text:
Board of Governers (BOG) Procurement Regulations
University Procurement Regulations
University Supplier Diversity Program Regulations
Uniform Guidance Subpart D Procurement Standards 200.317 – 200.326
Advance Payment/Check with Order
In order to safeguard public funds, Florida Law requires, with few exceptions, that goods and services be received and inspected before payment is made. When the University commits to a purchase from a supplier, the supplier is expected to have adequate resources or working capital in order to provide the requested goods/services. Advance payment to a supplier can incur additional costs for the University, present risk of loss of the funds advanced, and reduce the University's ability to negotiate in a dispute. Advance payments require Procurement Services approval. University Controller approval is also required for advance payments that equal or exceed $5,000.
Advance payments may be made for maintenance agreements, software license agreements, subscriptions and other purchases, which meet one of the following criteria:
- The advance payment will result in a savings which is at least equal to or greater than the interest which the University would earn by investing the funds and paying in arrears.
- Commodities or services are essential to the operation of the University and are available only if advance payment is made. Note: This advance payment provision applies only when there is no supplier available that will accept a Purchase Order, not just that the recommended supplier will not accept a purchase order.
The requisitioning department must provide documentation that the payment request meets one of the above criteria. The Procurement Specialist will review to ensure that the advance payment vs. deliverables is fair and reasonable. In addition, the request must include the following:
- Written quote from supplier
- Savings obtained by making payment in advance
- Note established business practices of the specific industry requesting advance payment
- Fund used on the payment and whether the purchase and advance payment(s) cross fiscal year(s)
- Whether a supplier is providing a good built to FSU specifications
Orders that require an advance payment portion or full advance payment should be entered on a Requisition in SpearMart and have line items for each payment listed. All line items to be prepaid must be received in OMNI by the department and the supplier must submit an invoice for the prepayment amount(s). In the event that the prepaid item is not received, then the department must follow-up with the supplier, Procurement Services and/or Accounts Payable to resolve the issue.
Blanket Purchase Orders
A Blanket Purchase Order (BPO) is a purchase order that is not line‐item specific. It is a means to set aside a lump sum of money to a specific supplier that a department may use on a recurring basis to order low dollar, repetitive services/consumable supplies for a specified period of time. Some BPOs are used for miscellaneous PURCHASES, and other blankets are used for miscellaneous PAYMENTS.
- BPOs for PURCHASES are used to buy a wide range of unknown items, in unknown quantities, at unknown prices, throughout the year. (Example: Blanket order for miscellaneous electronic parts and supplies from Radio Shack).
- BPOs for PAYMENTS are used to buy specific items at specific prices, but for unknown quantities, throughout the year. (Example: Blanket order for tanks of helium @ $____ per tank, from Matheson Tri‐Gas).
BPOs by their "blanket" nature do not contain specific product information. This greatly reduces the University's ability to utilize product information to negotiate and obtain better quality and pricing for the products ordered. Procurement Services may sparingly approve BPOs on a case‐by‐case basis with a maximum term of one year.
- SpearMart Participating Suppliers: Requisitions for BPOs will not be issued to suppliers who have a Hosted or Punch-Out Catalog in SpearMart.
- Non‐Contract Suppliers: Requisitions for BPOs will not be issued to non‐contract suppliers if there is an existing Campus or University Contract for the same or similar product. Individual, line‐item specific purchase requisitions/purchase orders may be processed to the non‐contract suppliers for those materials/services that are out of stock or unavailable from the contract suppliers or P‐Card may be used (see Exceptions below).
- Equipment: BPOs shall never be used to order equipment.
- Equipment Maintenance Program: If the procurement request is for maintenance of equipment, first refer to the University Equipment Maintenance Program to determine whether or not Equipment Maintenance Program provider can save your department money on maintenance coverage. If you choose to convert to the Equipment Maintenance Program, you will need to enter a services requisition in SpearMart.
- Unencumbered Disbursements: Use a Payment Request Form (PRF) in lieu of a BPO for items on the Allowable Unencumbered Disbursements List.
- Maintenance/Services: (Contracts for Services, Maintenance Service Contracts, Leases/Rentals, etc.) BPOs may be issued against established solicitations, or campus, University, State or other governmental entity contracts. Note: These types of orders are not considered true BPOs, as they are supported by documentation that defines pre‐established costs. However, if the supplier accepts the University PCard, utilize method of payment, if allowable per PCard guidelines, before requesting a BPO.
- Food (i.e. Winn Dixie, Publix)
- Each requisition that is approved as a BPO shall contain a description to identify it as a BPO, together with a brief description of the types of product/services to be ordered, and the effective dates; for example, "Blanket Order for miscellaneous food type items such as nutrition snacks, fruit, bread…, effective July 1, 2019 through June 30, 2020 to Winn Dixie."
- Each BPO issued shall contain a list in the item description field of the requisition of those individuals who are authorized to order and pick up merchandise against it. Should you run out of room in the item description field, you can continue in the line comments.
Note: All blankets will be closed at the end of each fiscal year.
Change Orders
Effective March 1, 2019:
Blanket Change Orders will be limited to one (1) Change Order per fiscal year.
Any PO that has a remaining encumbrance below $100 and has last activity date greater than sixty (60) days will be closed.
The issuance of a PO initiates a binding contract between the University and the supplier. After a PO is dispatched, both parties cannot unilaterally change it and it cannot be changed without just cause. It is the ordering department's responsibility to secure the supplier's approval of a correction or cancellation of a PO. Once the supplier's approval is secured, the department that initiated the underlining requisition must create and submit a Change Order Request in SpearMart. Change orders are used to:
- Finalize and close a purchase order ‐ Note: all items must be received – receipts processed through OMNI, invoiced (vouchered) and matched (paid).
- Decrease or increase purchase order quantities when absolutely necessary (excludes catalog orders) ;
- Add or cancel items on a purchase order (excludes catalog orders);
- Make any substantial changes on a purchase order that will result in a cost differential;
- Cancel the purchase order (Note: supplier must agree to the cancellation and will not charge any restocking fees).
- Adjust the Purchase Order to conform to the supplier's invoice (note exceptions below);
- Extend or amend dates of service, if not already past the ending date;
- Change the Ship-To Location;
- Change due date, if delivery has been delayed by supplier
Merchandise Returns
If a return is needed, it - is important to know if an item has already been shipped because a restocking charge might be involved.. An item cannot be returned to a supplier until the ordering department has secured a return authorization (RA) from the supplier. Contact Procurement Services for further instructions on returning items to a supplier.
Invoice Price Discrepancies
Departments are encouraged to promote a "zero overrun" tolerance policy when dealing with invoice price discrepancies. Invoice price discrepancies should be approved by Procurement Services prior to providing authorization to pay the additional amount. Procurement Services will research the PO to determine the appropriate course of action depending on how the pricing was established and to secure the integrity of the solicitation process if based on a competitive solicitation.
Special Conditions
- For Internal (Auxillary) Purchase Orders, complete the Internal Purchase Order Change Request Form. For all others, use the Change Order Form Request within SpearMart.
- Two most critical items on the Change Order Request Form in SpearMart:
- Assign the commodity code from the PO you are intending to change
- Assign the accounting (chartfields) from the original PO to ensure the appropriate workflow approvals. If adding a line with different accounting information, please enter the new account information for routing purposes.
- Supplier Name/Address Changes: Changes to supplier name, address, etc. should be handled by canceling the PO and entering a new requisition to the correct supplier.
- Blanket POs: Departments should create a new Blanket Order Request in lieu of requesting an increase. Increases to blanket POs over $10,000 must be approved by a Procurement Category Manager..
- Contracts: Do not increase price if the PO was the result of a quote, competitive solicitation, such as a an ITB or ITN and/or contract. This includes all SpearMart catalog suppliers. Paying above the PO price may be in violation of the existing agreement between the University and the supplier. Procurement Services must review any invoice which varies from the contracted amount to determine the correct course of action prior to payment.
- C&G Projects: In addition, for any changes to a PO being paid via C&G Projects, Sponsored Research Accounting must approve to ensure compliance with the grant/project.
- Invoice Payments: Payments should not be paid "unencumbered" when a PO already exists and is still valid/active.
- SpearMart Catalog Orders: SpearMart catalog orders should not be changed. The prices in SpearMart are contract prices and supplier invoices must match the PO price. If a supplier's invoice doesn't match, please contact Procurement Services immediately. Do not submit a Change Order Request to increase or decrease the price and/or the quantity.. Issuing change orders to SpearMart Catalog Suppliers must be handled carefully as they may cause the order to be reissued and the supplier to refill the order.
- Shipping Charges: Shipping charges may or may not be valid on a PO. Do not increase or pay unencumbered without first checking to see if the purchase was made using an established procurement method (i.e. Quote, Bid, Contract, etc.). These charges may not be valid per contract and there may be times when the University should not be paying shipping charges. If in doubt, check with Procurement Services.
