UH S-Funds (Outreach, Tuition, & RTRF)

<$2,500	>$2,500–$5,0001 $5,000-<$100,002
PCARD (FileMaker)	KFS (Web/No VPN) Normal KFS hours are: Monday – Saturday 6:00 am – 8:00 pm Sunday 12:00 pm – 8:00 pm
Is this a technology purchase? •Computers and select peripherals can be purchased on the State Procurement Office (SPO) – National Association of State Procurement Officials (NASPO) contract •All Price & Vendor Lists •Computer Vendor Lists -Search for 15-05 -Ensure the contract is not expired if using an archived copy –SPO 15-05 Change 45 Exp 7/31/21 Is what you’re looking for not on the list? No problem. Consider using one of the vendors IT has listed on their portal under the Vendors section	Is this a technology purchase? •Computers and select peripherals can be purchased on the State Procurement Office (SPO) – National Association of State Procurement Officials (NASPO) contract •All Price & Vendor Lists •Computer Vendor Lists -Search for 15-05 -Ensure the contract is not expired if using an archived copy –SPO 15-05 Change 45 Exp 7/31/21 Is what you’re looking for not on the list? No problem. Consider using one of the vendors IT has listed on their portal under the Vendors section
Policies at Play •AP 8.250 – Small Purchase – Goods and Services Fiscal Preferences at Play •	Policies at Play •AP 8.250 – Small Purchase – Goods and Services •III. General Policy A–F •1IV. A–B Small Purchases less than $5,000 – no minimum amount of quotes •2V. Small Purchases $5k-<$100k A–B (read guidelines – lots of items to understand/navigate) Fiscal Preferences at Play •Must use SuperQuotes •3 Quotes minimum
Obtain vendor quote	Use FireFox to create solicitation on SuperQuotes
Requesting Purchase •Complete PCard request	•Create New Request •RFQ, RFI, RFP, or Sealed Bid? •Opening date and time •Closing date and time •Verify contact info •Verify delivery address •Enter a Subject Line •Select a Category •Craft special instructions – these are important to play the game right •Ship Via: Best Way •Date required – date goods/services need to be in hand by •Attach any files – such as specs, drawings, engineering, etc. •Enter QTY and Product Descriptions. Include the manufacturer, model, and short technical description •(Add Note) Usually private comments are not needed •(Add Note) Public comments can be added after-the-fact •Double check info •Save as draft and have requestor review if necessary •If no further review is necessary, set the opening date and time to those closest opening time possible. •Depending on the strategy, the ending date may be longer or shorter. •Selecting the closing time is key since many folks will be bidding outside of HST. Be sure to spell out the closing time in the Special Instructions •Print to PDF and save in folder
	SuperQuotes – Once the bid is open •Monitor the bidding progress •Verify each vendor is HCE compliant •Login to eHawaii.gov to verify the vendor
	SuperQuotes – Once the bid is closed •Check with requestor •Default is to award to the lowest bidder. It doesn’t have to be, but more justification is needed •OPM Form 144 – Sole Brand is needed if only a single brand was considered •OPM Form 95 (one quote received or price comparison needed) Fiscal Preferences at Play •SPO-010 – State Procurement Office Record of Procurement •Form 65 (if applicable) •Other analyses as requested
	Document Preparation •SuperQuotes RFQs then can be automatically brought into KFS •Make sure all text is in ALL CAPS •Use Convert Case tool on the web to help you. Cut and paste as needed. •Create a Google Sheet in the appropriate folder to run all of the calculations and object symbol sub-summary calculations •Use these object codes (object symbols) OR Capital Asset/Non-Capital Asset Codes Once the attachments are completed and signed, they are to be individually labeled and attached in KFS •(IT) Document image and add to folder Electronic Submittal After all of the above have been completed to the best accuracy possible, it is to be submitted on KFS for chain of command approval. Fiscal Preferences at Play •Print for Manual Signature •While requisitions are supposed to printed on Pink Paper, fiscal accepts this document on white •Display all relevant fields in KFS for printing purposes •Use Preview or Acrobat to draw a signature line and a date line on the last page of the document •Using your web browser, use the print command and adjust the printing percentage so that the page width fits correctly on a portrait 8.5″x11″ sheet of paper •Have the signature authority sign •(IT) Document image and add to folder •(IT) Log document # on Trello card title line •Submit to fiscal
	Purchase Order •Once KFS Requisition has been returned •(IT) Document image and add to folder •(IT) Log document # on Trello •Submit to vendor for processing
	Status/Tracking •Follow up with vendor and/or receive order confirmations •Add tracking info to Trelloʻs package tracker •Label each asset and tracking number
	Receiving/Check-in/OVF/Inventory •Check-in items against the PO •Scan packing slips •(IT) Document image and add to folder •For partial or complete orders, submit an Order Verification Form (OVF) via email to fiscal@crdg.org and Erin eshimabu@hawaii.edu •IT to inventory non-consumable assets