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…
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Approved Categories Advertising Postage/Freight Athletic Officials Provider Payments (Medical)1 Donations Registrations Fees/Licenses Royalty Payments Fuel Stipends Funeral Home/Coroner ( see note 1 ) Subscriptions Gifts/Prizes/Awards Telecom Honorariums Temporary Help Services Human Subjects Uniforms Legal Fees/Settlement Utilities Membership Fees Visa Applications Moving – Lab/Office Waste…, Notes for Table 4:, UMass Chan Medical School Only
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Updated: June 1, 2024, 1. Introduction, The purpose of the University of Massachusetts Bank Card program (the UMass Bank Card respectively) is to provide an efficient means to procure allowable business related goods, pay for business related travel expenses, and provide a mechanism for emergency purchases for suppliers that do not accept a purchase order., Definition:, The terms Supervisor and/or Manager are used interchangeably throughout this document. This role is responsible for reviewing cardholder’s expense transactions, and receipts. and the supervisor/manager must have the ability and responsibility of initiating HR actions if there is misuse of University funds. This person does not necessarily need to be the PeopleSoft HR supervisor or manager but was…, UMass Policies, Standards, and Procedures including:, University Procurement Policy University Business and Travel Expense Policy UMass Bank Card Standard, Department internal procedures, Funding sponsor requirements, 2. How It Works, The UMass Bank Card is a commercial credit card. The card works in much the same way as your personal credit card except the monthly statement amount is paid for by the University. Each card has specific spending limits and card controls: single purchase limit amount spending limit amount per month approved merchant category code (MCC) Each time a vendor enters the cardholder’s card number for a…, 3. Eligibility and How to Apply for a UMass Bank Card, A UMass Bank Card may be issued to a any individual that the University has issued an employee identification to, who: Has a frequent need to make purchases on behalf of their department. Has the approval from their Department Supervisor or Manager with the authority over the department budget. Has completed the required UMass Bank Card training. The employee must complete and e-sign the…, 4. Cardholder Responsibilities, UMass Bank Cards are issued for the exclusive use and responsibility of the specific individuals to whom they have been issued. The cardholder shall not authorize another University employee to use their card. Allowable charges incurred on the UMass Bank Card are a University liability. It is the cardholder’s responsibility to ensure their UMass Bank Card is safeguarded from loss, theft, or…, immediately, to the issuing bank of the UMass Bank Card and the Bank Card team via email to upst@umassp.edu. Lost/stolen messages should be marked as ‘urgent’. Cardholders are responsible for submitting all required receipts for all UMass Bank Card purchases into Concur. These receipts should be submitted with the cardholder’s allocated transactions within thirty days. All submitted reports are subject to…, A Missing Receipt Form is required for each line item for which a corresponding required receipt is missing., Excessive use (more than 3 in any 12-month period) of the Missing Receipt Form risks in the termination of the cardholder’s UMass Bank Card. If bank card transactions are not allocated/submitted on an expense report in Concur within 90 days of the transaction date the cardholder risks temporary suspension of the card until all transactions are in compliance with policy. Purchases made for the…, 5. Supervisor Responsibilities, Supervisors are responsible for confirming all transactions are allowable, legitimate business purposes. The supervisor shall also confirm there is no MA state sales tax being charged to the University. When approving the cardholder’s transactions in Concur, the supervisor is confirming they have performed a thorough review, and all transactions are in accordance with the UMass Bank Card Standard…, 6. Restricted Items, The following items, should not be purchased, using the UMass Bank Card: Alcoholic beverages - Please Refer to the Business & Travel Expense Policy and appropriate campus approvals matrix for specific campus allowability (section 1.03) Amazon Prime accounts Animals Any item prohibited by State or University policy Capital equipment (greater than $5,000) Cash advances of any type Cell phones Computers, laptops, tablets, and hard drives…, 7. Typical Purchases, Purchases can be made for the individual cardholder or to meet the department needs, provided the card is not shared. The following represents common, allowable, purchases for UMass Bank Cards, when not available, through BuyWays: Airline tickets. Books Conference registrations Food for University functions Fuel for State car or rental for University business. Institutional dues and memberships (only if vendor requires a credit card payment) Lodging Postage/Shipping Reprints of journal articles Vehicle rental for University business, 8. Foreign Expenditures, The UMass Bank Card may be used for the purchase of, tangible goods, from foreign vendors or if a faculty/staff member will travel to a foreign country. However, the BuyWays system should be the primary way to purchase software and services (defined below). Furthermore, using the UMass Bank Card to purchase software and services from foreign vendors is prohibited due to potential United States tax implications. If, however, the vendor refuses to accept a purchase…, Software and Services, Software Royalties/Licenses- This includes the rights to use images, art or text, music or music files, and other intellectual property. Web based services/software as a service (SaaS)- This includes subscriptions/memberships. Publishing services if the location of the services is not defined. Prizes/Awards/Human Subject Payments Services provided by foreign vendors within the United States- This…, 9. How to Activate the Card, UMass Bank Cards must be activated upon receipt by the Cardholder. Cardholders can either call the issuing Bank directly using the number listed on the back of the card to activate or go online. Cardholders will also need to create a pin number for the chip and pin card. Only a cardholder may retrieve this pin so the pin must be something the cardholder will remember. If the pin is forgotten, the…, 10. How to Use the UMass Bank Card, Prior to making a purchase, the cardholder must: Be sure that there is sufficient budget available for the purchase. Verify if the purchase can be made utilizing BuyWays instead of the UMass Bank Card Check the list of restricted items to ensure the purchase is for an allowable item. Be sure that the total amount of the purchase (including shipping) will not exceed the card’s applicable limit.