- Contractual Services: Additional compensation for contractual services is not allowed under the laws of Florida. Pursuant to Section 215.425, F.S., additional compensation may not be granted after a contract has been executed or a purchase order issued, unless the original purchase order or purchase order/contract combination were structured to (1) allow for additional compensation and (2) set forth specific details as to how the payment amounts will be calculated. Contact a Procurement Category Manager for details. Contract amendments increasing the total purchase order/contract amount are permissible under the following circumstances only:
- Additional services are being provided that are within the original scope of work and,
- If the rate of pay remains the same, and
- If the scope of work remains the same except for additional instances of identical services performed in the original contract.
- If you need to extend the dates of service, this request shall be made prior to the expiration of the period of service.
- If the additional services are clearly supplemental to the original contract and not an attempt to expand the scope of work beyond its original intent
1. Dept. discovers original supplier was incorrect (PO in Dispatched Status)
- Cancel original PO – this may require coordination with Procurement Services
2. Need more quantity than originally ordered (PO in Dispatched Status)
- Ensure PO is still open and valid. Then check to see if supplier has shipped. If PO is valid and active and supplier has not shipped against the PO, submit a change request to increase to the quantity required. (This does not apply to catalog orders.)
- If the PO has already shipped, or is no longer open and valid, create a new requisition for the additional quantity required.
3. Need less than quantity ordered (PO in Dispatched status)
- If supplier sends less than the quantity on the PO, process a receipt for all items that were shipped. If the remaining items are on backorder, then process a receipt when the backordered items are received later and leave PO open. No change order is required.
- If supplier sends less than the quantity on the PO, process a receipt for the items that were shipped. If you don't intend to receive any more (i.e. supplier can't ship the rest) then the Payer can finalize PO when received and vouchered.
- If a department discovers that they need less quantity than ordered, they must first contact the supplier to verify whether or not items have already been shipped. If items have not been shipped, you can ask the supplier to correct the quantity and a change request should be processed. If supplier requests a copy of the Change Order, then select "send Change Order copy to supplier" on the SpearMart Change Order Form Request. If supplier doesn't request copy, then note that supplier should not receive copy on the change request form.
NOTE: Once a PO has been accepted by a supplier you may not be able to make further changes (decreases) to the quantity.
4. Supplier replaces item ordered with like item (PO in Dispatched Status)
- SpearMart catalog orders will require that a new PO be created for the substitution and the existing item be cancelled.
- Non‐Catalog orders will require a change to update the item information prior to receiving the new item.
NOTE: Both of the above will require coordination with Procurement Services.
Confirming Orders
A Confirming Order is a purchase, letter of intent to purchase, or requests for scheduling in advance of an order that is made by a person who lacks the proper authorization to commit funds. A confirming purchase usually becomes evident, after the fact, on a Purchase Requisition with a request that Procurement Services issue a Confirming Purchase Order. Occasionally, such a purchase may be evidenced only by an invoice from the supplier or by a request for issuance of a check. Use of Confirming Requisitions and Purchase Orders to authorize retroactively unofficial commitments made to suppliers by personnel are a violation of University policy.
- Employee procures commodities or services, writing a personal check, paying with a personal credit card or personal cash;
- Employee calls a supplier and places an order for supplies, maintenance or repair without prior issuance of a signed contract, valid purchase order or use of a PCard;
- Employee signs a supplier contract for services or supplies (employee may not have the authority to sign contracts) without first having the contract reviewed by Procurement Services;
- Employee contracted for contractual services and didn't know all the costs ahead of time or didn't get all of the individual's required information for the supplier to be entered into the supplier database.
- Changes to existing contracts by any person who does not have express written delegation of authority to bind the University.
- Procurement transactions in excess of a person's delegated authority.
- Verbally placing an order after submitting the requisition on the assumption that the PO has or will be approved.
- Coercing a vendor to initiate an order on the promise that a PO will be forthcoming.
In all of the examples above, an employee made a purchase (committed funds) on behalf of the University without securing the appropriate internal approvals first and use of a University authorized procurement method (i.e. valid Purchase Order, PCard at point of sale, or existing signed and valid University contract in place). The purchased items may be appropriate for business use; however, approvals for all University purchases must be secured before the purchase. Therefore, you must have a valid and existing signed contract in place that has been signed by parties with delegated power of attorney to bind the University, Approved Purchase Order, or PCard used at Point of Sale.
Confirming Requisitions are not permitted absent an emergency procurement situation as defined as an immediate danger to the public health, safety or welfare of the University if a purchase were not made immediately. Detailed justification describing the emergency situation must be submitted with the Confirming Requisition. Procurement Services will review all Confirming Requisitions on a case-by-case basis, and may disapprove any request that was not determined to be an emergency, or when a Purchase order could have been obtained. Payment Request Forms for purchases that could have and should have had Purchase Orders in advance will not be approved. Submission of a Payment Request Form after notification that no University funds may be used to make payments may result in additional sanctions. Any invoice submitted for unencumbered payment that is not on the Allowable Unencumbered Disbursement list will be returned and be directed to follow the Confirming PO process.
NOTE: It is the department's responsibility to ensure that all staff are made aware that Purchase Orders are required before goods or services may be ordered or received. Submitting a requisition after goods or services are ordered, without a means of paying for it (i.e. valid, approved Purchase Order, Signed Contract, Pcard at point of sale) but before they are received, also constitutes submitting a Confirming Requisition. Procurement Services will not approve payment for Confirming Requisitions submitted with the justification that an employee was new, or in a new position, and was not aware of proper procedure. Lack of knowledge of proper procedure is not grounds for the approval of after-the-fact Requisitions submitted. Foundation funds or the individual's private funds must be used to make payment.
The Process
Individual requesting payment to a supplier completes the SpearMart Confirming Order Requisition and attaches a copy of the receipt/invoice in SpearMart.Individual requesting payment to a supplier completes the SpearMart Confirming Order Requisition and attaches a copy of the receipt/invoice in SpearMart. If the confirming requisition is approved to a purchase order, the individual requesting payment should "receipt" in OMNI and then notate the new confirming PO number on the invoice and send the invoice to Disbursement Services at firstname.lastname@example.com for payment.
Department Head or designee directs responsible individual to return items not needed by department or to pay charges if return is not possible. For an item that would otherwise be purchased by department, ensures that circumstances of purchase and steps taken by the department to prevent repetition of confirming purchases is fully documented on the SpearMart Confirming Order Requisition.
NOTE: The Department Head disapproves/approves through the SpearMart requisition process and instructs initiator on proper procedures. Procurement Services will run reports onConfirming purchases over $5,000, and for Confirming Orders that have occurred more than three (3) times., This information will then be provided to the Dean/Vice President or designee for their review.
Adverse Effects of Confirming Orders
- The University may incur unintended financial obligations
- Potential legal liability
- Adverse publicity if unauthorized employees act as agents of the University by contracting with third parties
- A contract signed by an unauthorized person may not only be binding on FSU, but may create a legal and/or financial obligation for the individual that authorized the goods/services. Contract could also result with unfavorable terms and conditions
- Insufficient funds
- Grant may not allow the purchase or grant/budget may be closed
- Overpayment for goods or services by non-utilization of contract suppliers
- By-passing State Law, Legal Review, and/or internal approvals
- May place the University in a financial and credit risk and result in higher than necessary cost paid for products and services
- Taxation issues – Conflict of Interest (Employee Employer relationship)
How to Avoid Confirming Orders
- Plan Ahead
- Contact Procurement Services for help or expediting orders, obtaining price quotes, bidding, or contract information
- Familiarize yourself with University and Procurement policies and procedures
- Use a PCard when applicable
- Enter a requisition in a timely manner to allow Procurement Services to be able to obtain competitive pricing, supplier information, missing requisition information, etc.
- If you have an emergency purchase or were in travel status, submit your confirming paperwork by the next possible business day explaining the circumstances
- When watching for the PO number, make sure that the PO Distribution workflow step in SpearMart is complete before providing the PO number to the supplier.
Customs Broker Information
If merchandise is purchased outside the United States, an import duty is often imposed on the shipment by the U.S. Department of Customs. In most cases, it will be necessary to appoint a customs broker to process the shipment through customs. Departments must submit a Requisition to appoint a broker and pay the fee after ordering the merchandise. Scientific equipment may be exempt from import duty. Formal application to the Commissioner of Customs must be made to qualify imports for duty free entry. Applications and special instructions may be obtained from the U.S. Customs Bureau. Departments should consult with Procurement Services prior to placing orders or shipping items outside of the U.S. Some research materials, especially live biological specimens, bacteria, viruses or biologically active components like enzymes, may need special government permits to enter the U.S. or other countries, and if subject to Fish & Wildlife (FWS) can only be cleared in designated FWS ports. Commercial or industrial materials would be subject to import tariffs based on their value and occasionally on the quantity imported. This would include items sent "free" for evaluation.
