment or advancement, or to host a distinguished guest., Campus Events:, University/campus events qualifying under IRS Publication 15-B, “Employer’s Tax Guide to Fringe Benefits”, as having a substantial business purpose, such as recognition/morale activities, public relations, development/fund-raising events, conferences/retreats/seminars, and activities in conjunction with various ceremonial and official events. These events may include food and beverage and be…, Campus Meetings & Committees:, Expenses for meetings of regular University/campus committees which may involve only employees, and which are documented to be part of a working session, or result because of schedule conflicts or other unavoidable circumstances, and are solely for the benefit of the institution., Cell phone or mobile device:, For the purposes of these Standards, this includes but is not limited to portable communication devices such as smartphones (iPhones, Androids), hotspots, or other portable wireless device issued by the University to an employee for the purpose of providing internet access, cellular services, video communication and/or voice communication., Contribution:, a gift or payment to a charitable organization., De Minimus Limits:, In accordance with the IRS, any property or service for which, considering its value and frequency with which it is provided, is so small that IRS reporting would be unreasonable or impracticable. The University observes $100 as the de minimus limit for non-cash gifts., Duly Authorized:, Approved by or with the authorization of supervisor or appointing authority per Policy, Standard and campus procedures., Employee Achievement Award:, Item of tangible personal property that is: Transferred by an employer to an employee for length of service achievement or safety achievement. Awarded as part of a meaningful presentation, and Awarded under conditions and circumstances that do not create a significant likelihood of the payment of disguised compensation., Gift:, A cash or non-cash item given as a gesture of goodwill or appreciation., Gift Card:, Certificate or card (in electronic or hard copy format) which contains a specific monetary value. Some gift cards are redeemable for cash (“cash gift cards”), and other are redeemable only for tangible property/goods from a retailer (“retail gift cards”) provided the card explicitly states it cannot be redeemed for cash. Examples of Cash Gift Cards: Anywhere/anytime cash such as Visa, American…, Non-Cash Item:, A gift of tangible personal property, such as UMass merchandise, clock, chair, etc., Non-travel Purchases:, Purchases made through BuyWays (preferred) to support business operations or made with University bank card (secondary); exceptions for non-travel out-of-pocket reimbursement may be granted., Professional Dues and Subscriptions:, The University, at the discretion of each campus, may pay for employee membership dues to professional organizations and subscriptions to professional journals or newspapers if they are appropriate for the individual's position and duties and if the membership or subscription benefits the university. Departmental coordination of subscriptions is encouraged to avoid duplication. Dues and…, Raffle or Door Prize:, a prize awarded by lottery to the holder of a ticket purchased or distributed at a function or event., Recruitment, Soliciting Donors, and Hosting:, Expenditures for the purpose of recruiting potential employees and students, soliciting prospective donors or sponsors, and hosting official guests when necessary for the conduct of University/campus business., Tangible Personal Property:, Personal property that can be felt or touched, and can be physically relocated, and can be used or consumed. It does not include (a) cash, cash equivalents, gift cards, gift coupons, or gift certificates (other than arrangements conferring only the right to select and receive tangible personal property from a limited array of such items pre-selected or pre-approved by the employer), or (b)…, Travel Expenses:, Business expenses incurred by Traveler on University Travel., Traveler:, Duly authorized employees, Trustees, and non-employees (including without limitation speakers, lecturers, students, visiting professors, candidates for University employment, guests etc.) whose travel expenses for University Travel will be paid for or reimbursed by the University regardless of source of funds., University Business:, Any activity, practice, commerce, trade, service, research, education, etc. in furtherance of the University’s mission and functions., University Event, (“event” or “University-sponsored event”), :, an event, other than academic classes scheduled as part of the curriculum, that is held in a University building or outdoor space on the University campus or is officially sponsored by the University at an off-campus location. A University event must also be sponsored by an officially recognized University department or organization and must be in keeping with the University’s mission., University Travel, , for the purpose of these Standards, is defined as follows: Travel in the course and scope of employment at the University. Travel financed, in full or part, through UMass funding, scholarship, or sponsorship. Travel sponsored, arranged, endorsed, promoted, or administered by the University, or by University faculty or staff. Travel directly related to a University-sponsored grant or contract., Valid Business Reason:, includes activities such as recruitment, advancement, hosting a distinguished guest, and certain other University Business.
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