…, 11. Sales Tax Exemption, The University is exempt from paying Massachusetts state sales tax for the purchase of goods delivered or picked up in Massachusetts, and, in most instances, from other states as well. It is the responsibility of the cardholder to ensure that sales tax is not charged when the University is exempt when making a purchase with the UMass Bank Card. The sales tax exemption number must be given to the…, 12. Receipts, Each transaction is required to have a corresponding receipt. The only exception to the receipt requirement would be receipts for travel related items (parking, tolls, taxi, etc.…) that are under $25.00, this is consistent with the Business and Travel Expense Standard. Receipts include the transaction’s proof of purchase (charge slips, cash register receipts, invoices, or packing slips that note…, 14. Disputing a Transaction, The cardholder is responsible for follow-up with the vendor in the event of erroneous charges, disputed items within 30 days of the transaction. Disputed billing can result from failure to receive goods, misuse, fraud, defective merchandise, duplicated charges, incorrect amounts or unprocessed credits. The vendor should always be contacted first in attempting to resolve disputes. If the issue…, 15. Audits, UMass Bank Card expenditures are subject to audit by internal and/or external auditors. The UMass Bank Card team will review transactions to ensure the cardholders and supervisors are following the UMass Bank Card Standard as required. Any non-compliance noted by the UMass Bank Card Auditor will be recorded in the UMass Bank Card Audit file for the cardholder with repercussions based on the…, 16. Misuse of the UMass Bank Card, The Board of Trustees has issued a Policy Statement on Fraudulent Financial Activities ( Doc. T00-051 , adopted August 2, 2000). Cardholders assume the responsibility for the protection and proper use of the UMass Bank Card. The following are a few specific examples of “misuse” of the UMass Bank Card:, Examples of personal misuse:, Purchases made for the sole personal benefit of the employee, whether through a vendor or directly. Assignment or transfer of an individual’s card to another person. Use of card to purchase restricted commodities, or for purchases that are inappropriate for the account charged., Examples of administrative misuse:, Lack of proper and timely expense allocation of the individual cardholder’s account. Excessive use of the Missing Receipt Form. Failure to respond to requests for more information on transactions from the UMass Bank Card Manager or UMass Bank Card Auditor. Failure to monitor and correct budget errors that arise on bank card transactions. UMass Bank Card activity is monitored by the UMass Bank…, 17. Cancellation, Suspension or Revocation of Cards, In the event that it becomes necessary to cancel a UMass Bank Card, the cardholder must surrender the card to the department head who will destroy the card and notify the UMass Bank Card team to close the account immediately. The department shall provide written notification to the UMass Bank Card team that the card is to be cancelled on a specific date along with an explanation why the card is…, 18. Lost or Stolen Cards, The cardholder must immediately report a lost or stolen card to the issuing bank. Representatives are available 24 hours a day, 7 days a week. For any lost or stolen cards, the cardholder must also inform the UMass Bank Card team within 24 hours. Please contact the UMass Bank Card team by emailing UPST directly. If the card has fraudulent charges, the bank will send the cardholder a form to begin…, Doc. T92-031, Appendix A, as amended | Procurement Policy, Passed by the Board of Trustees June 3, 1992 Revised: December 4, 1996 August 7, 2002 June 12, 2008 June 8, 2011 September 17, 2014 December 15, 2021
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December 12th, 2024, Added Residency filter to overall filtering Updated financial aid dataset to include specific Campus, State, and Federal programs Added toggle by Residency/Career to Total Financial Aid by Funding Source visual Added toggle by College/Department to the Summary Analysis Enrollment Change visual Added Residency filter and new visual of Credits by Student's Major to the Tuition Revenue Dashboard
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December 12th, 2024, Added funding source filter to the Expiring Contracts dashboard Added GPO vs. All Other filter to the Expiring Contracts dashboard Expanded Expiring Contracts view from 6 to 12+ months Updated waterfall visual for Contract Lifecycle view Fixed calculation issue with Diverse Spend by Category Added filter for non-diverse suppliers to the Supplier Diversity Insights Tool Configured MRO data
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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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SPARC HR v1.0 is live! The SPARC team has developed a new tool to access high-level HR data at a glance. SPARC HR is intended for use by campus HR staff and leadership who would benefit from access to data visualizations including Headcount/FTE, Turnover, and Overtime data. SPARC HR is brand new, so campus testing is critical for future development and enhancements. Please submit any feedback to…
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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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