Express carriers like FED EX and UPS will normally employ internal brokers to have items clear U.S. and another country's customs. If a carrier requests that you sign a form which allows you to approve their customs broker, send the form to Procurement Services for approval. This is important because these forms usually ask the University to sign over its power of attorney to the broker. Before an application is submitted to the Commissioner of Customs, a Requisition should be submitted to Procurement Services through SpearMart. If the ordering department is prepared to pay the duty, an order may be placed before or at the time the application is made. If the ordering department is not prepared to pay the duty, the application should be submitted and approval obtained before the order is placed. The approval process may take from four to five months.
For more information regarding Nonprofit organizations being exempt from paying Customs Duty on permanent imports go to:http://www.cbp.gov/.
Some items, in addition to Customs clearance, may require special documentation or clearance from a PGA (Partner Government Agency) such as FDA, EPA or FWS. Some examples would be equipment that incorporates a laser or X-Ray, which requires FDA clearance and a FDA form 2877, or chemicals which require an Importers TSCA certification. The Customs broker handles this clearance at the time they transmit the Customs entry although they do require the necessary PGA information to transmit and any applicable forms that are a requirement for that PGA.
If you need Customs Broker Services, contact Procurement Services for further information.
Duty-Free Entry on Scientific Equipment and/or Instruments
Certain scientific instruments and apparatus can be imported into the US duty-free if the following criteria are met:
- Established for educational or scientific purposes,
- Intended exclusively for educational purposes or scientific research, and
- The scientific instrument or apparatus, or its equivalent, is not manufactured in the United States.
If the equipment arrives at Customs before duty-free entry has been approved, or if no Request for Duty-Free Entry was made prior to the purchase, the applicant can request a delay of liquidation (Customs classifies the equipment and assesses duty). A delay of liquidation is usually granted for up to 180 days, but may be extended.
If the equipment has been received, classified and assessed, and the duty paid, a Request for Duty-Free Entry Application can still be filed. This application must be filed within ninety days from the date of liquidation.
- Some categories of scientific equipment can be imported duty-free by educational institutions under certain conditions:
- A Request for Duty-Free Entry Application should be completed and filed with the United States Customs before placing the order with the supplier. If Customs approves the duty-free purchase, the purchase order must be issued to the supplier within sixty days.
- Duty on scientific equipment is usually substantial. Departments should apply for duty-free entry well in advance of making the purchase. If duty must be paid, then departments can budget accordingly; before funds may be committed elsewhere.
For more information on the procedures for duty-free entry of scientific instruments and apparatus under subheading 9810.00.60, HTSUS, and related tariff numbers, please see Customs Directive No. 3550-073A.
To apply for duty-free entry of scientific equipment, please contact Procurement Services.
Foreign Suppliers
When a department needs to requisition from a foreign supplier and the supplier cannot be located in SpearMart, it is necessary to "suggest" a supplier by entering a requisition and provide the appropriate address and contact information for the supplier file. Procurement Services will add the supplier to OMNI and a supplier number will be assigned, just as other suppliers are added (See New Supplier Setup). It is the requisitioning department's responsibility to make certain that the supplier does not already have a supplier number even though they may be located in a foreign country. Requisitioning departments should ask if the parent company is foreign and if it is not, they usually have a Federal Employer Identification Number (FEID #) for the parent company in the United States.
If the foreign supplier does not take a US check or requests payment by electronic means, a wire transfer will be necessary. Once the goods/services have been physically received and the supplier has sent a proper invoice and payment is ready to be made, the department should "receive" upon the appropriate line(s) on the Purchase Order in OMNI. The department will also need to submit the Payment Request Form - Foreign Vendor located under Accounts Payable Forms on the Controller's Office website. Be sure to reference the purchase order number so payment can be issued via wire transfer.
Information required for Foreign Supplier Purchases (whether a corporation or an individual):
- Company (supplier) name (full legal name of the corporation or individual)
- U.S. Federal Employer's Identification Number or Social Security Number (if available) if supplier is an individual rather than a corporation)
- Contact name for product and/or service information
- Contact name for billing and funds transfer information
- Email address
- Mailing address
- Telephone number
- Fax number
- Bank transfer information including (1) bank name, (2) account number, and (3) swift code
- Detailed description of product or service to be provided. If services are required, evidence of performance is required for payment
- Period of service (start and end date) for services or estimated delivery date of product
- Cost per item (including shipping and handling, if applicable)
- Total cost
- Number of invoices and in what amounts if the supplier prefers to be paid in installments
NOTE: The supplier must invoice FSU for the products and/or services each time they want payment. Submit, a Foreign Supplier Payment Request Form to Payables & Disbursement Services.
Link to Honorarium procedure
Independent Contractors versus Employee - Employer Relationships
When an individual or a business entity performs a service for the University, a distinction must be made as to whether the individual or business entity is an independent contractor or an employee-employer relationship exists. All payments for personal services of individuals and business entities represent taxable compensation to the recipient. If an employee-employer relationship exists, the compensation is considered wages and is subject to withholding tax and applicable FICA contributions. Wages are delivered through the payroll process. If no employee-employer relationship exists, the recipient is considered an independent contractor and receives payment by means of a Requisition followed by a Purchase Order or a contract.
The factor that distinguishes a contractual service from an employee-employer relationship is the degree of control exercised over the individual performing the service. IRS Regulations generally provide that an employee-employer relationship exists when the University has the right to control and direct the individual performing the service, not only as to the results to be accomplished by the work, but also the details and means by which the result is accomplished. The following three conditions are offered as a means to determine when a Requisition should be submitted for a service. All three conditions must be met before submitting a Requisition:
- Reporting Consistency - The use of certain category codes ensures that a Form 1099 will be issued to the payee as an independent contractor at the end of the year. Procurement Services will check each Requisition for contractual services to determine that the category code is appropriate.
- Substantive Consistency - The University must treat all entities performing similar services the same. Procurement Services will seek the guidance of Human Resources, or the Dean of Faculties as necessary, before approving purchase Requisitions for contractual services.
- Reasonable Basis - The University must have a reasonable basis for treating the entity as an independent contractor. This may consist of reasonable reliance on judicial precedent, recognized industry practice, IRS ruling or other reasonable basis. The University has developed an Independent Contractor Checklist to determine whether a reasonable basis exists. The Checklist should be completed by the requisitioning department and filed for future reference before submitting a requisition for contractual services.
Intellectual Property and Copyright Law
When hiring independent contractors that may be producing original works for the University, there may be occasions where you will need to obtain a Work for Hire Copyright Agreement and Assignment or consult with the Office of Research and Procurement Services concerning intellectual property and copyright issues. Under intellectual property law, the owner of the original work has exclusive rights to that work, such as musical, literary, and artistic works.
Paying a photographer to take photographs, a writer to write, or an artist to produce are only a few examples of times when you would pay someone to produce a product or service that meets the legal definition of "intellectual property." Paying the individual or company to produce a product or service does not mean you own it, nor that you have the right to use the product or service any way you choose. To secure these rights, you must have a Work for Hire Copyright Agreement and Assignment and a Purchase Order in place prior to any work performed.
The law in this area is very fluid, and is rewritten regularly. The only way to be sure you do not pay an individual or company to produce a product for you, that you cannot legally use, is to secure your right to use the product in advance.
Examples of original works that may be protected by copyright and trademarks include, but are not limited to:
Software that is written
Software multimedia
Web site development
Other electronic media
Music used in productions
Images used on Web sites and other items
Video film footage
Literary works
When a department needs to obtain a product or service that engages an individual or business in creating original works, the department, working with the supplier, is required to submit a Work for Hire Copyright Agreement and Assignment. A department must ensure that the form is signed by someone with delegated Power of Attorney. A Work for Hire is a form that was created by FSU to protect against foreign and domestic copyright law, ownership, and other legal issues with regards to the use of the original work(s). In other words, the individual or business was contracted with to create the work. Works for hire are not owned by the author, and shall be the sole and exclusive property of FSU, and it's successors.
Internal University Approvals
Other University departments approve Requisitions for certain commodities and contractual services before the Requisition reaches Procurement Services. After the department completes the Requisition and it is approved at the departmental level, SpearMart automatically routes to the next level approver based on the category code. Approvers primary options are to approve, return to requester, or reject a Requisition. They cannot alter the Requisition.
Below are commodities or services requiring additional external approvals and the department or unit that reviews and approves the Requisitions as they move through workflow in SpearMart:
|Commodity or service
|Automated External Defibrillator (AED)
|Environmental Health and Safety
|Contract and Grant requisitions
|Sponsored Research Accounting
|Controlled Substances
|Environmental Health and Safety
|Copier Program (Business Services)
|Fans, heaters, air circulators, etc.*
|Environmental Health and Safety
Law enforcement equipment and supplies
Forensic supplies
Traffic control & Personal Safety Devices
|Public Safety
|Campus Facilities Construction, repairs or upgrades
|FSU Facilities
|Golf Carts
|Environmental Health and Safety (See FSU Safety Manual for details)
|Hazardous waste*
|Environmental Health and Safety
|Legal services*
|Office of General Counsel
|PECO construction and FCO expenditures
|Accounting Services Construction Accountant
|Printing and copying
|Printing Services and Publications Approver for Business Services
|Radiological material
|Environmental Health and Safety
|Campus Design
|Security systems and fire alarms
|Information Technology Services
|Signs, exterior (permanent)*
|University Sign Committee
|Tax free alcohol*
|Evironmental Health and Safety
|Telephones and telephone equipment
|Information Technology Services
|Uniforms or clothing for employees*
|University Human Resources
* Not reviewed in SpearMart- secure approval directly with responsible party.
Loan Demo/Evaluation of Equipment
To try out technical equipment or services, only on a short term basis or to evaluate new products or services, the following procedures must be followed:
- Contact Procurement Services to determine whether the products or services require formal competitive solicitation or whether the loan/demo is allowable.
- Complete the Short Term Evaluation Agreement for Products and Services and obtain the supplier's signature.
- Determine if supplier is currently doing business with FSU, if not, have supplier complete necessary setup forms.
- Enter a requisition in SpearMart by completing the correct quantity and description with a price of zero. Attach the completed Short Term Evaluation Agreement for Products and Services to the SpearMart requisition. Once the PO is established, it cannot be changed unless a written request is made and processed through Procurement Services. The University does not cover any changes made unless it also goes through the official process and results in the supporting PO/Change Order documentation.
Note: There is risk, if you are personally doing this on your own, without consulting with Procurement Services, and without setting up a PO specifying the evaluation, the terms such as freight and time frame of returning the items. Without the PO, the individual requesting the item from the supplier could be personally obligated to cover any and all charges associated with the equipment.
Motor Vehicles
When purchasing new or used motor vehicles, the dealer must provide Form 82994 DHSMV, Application for Certificate of Title and/or vehicle registration and a Florida tag must also be obtained. Payment for new or used motor vehicles must include a copy of the Certificate of Origin, Certificate of Title, Form 82994 HSMV (if needed) and odometer disclosure. Repairs or Maintenance requisitions must include the University property number or the license tag number of the vehicle along with the year/make/model of the vehicle. If repairs are the result of an accident, then a copy of the accident report must be provided for payment.
Trade-In existing vehicle
When purchasing a new vehicle and trading in an existing vehicle in the process, enter the year/make/model/odometer reading/FSU tag number as a negative line on the requisition and contact Property & Accounting Services.
New Supplier Setup
In an effort to comply with Internal Revenue Service reporting requirements and the University's ongoing efforts to build a diverse, qualified supplier database, Procurement Services created the FSU Substitute IRS W-9 Form which is the default application process for all supplier types requesting to be input into OMNI (See Exceptions below)
The process requires suppliers to complete and certify relevant federal reporting requirements to include that there are no conflicts of interest and no employee-employer relationships between the supplier and the University or FSU department. The FSU Substitute IRS W-9 Form is required to comply with IRS Taxpayer Identification Match rules and IRS Form W-9 supplier certifications; it also reduces the University's exposure to penalties resulting from the misreporting of supplier information to the IRS. In addition, this form allows the University to evaluate potential suppliers before we approve them to do business with the University.
The process for approving suppliers to do business with the University, whether the new supplier is to be paid on a Purchase Order or as an allowable unencumbered payment, is as follows:
Purchase Order-related Suppliers
- Potential supplier must first complete and sign the online FSU Substitute IRS W-9 Form.
- If the Procurement Specialist determines the potential suppliers should become a PO supplier, Procurement Services will enter the supplier into OMNI as long as the information on the form is verified as complete and accurate. The FSU Substitute IRS W-9 Form. also serves as a replacement IRS Form W-9 and must be completed and signed by the supplier online.
Non-Purchase Order Suppliers
- Supplier should first complete the Payables and Disbursement Services Supplier Authentication Form.
- Submit this form to Payables and Disbursement Services.
Note: If the form is not complete with accurate information, the supplier's payments may be subject to 28% federal income tax backup withholding. If the supplier is an individual and not a US Citizen or permanent US resident, you must contact Payroll Services for additional guidance.
- Honorariums.
- Artists/Entertainers: Department should enter an OMNI requisition with Suggest a Supplier and forward any Artist/Entertainer contract/agreement to Procurement Services, noting the requisition number, for review. In addition, forward an original signed IRS Form W‐9 to Procurement Services or have the Artist/Entertainer complete the online FSU Substitute IRS W-9 Form.
- Foreign Suppliers: Department should fill out an OMNI requisition with Suggest a Supplier and also have the supplier provide the appropriate an original signed IRS Form W‐8 to Procurement Services. See IRS Form 8 Instructions for additional details as their 4 types of W-8 Form:
- Form W-8BEN (use if other W-8 forms are not applicable)
- Form W-8ECI is applicable if the foreign entity has a trade or business in the United States;
- Form W-8IMY is applicable if foreign entity acts in the capacity of a custodian, broker, nominee or any other person that acts as an agent for another person; or
- Form W-8EXP is applicable primarily when the foreign entity is a foreign government, foreign bank, foreign tax-exempt organization or foreign foundation.
- Subcontract Suppliers through SRAS: Department must work with Sponsored Research Accounting Services if it's a subcontract supplier. The Subcontract Supplier must complete the online FSU Substitute IRS W-9 Form.
- Facilities Suppliers (For orders that Facilities Maintenance generates): Facilities will work with their suppliers to have them complete a online FSU Substitute IRS W-9 Form.
For questions regarding the new supplier setup process email email@example.com.
OMNI & SpearMart Security Roles
The role of Requester is used to order supplies and/or services via a requisition in both OMNI and SpearMart.
An eORR is necessary to obtain the roles of FSU_PO_REQUESTER for OMNI Internal and FSU_PS_REQUESTER for SpearMart. The OMNI eProcurement Requester Application (For Internal OMNI Requisitions ONLY) is required only for internal requisitions.
The role of Receiver works simultaneously with the Requester role. The function of this role is to allow Requesters to receive the products ordered in OMNI and in SpearMart. Only an eORR is necessary to obtain the role FSU_PO _RECEIVER.
Power Receiver
The role of Power Receiver is typically reserved for central office personnel (i.e. Accounts Payable and Procurement Services) that do not hold the Requester role and is limited to two individuals per department (one as a primary and one as a backup). An exception may be granted under the following circumstances:
- This would be the only role the individual would hold and
- Department has an exclusive receiving department or
- Individual is a UBA involved in the bill pay process or
- Departments that have numerous change orders on a regular basis (not: having numerous change orders does not automatically entitle you to this role. Procurement Services must examine why numerous change orders are being processed and whether this should be the correct way to handle transactions).
The role will allow somebody to receive for anybody in the OMNI system. Only an eORR is necessary to obtain the role FSU_PO_PWR_RECEIVER.
The roles for Approvers are used to approve requisitions in OMNI and SpearMart. An eORR is necessary to obtain the role FSU_PO_APPROVER (OMNI) and FSU_PS_APPROVER (SpearMart). The Approver Role Request Form in SpearMart is also required to obtain or update this role. The only exception to providing the form is if comments on the eORR mention that the roles are for projects only.
Payment Upon Completion of Services
On rare occasions certain types of suppliers may require payment upon completion of services. When this is the case, the requisitioning department must clearly indicate on the requisition comments that payment upon completion is required and the reason for the request. Procurement Services will pass this request to the Controller's Office to prepare a University check to be sent to the Contract Manager for delivery to the supplier after the services have been completed. "Payment upon Completion" requisitions will be automatically accepted in the following instances:
- Professional artists (this does not include deejays), primarily those contracted through a booking agency. Non-artists hired through booking agencies will not automatically be eligible for payment upon completion of services.
- Foreign individuals, immediately returning to their own country.
Unless the contractor clearly falls under one of the categories above, the requisitioning department must contact Procurement Services for approval before submitting a Requisition requesting payment upon completion. Requisitions that have not received prior approval will be considered simply as requests. Payment upon completion should only be requested when it is an absolute requirement of the contractor and the requirement is supported by a valid reason. All contractors should be advised that the University's standard payment terms are "Net 40 Days from Receipt of invoice and Certification of Completion". See Payment Terms for additional details including available options to supplier for more expedited payment options. Cash flow problems experienced by a supplier or departmental preference are not justifiable reasons to bypass the University's payment rules. Procurement Services may require the supplier to submit a written statement attesting to the fact that payment terms have never been extended to another agency or firm, and that the service will not be rendered unless they are guaranteed that payment upon completion will be made.
The Requisition with the appropriate documentation supporting the request (to include the supplier's invoice) must be in Procurement Services no less than ten (10) full working days before the check is required. Requisitioning Departments must include the following information on the requisition:
- Description of the service. The description of the service should be sufficiently detailed so that the Procurement Specialist and the contractor will know exactly what is to be provided under the Purchase Order.
- Date and time that check is to be ready (Last work day, usually noon or 2:00 PM).
- Contract Manager name and telephone number.
- Name and telephone number of person to pick up check - usually the Contract Manager.
Purchases Involving Deferred Payments and Interest
Lease, Lease to Own, or Rental of Equipment
The University is allowed to lease or rent equipment. Leases for equipment are subject to the normal procurement procedures including competitive solicitation. Leases of equipment, including month-to-month leases, must contain a cancellation clause (30 or 60 days), availability of funds clause and a stipulated lease period, not to exceed twelve (12) months or the end of the current fiscal year if Educational and General (E&G) Expense funds are involved. A lease may contain a renewal option clause for a future period subject to the availability of funds, if appropriate. A requisition for lease of equipment, other than for a casual rental or lease, must be accompanied by documentation to support the proposition that it is more economically prudent and cost effective to lease the equipment, as opposed to outright purchase of the equipment. If the cost of lease exceeds $75,000, prior approval of the University Controller is required. For orders under $75,000, approvals may be granted on a case-by-case basis. This does not apply to copier leases per any established contracts.
Installment Purchases of Equipment
An installment purchase occurs when the University guarantees to buy an item by paying a fixed periodic payment over a period of time until the purchase price is paid, which may or may not involve interest. Installment purchases are subject to a competitive solicitation. Also, since interest is defined as a commodity, if the total amount of the purchase plus interest exceeds the competitive solicitation threshold of $75,000, the purchase is subject to the competitive solicitation requirement. Installment purchases must be reviewed and approved in advance by the University Controller. The following documentation is required for that review:
- A written justification describing the public purpose served and the agency need for the acquisition and the financial benefit to the State of an installment purchase rather than making an outright purchase.
- A written certification attesting to the availability of current operating capital outlay appropriations to meet the deferred payment obligations of the contract for each fiscal year the equipment is to be financed.
Complete the Installment Purchase Form, This form must be completed and approved by the Office of the Controller before acquiring equipment through a deferred-payment purchase arrangement.
University Departments may be eligible to use the State of Florida's Consolidated Equipment Financing Program (CEFP). Note: The minimum amount to be financed is $100,000. For more information on financing equipment through the state program, contact Procurement Services or visit the Department of Financial Services Web site at: https://www.myfloridacfo.com/Division/AA/StateColleges-Universities.htm
The President, or a designee, shall have the authority to enter into deferred payment agreements, in accordance with Board of Governors debt policies. The University may utilize the State of Florida Department of Financial Services Consolidated Equipment Financing Program if it is deemed advantageous. When the CEFP is used, the University will submit the contract to the Department of Financial Services for the purpose of pre-audit review and approval prior to acceptance. No agreement shall establish a debt of the State or shall be applied to the faith and credit of the State; nor shall any agreement be a liability or obligation of the State except from appropriated funds.
When a department has a requirement for equipment, supplies, services or materials, the first step is to enter a Requisition for that requirement into SpearMart A contractor should never be allowed to provide a service or deliver a commodity before a requisition is prepared and a PO issued. The Requisition and subsequent PO must spell out in complete detail all elements of the contract to include:
- Technical Specifications: Brand name, model or part number, complete description of the item itself and any accessories you expect to receive.
- Performance Specifications: Task or capabilities the item should have (e.g. a LCD projector that is compatible with both MAC and PC computers) must be stated in the requisition.
- Delivery Requirements: For items that must be received by a certain date. Please be sure the date is realistic AND that it allows time for purchasing to perform all the necessary tasks required of us.
For details of how to enter Requisitions into SpearMart, contact Procurement Services to schedule a date and time to attend a training class or visit the Training section of this website and/or FAQs for additional information.
NOTE: If the items on the Requisition are being used to purchase equipment for already existing tagged equipment, the department will need to list the FSU property tag number of the property to which the component will be added, on the Requisition, so that Asset Management will know that the cost of these components will need to be added to the cost of the original property in the inventory record. Visit Accounting and Property Services for additional information on the purchase of property and property tags.
There are several instances where a Requisition is not always required.
- Subscription Renewals: Initial subscription purchases may be processed on a General Requisition , Payment Request Form or University PCard. Subscriptions may be renewed without submitting a General Requisition to Procurement Services. Departments should submit the reorder card or subscription renewal notice from the publisher, along with a Payment Request Form to the Payables and Disbursement Services. Payables and Disbursement Services will send the supplier a check for the subscription with the subscription renewal notice. Subscriptions and renewals may also be paid on the PCard. All subscriptions, whether paid via Payment Request Form, PCard or PO, must meet the following criteria:
- Subscription time period should be set up for one year at a time, unless the department has evidence that a longer period of time results in a significant savings for the University.
- Subscription cannot be sent to the individual's home address
- Must have the name of the University on the subscription
- Shipping Services: For overnight letter or package delivery services, the University has contracted rates for both domestic and international courier services, that benefit the FSU main campus, as well as off campus sites like Panama City and Sarasota campuses. Departments can setup an online account or an individual account by contacting Postal Services to ensure you get the University contracted rates. You may be able to have your own account set up if you have special needs such as multiple projects, funds and hazmat materials. NOTE: having your own account would be determined by Postal Services and your account would need to be set up to receive the University contract rates. Contact Postal Services to get an account number to insure it is connected to the University contract rate structure. You will need to create a blanket PO referencing this account number and the FSU contract number. Your department will be responsible for paying all bills to Contractor. If a department wants to use air bills then they will need their own account number and will be responsible for paying their bills. When filling out an air bill, make sure that the departmental shipping account number to be charged is clearly listed on the air bill. Getting set up through Postal Services online system provides ease of creating shipping labels on your desktop, ability to manage and view all shipments from your department, automatic billing and less paperwork. You do not need to do a blanket purchase order. Postal Services will pay all bills and automatically charge your department fund number for payment. Make sure that you include your dept. id and fund in the reference code so that Postal Services can properly bill back your department. It is important to include your department id and fund in the reference code when shipping items. Review all bills for any discrepancies or incorrect charges. Make sure individuals in your department are not using the contract for personal shipping needs. For more information regarding the University Courier Services, visit Postal Services.
NOTE: Whenever incurring shipping for University purchases and it's possible to do so, provide the supplier with your department contract account number to charge the shipping as the cost may be less than what the supplier charges for standard or overnight shipping.
- Stamps from U. S. Postmaster: Send a Payment Request Form to Payables and Disbursement Services or use your PCard to make payment.
For a listing of other items that do not require a PO, visit Allowable Unencumbered Disbursements.
Freight terms are a key element of procurement and it is important to understand their meaning. In addition to indicating whether freight is permitted, the freight terms determine when ownership of item(s) transfers to the customer and who is responsible in the event of damage claims.
The University standard shipping term for North America shipments is "FOB Destination" which means that liability/responsibility for the goods transfers from the Seller to the University when the freight carrier delivers the material to the University ship-to-location indicated on the purchase order.
The University purchase order default freight term is "Prepaid and Added" which is used when additional freight charges can be added to the invoice as separate charges for the costs of shipping goods. "Prepaid and Allowed" is used when all freight charges are prepaid by the seller or negotiated into the cost of the products, which is often the freight term used with FSU's contract suppliers.
Procurement Services will consider alternate terms if deemed in the best interest of the University. Procurement Services is the only Department authorized to establish new or modify existing purchase order shipping and freight terms.If this is a contract purchase, do not assume that because the supplier's quotation says the University pays the freight that we should pay it. Frequently, it is necessary to point out to the supplier that the contract terms are for freight allowed (no freight). Many times Procurement Services will negotiate revised freight terms that pose less risk to the University. If in doubt, contact Procurement Services.
To determine if a supplier is on contract and the supplier's freight terms, you may access detailed contract information from the Procurement Services website within the Shopping Guide.
When entering a Spearmart requisition and there is an applicable freight charge on a supplier quote, add the freight charge as a line item on the requisition. Freight charges on supplier invoices can be paid unencumbered, however, if a shipping charge exceeds the cost of goods or services FSU Accounts Payable may contact you for confirmation.
"Inside Delivery" must be indicated on the requisition for all orders that require special handling and delivery directly into an office/lab.
Signatures on receipt documents:
When asked to sign a document indicating that freight has been delivered, be sure all the boxes or items you are signing for are there; count them or we may be billed for items that were shipped by the supplier but never received by the University. If there are dents, holes, abuse, etc. on the packages, open the box immediately and examine the contents. Indicate the potential problem on the delivery papers before signing for the delivery. If damage has occurred, we will be able to file a claim. If complaints arise without proper documentation in place, the freight company may disallow the claim since they cannot be sure the damage did not occur after the delivery was made.
Shipping-time considerations:
Perishable or time-sensitive materials require quicker delivery. International shipments can require a longer delivery time. Plan ahead and anticipate the delivery time, then adjust your schedules accordingly.
FOB Destination
Ownership passes to FSU when the carrier delivers the product to the delivery point specified by FSU. Supplier owns product in transit. If the goods are damaged in transit, replacement of the items is at the supplier's expense. Freight charges may be incorporated into the product cost but FSU will not pay additional freight charges. The university prefers that all shipments are sent via FOB Destination.
FOB Destination / PrePay & Add
Ownership passes to FSU when the carrier delivers the product to the delivery point specified by FSU. Supplier owns product in transit. FSU is billed by and pays supplier for freight charges.
FOB Origin
FSU takes ownership of the goods as soon as the supplier releases the goods to the carrier responsible for delivery. If the goods are damaged in transit, the university is required to pay for the goods in full. The university bears the responsibility of filing any necessary freight claims if loss or damage occurs during transit. The university does not recommend this freight term, especially for the shipment of equipment or delicate items. If a supplier insists on using FOB Origin, contact Procurement Services so that we can evaluate alternative shipping terms/methods.
Freight Collect
Upon delivery, FSU is billed by or pays the carrier for freight charges. The University does not recommend this freight term due to the resources it takes to get a check upon delivery and since it puts risk on the University if the product is damaged.
Subscription Renewals
Initial subscription purchases may be processed as a Requisition in SpearMart, Payment Request Form or University PCard. Subscriptions may be renewed without submitting a Requisition in SpearMart. Departments should submit the reorder card or subscription renewal notice from the publisher, along with a Payment Request Form to the Payables and Disbursement Services. Payables and Disbursement Services will send the supplier a payment for the subscription with the subscription renewal notice. Subscriptions and renewals may also be paid on the PCard. All subscriptions, whether paid via Payment Request Form, PCard or Purchase Order, must meet the following criteria:
- Subscription time period should be set up for one year at a time, unless the department has evidence that a longer period of time results in a significant savings for the University.
- Subscription cannot be sent to the individual's home address
Used Equipment Purchases
Purchases of used equipment are permitted if determined to be in the best interest of the University. A determination will be made on a case-by-case basis that the purchase of used equipment is the best "overall" value for the University, taking into consideration a number of key variables, which affect the total cost of the equipment.
The purchase of used equipment requires a slightly different process, as it presents some unique variables that should be considered before making a purchase. The requesting department should first identify the minimum specifications required, and then identify the specific used equipment that is acceptable. All used equipment in consideration should be in excellent condition. The requesting department should apply their best efforts to determine that the purchase of the equipment would be in the best interest of the University and be prepared to document their conclusion via the "research" they have conducted. This might include: going to several Web sites to find the market trend for used equipment, or quotes for similar used equipment, or contact known equipment suppliers, brokers, or colleagues to establish a fair market value.
Departments/individuals should first check for used equipment available on campus via Surplus Property. Used equipment identified outside of the University should be purchased through the competitive bid process whenever possible unless the purchase meets the requirements of a sole source or is below $10,000. Criteria to consider in making the determination of purchasing "used" versus "new" equipment:
- Manufacturer or brand, type, use and life expectancy of "new" versus "used" equipment.
- The purchase price of "new" vs. "used" equipment, and "used" vs. "used" equipment. (Compare at least 2 used equipment quotes).
- Risks presented by "used" vs. "new" equipment (e.g. possible contamination from prior usage, modification of equipment that might pose safety hazards, etc.)
- The relative price and general condition of used equipment.
- Warranty offered for "used" vs. "new".
- Service, maintenance plans, and parts availability of used versus new.
- Payment terms.
- Consideration of the freight charges and F.O.B. Point (i.e. FOB Destination, Origin, etc) - in other words, where FSU assumes responsibility. FSU's standard is FOB Destination.
Supplier Returns
Occasionally it is necessary to ship an item back to a supplier and Procurement Services can be of assistance in this process, if so requested by the ordering department. The return may be necessary for a number of reasons including concealed damage, an over-shipment, or the item is incorrect or defective.
To initiate this process, the requisitioning department must contact Procurement Services. Procurement Services will ask for the supplier's name, the reason for the return, the PO number, and any other necessary documentation related to damage or defects. Procurement Services will determine if there is a legitimate reason for the return and if there is a restocking fee involved. Procurement Services will also require that the supplier agree to the return by providing a Return Authorization (RA) form. If approved by Procurement Services, they will instruct either the Receiving Department to pick up the item from the department or have the supplier's carrier pick up the item from the department. If possible, the department should pack the item for shipment before pick up to safeguard the item in transit to and to expedite shipment. If crating is required, the department should submit a work order to the Maintenance Department to have a crate constructed before the Receiving Department or Supplier is notified to pick the item up. The Receiving Department does not have the skills or tools to do carpentry work. However, Receiving can assist with the packing of regular shipments if the department does not have the necessary supplies available.
Supplier Shows/Exhibits
Supplier shows, which include open houses, product exhibits, or product demonstrations, must be approved in advance by the Chief Procurement Officer (CPO) in order to:
- Protect the integrity of the University's Procurement process;
- Protect the viability of the University-wide contracts/price agreements; and
- Ensure fairness to all suppliers.
The sponsoring University department shall notify the CPO or designee as far in advance as possible, but at least ten (10) business days prior to scheduling a supplier show. A supplier show is a product demonstration or exhibit to which supplier(s) are invited on campus for the purposes of marketing Goods or Services. Product or equipment demonstrations may not always be considered a supplier show but departments are advised to consult with Procurement Services before scheduling. The CPO or designee has the final authority to determine what constitutes a supplier show.
If your department would like to host or sponsor such supplier show(s), complete and submit the Supplier Show Approval Form.
Trade-In of Equipment
Per University Property policy 4-OP-D-2-F, when University property (capital or expendable) is traded-in or exchanged for the acquisition of new property, the following information should be included on the Purchase Requisition:
- Description of property traded
- A statement of condition
- Details on the Trade-in allowance • FSU property decal number(s)
- Serial number(s) • Model number(s) • Age of the property
- Location of the property
If the Capital Property Accountability Release Form is approved and involves the trade-in of capital property, the form should be attached to the SpearMart requisition. The department should ensure that the property decal and all other references to FSU Property are removed or destroyed at the time the property is released to the vendor. If the trade-in is not properly documented on the Purchase Order and sufficient documentation cannot be obtained to support the trade-in, the item will be treated as lost or unaccounted for in the department's annual inventory.


text:
549 Lordship Lane, East Dulwich, Southwark, c.1920
At first glance this would appear to be the front view of a typical, if larger than average, mid Victorian (in fact it dates from 1873) detached family house.
While in terms of its function this was the case, the house is highly unusual in that it is built from (rendered) concrete with artificial stone dressing.
The house still stands, but in a sadly dilapidated condition.

subset: commoncrawl


text:
Valley Outreach
For over ten years now on Friday evenings, students, teachers and alumni have headed to Fortitude Valley and the city to cook up a barbecue dinner for lonely or less fortunate locals. At the heart of the Valley Outreach - a ministry run by a small group of volunteers - is a desire to serve and spread some love in the lives of people who are doing it hard.
Over the years, Northside staff and students have come to know the folks through chats over a meal and prayer time. Many of the people who come have difficult lives, very different to those of our students. They may be experiencing homelessness or difficulties with addiction or mental illness.
A Two-Way Street
While our students cook, serve and chat, their eyes are opened to the hard realities experienced by some of society's most vulnerable people. This glimpse into a diverse reality develops compassion, respect and empathy. The students' ideas and opinions are often challenged in a healthy way.
Missions Captain Joel Hunter explains: "Having the opportunity to serve and bless the homeless in our city is an absolute privilege. Being able to put a smile on someone's face or to be their friend for even a few seconds is one of the most rewarding experiences I've ever had."
"As a student, the Valley ministry is a unique opportunity to give the love that I have received in Christ to those who need it most. It's so thrilling to be following Jesus' example, which he showed when he was here on earth through his heart for the poor."
But it's not only the students who benefit. The local people who visit each week enjoy a good feed, some welcome company, and, if they so desire, prayer. We seek to provide ongoing support in many ways. For example, we are helping a young man with accommodation so that he can begin a certificate course as a path to employment. As well, we maintain continuing emotional support to some of our folk as they face quite serious challenges in their lives.
Some of our staff - Mrs Joan Malan, Mr Peter McCleneghan, Mr Chris Rose, Miss Yasmin Henry, Mr Bruce and Mrs Lyn Smith-Cottrell have been a part of this ministry over the past ten years.
Mrs Smith Cottrell says: "Our goal is to share faith and welcome, as well as a good meal and warm clothing with others, as a practical way of showing people God's deep love for them. This comes from every part of our community. The families in our school have been unfailingly generous over the years in donating a continuous supply of practical help to the precious folk we serve."
The Valley Outreach is also supported by Oz Harvest who give us extra food every week and have since 2014. Mrs Smith-Cottrell explains: "We still take in our usual barbecue, but it now has a rich extra dimension, thanks to the kindness and generosity of Oz Harvest. Often we are able to send people away with extra food."
Big Blessings
The Collier Charitable Fund has given a grant of $25,000 to the Valley Outreach Ministry to fund future projects. The College is grateful for this generous support.
The money will be used to purchase new equipment, buy a quantity of blankets and swags, and finance at least two retreats where we will take small groups of men or women away for a few days to provide extra support and help in their lives.
Northside Christian College is proud of the staff and students who commit time, energy and love to this valuable outreach.


text:
About Me
I am a youth who is passionate about making a difference in the community, working with people is always a beautiful experience because it involves different experience, human beings are diverse. In Kenya we have forty two tribes, hence different ethnicity, but if utilized we can use our diversity to develop our self and create a beautiful culture. Socialising, Modeling and listening to other people A go getter, sympathetic, emotional and I always serve without expecting anything in return Adult Education and Community Development, Peer Education and any activity that can better the life of a girl child and a woman
My Vision
To see an empowered woman who is aware of her rights and ensure that empowerment for girls begin immediately they are conceived and to be that woman who is remembered not because i'm beautiful but for my legacy


text:
If you fly into Gold King (PAAN), look for the new windsock on the north east corner of the field. The old windsock remains at the other end of the airport, giving pilots an additional "tool" to evaluate the wind before landing on this backcountry strip, on the northern flank of the Alaska Range. While it might not seem like a big deal, this represents a collaborative effort between a small group of stakeholders that rely on the airstrip and the Alaska Department of Transportation & Public Facilities (DOT), who owns the facility. AOPA Airport Support Network Volunteer Dave Pott helped coordinate between DOT and the locals, to accomplish this upgrade to the airfield. While it took over a year and two work parties to complete, this is a success story about improving a backcountry airstrip.
Gold King is not a typical "community airport" operated by DOT&PF. It fits into the realm of backcountry airstrips, generally located off the road system that provide access to public lands across the state. Each backcountry airstrip has its own story, and Gold King is no exception. Established in 1959 as the Gold King Creek Radio Relay Station, it housed a microwave radio relay tower, equipment building and ~2,000 foot airstrip. The station connected the Ballistic Missile Early Warning System (BMEWS) at Clear Air Force Base (35 n miles west) with a chain of stations that linked defense radar stations, known as the White Alice Communication System. These radio relay stations stretched across Canada ultimately providing communication to the NORAD headquarters in Colorado. The unattended facility was powered by diesel generators with fuel flown in to the airstrip. Satellite communications eventually replaced the need for the ground-based system, and the facility was closed in 1988. When the Air Force returned the land to the State of Alaska, the Alaska Department of Natural Resources made some of the surrounding property available to the public, which resulted in construction of a number of summer or year around homes in the area, with the airstrip serving as the principal source of access.
Beyond meeting the needs of local property owners, Gold King serves a much larger role in the north central Alaska Range. Today listed as a 2,500' airstrip, Gold King satisfies a number of needs. Due to the access provided by the airstrip, the University of Alaska utilized it as a location to locate a seismic sensor. The Bureau of Land Management has established a Remote Automated Weather Station (RAWS) there, to help monitor fire danger. Because it is situated on gravel deposits underlain by bedrock, the airstrip is quite stable, making it a good staging area for aircraft hauling gear or supplies into mines, cabins or recreation sites with smaller airstrips or off-field landing areas. It becomes a popular staging area during hunting season in the fall. Finally, the airstrip serves as an alternate place to land and wait when weather keeps aircraft from getting to their planned destinations.
Almost lost as an Airport
After the Air Force suspended its use of the relay station, the federal government transferred the land to the Alaska Department of Natural Resources (DNR). While they made the land around the airstrip available to the public for homesites or recreational cabins, keeping the documents current for the airport was not a priority. When the Fairbanks Sectional Chart was published in 1998, Gold King had completely disappeared from the map! Fortunately, in response to aviation industry requests, the airport was transferred from DNR to DOT, and slowly re-appeared—initially in 2003 as a "closed" airport, with unknown runway length or condition. Today the chart and entry in the Alaska Supplement, reflect more complete information, including a CTAF to use when operating in the area.
New windsock
Dave Pott is the Airport Support Network Volunteer at Gold King. He is retired and spends the majority of the year living just off the airport. Working with other land owners, a volunteer group keeps an eye on the airport, and has banded together to do limited maintenance on the field. Last year, he reached out to DOT and requested their assistance to replace the windsock, which was in a state of disrepair. DOT responded by supplying a new windsock assembly. They had it delivered to the airport in the fall of 2017, along with bags of cement to properly anchor it, deep in the ground.
In early June, the locals held a work party to start the installation. The volunteers provided a back hoe to excavate a hole for the base and flew in a cement mixer to support the project. On July 5th, a second work party took place to put the stand on the base and raise the windsock.
We owe both DOT and the Gold King volunteers a big THANK YOU for working together to keep this
airstrip in good condition. In these times of tight budgets, collaborative efforts between stakeholders will be essential to keep our backcountry airports across Alaska in good working order. Look for projects in your part of the state, and if possible, lend a hand!


text:
DoubleTree by Hilton Hotel Orlando Airport
DoubleTree by Hilton Hotel Orlando Airport is located 10 minutes north of Orlando International Airport and close enough to reach favorite Orlando attractions in just 20 minutes. Some of the hotel highlights include a 24 hour airport shuttle service, 11,000 sq. ft. of adjustable space for meetings and events, a heated outdoor pool, an onsite restaurant, room service and of course the signature DoubleTree Cookie. This is the ideal hotel for a family vacation or business travel.


text:
Solve This (? + ? + ?=30)
If 1111=R, 2222=T, 3333=E, 4444=N Then 5555=?
Guess the Hindi Muhawara from the following whatsapp Emoticons?
Sweet, Medicine, Film, Girl, City, Car, Place, Doggy all are name same, guess which word it is?
A girl is blind, deaf, dumb and uneducated too. A boy loves her. How would he propose without touching her?
Squash is the racket sport can be played with five balls of differing bouncing qualities.(its five not four)
The Five balls are
Orange - Super Slow / Super Low
Yellow - Super Slow / Low
Green or White - Slow / Average
Red - Medium / High
Blue - Fast / Very High
Name the only sport in which the ball is always in possession of the team on defense, and the offensive team can score without touching the ball?
Forgot Your Password?
2018 © Queryhome


text:
"I'm not sure I want to go to college," my daughter said to me. I guess the look on my face made it pretty clear what I thought of that and she hastily amended it with, "For the first year, I mean."
"You want to take a year off?" I clarified.
"Yeah. I just don't think I need to start right away."
I chewed my lip, considering my words carefully. I know this kid. Now is not the time to pick a battle, especially when college is four and a half years away.
"I've known people that decided to take some time off before college," I said. "And you now what? A lot of them never did go. They got jobs and car payments and apartments to pay for and they didn't ever do it."
"I'm gonna go, Mom. I just think I should wait."
"For what?"
"I don't know," she shrugged. "I just….might not want to do that once I'm out of school. I might want to do other stuff."
"Like what?" I repeated. "What's your plan? Because you're not sitting on the couch eating Cheetos and playing on your phone all day. You don't get a year of summer vacation, you know."
She rolled her eyes. "I know."
"So what's the plan? What are you doing? Getting a job? Taking classes at a tech school?"
"I was thinking….maybe backpacking across Europe or something."
"Ah." I nod. "That does sound exciting."
"Doesn't it? Seeing the world, traveling to new countries! Touching buildings that have thousands of years of history and meeting cool people and stuff!"
Her eyes are shining, and I can't help but smile. I start to shake my head, ready to give her the "Honey, you've got plenty of time for that, do it after you graduate" speech.
And then I stopped. And I thought. And I thought some more.
You see, I was raised in a house of low expectations.
I'm not slamming my parents with that – they certainly wanted me to be a respectful, productive citizen and a good person and they raised me to be that. What they didn't do was raise me to expect or even plan to go to college.
For my mother, college was a puzzling, useless sort of thing for her daughter to be considering. Why did I need it? If I wanted to get a job, I could go to secretarial school or something. But really, I didn't need a job if I got married, right? My mother didn't graduate high school, and for her, higher learning was something that wasn't a necessity, not if you were a girl.
My father was a little more realistic. He had no problem with me being interested in college. He just didn't understand why we should waste money on a Theatre degree. I understood his position, but it didn't stop me from wanting to go. I got the loans and financial aid I needed, and I paid for my college myself.
That particular degree and five bucks probably wouldn't buy me a cup of coffee at Starbucks, but having that degree has proven invaluable to me. It's put me ahead of people who were just as qualified when trying for jobs. It's given me networking opportunities. It's helped me move up from entry level to more advanced positions in various corporate jobs.
And my college years - as I look back on them now – were some of the happiest of my life. I made lifelong friendships, learned a lot of hard and invaluable life lessons, and moved on to relocate to another part of the country – something I probably wouldn't have done if I'd have stayed in town and gotten a job.
It's true that I want all that good stuff for my daughter, but it's also true that the landscape is changing out there. And while college certainly isn't for everyone based on their career path, my honors student/gifted in math daughter has her eyes on a STEM career, so college is pretty much a necessity.
I looked into my daughter's eyes – my daughter's shining, excited eyes – and I said:
"Really?" Those eyes widened in disbelief.
"Really," I affirmed. "Take a year off. Backpack. See the world. Teach English in Korea and play chess in Kiev and ride trains across Switzerland and get a job in a quaint little shop in London. Do it all and live every incredible moment of it. Do it before you get that car payment, or that mortgage, or get married and have kids."
"Awesome!" She beamed. "I just think I could learn so much!"
"You could," I agreed. "But that also means you're going to have to keep those grades up even more, since they'll be looking at year-old transcripts when you do go to college. Or maybe you'll choose to go to University in Europe – they'll want exceptional grades if you do. You might want to consider keeping a travel blog or working interesting jobs in various countries, so you can talk about your global experiences on college applications and to future employers."
"And you'll have to get a job when you turn 16, and probably start babysitting or maybe tutoring now. You're going to need money to bankroll that year."
She eyed me uncertainly at first, then with renewed determination. "Yeah. I guess I will."
"I'll agree to it, Anna, but you need to have a plan, you need do it safely, and you need to pay your way," I said. "And once that year is over, you need to have a plan from there. And it ought to include college, if you're still serious about the career path you're shooting for."
"Oh, I am," she assured.
"A lot can happen between now and then," I reminded her.
"I know, Mom. And maybe I'll go straight to college after all. Most of my friends will be doing that anyway."
And with that, she made herself a sandwich, and we talked about whether or not she should curl her hair or straighten it tomorrow, since she was wearing those new jeans and she wasn't sure which way to wear her hair with them.
Because she's thirteen, but she won't be forever.
Someday, she'll walk out that door, and the world will be hers to take. I'm going to let her do that, on her terms, with my guidance and her father's guidance and hopefully a good head on her shoulders that leads her to consider all the pros and cons as she goes.
I want her to want it all. I want her to have it all. And I have to let her define her all on her terms, not mine.
|Jessa discovers that she can travel to other realities, and with the help of Finn, another traveler, they go on amazing journeys in all sorts of alternate worlds. What will Jessa find on the other side of the mirror? And can she escape from the evil that's hunting her?
Read my new book,"Traveler" FREE - and don't forget to vote!!


text:
Price: $12.50
Quantity: 1 available
Book Condition: fine
Very nice copy. Book is in awesome condition. Jacket has virtually no edge wear but at the spine there is a vertical stain (the jacket once had a mylar protector which had been repaired by tape and the stain is a residue from that. Full refund if not satisfied.
Title: Alfred Stieglitz: Photographer
Categories: Photography,
Publisher: Boston, Museum of Fine Arts New York Graphic Society: 1965
Book Condition: fine
Jacket Condition: Very Good +
Item: 0.00 Item
Seller ID: 005078


text:
Agility is about adapting and delivering value. More and more organisations are discovering that they either need to get on the agile train or fall hopelessly behind.
Many of them turn to frameworks to adapt agile ways of working. But what they get is another framework that will sit on top of the others and cause more confusion and frustration. What they need is to focus on the real problems like organisation, leadership and culture. I'm going to use SAFe as an example in this text (there are other frameworks trying to solve this out there but I know more about SAFe).
A framework with a clear hierarchical role chart, process arrows, planning cycles and new roles is a way of satisfying the controlling part of an organisation. And it is exactly this part that we need to remove, if we want to be truly agile. To dare go down the agile road you need trust from leaders and in many organisations that is the exact thing they are lacking. So their own fear of losing control drives them to turn to things their recognize, roles and hierarchy, processes and planning, things that are feeding the controlling needs and is satisfying their own fears.
When introducing a framework like SAFe you are forced to focus on roles and planning cycles instead of culture, organisation and leadership. To get the right people in these roles is not an easy task an one that is impossible if there are no people with an agile mindset in the organisation. When people without agile mindset take on these roles what we get is another gant chart and detailed planning that will not adapt to the changing needs of the customer.


text:
Regina Ross grew up in St. Louis, MO loving music as a child from her dad listening to the blues and jazz and her mom's gospel music. Although she was a shy little girl, she managed to create songs at an early age and started self training herself on an electric organ. She took piano lessons in college, but writing original songs seemed to touch her heart to soon develop great inspirational Christian music. By letting God lead she saw God in a different way and wanted to see many people saved as she shared her gifts with many listeners.
Recording in the studio was a great experience. It was a privilege to be able to refine my music and hear the final product. God blessed every word and every note.
Through the years I have been fortunate to be able to sing with a variety of choirs, groups and duets. By participating in various musical groups, God allowed my gift to grow far beyond what I expected. I am constantly amazed by how He places me where I need to be musically. He is truly my inspiration!
Do you have questions, want to book a show, or collaborate on new music?
Reach out and let's make it happen.


text:
Karen Mullinax
Certified Holistic Health & Wellness Coach, AADP
Karen was born in Panama, and lived there until the age of 22, when the opportunity presented itself to come to the US. It was a courageous move for a young woman, however, she just followed her path, and now it is very clear to her that she is exactly where she is supposed to be!
After many years of working in the medical field and accounting/tax firms, she finally found her passion which is holistic health, geared towards Maternity care.
Karen loves working out, running, cooking and experimenting in the kitchen, reading, spending time with family and friends, and learning something new all the time!
*Holistic Health Coach, Institute of Integrative Nutrition
*Bachelor degree in Business with Major in Marketing
Phone: 843.683.3571
Website: www.inlightandwellness.com
Email: [email protected]
© Copyright 2013. Jennifer Tremblay. All Rights Reserved.
From the time Karen was 7 years old, she suffered from frequent severe migraines. Different doctors prescribed different treatments, and every new treatment brought a myriad of side effects, from skin rashes to stomach issues, that left her debilitated and sick. For over twenty years she polluted her body with medications, negative thoughts, and the wrong foods.
Then life introduced her to Cole, her now husband of 6 years. When they were ready for a baby, they thought it would happen right away; however, it took 12 months for them to conceive both of their children. It wasn't as easy as 'stop the pill and pregnancy follows'. They are fortunate to have two healthy and beautiful kids! Karen realized that the way she treated her body during her earlier years, had its effect once she was ready to become a mother.
Deep inside, she always knew there was another way for pregnancy to happen, but it wasn't until her second baby that she had the opportunity to find the 'other way'. More natural and less mainstream.
She learned so much and it is her desire to share with other women that, like her, feel the need to treat pregnancy as the most meaningful and marvelous experience, not as a disease.


text:
By Tekla Dennision Miller
Big Bay Point Lighthouse, on Michigan's Lake Superior, has illuminated rocky shoals for more than a hundred years. Transformed into a safehouse, these days the stout old tower shelters women and children from emotional turbulence. Celeste Brookstone, as new owner and director of the safehouse, has found a satisfying life mission following the murder of her daughter, Pilar. Celeste is also taking full advantage of the proximity of the light house to the new man in her life, retired prison warden, Max Whitefeather. That the shelter is so close to Hawk Haven Prison, where Pilar's murderer is serving a life sentence, seems immaterial to Celeste. After all, she has played a part in seeing Chad Wilbanks locked away in maximum security isolation.
Or is he? When Chad escapes with the help of his groupie, Lizzie Chatfield, and Priscilla, Lizzie's best friend and a volunteer at the safehouse, he, too, is on a mission: settling the score with Celeste. Once Chad leaves the two women for dead he heads to the lighthouse. The worst November storm on record creates the perfect cover for Chad's approach - but Celeste is better prepared than he expects.
What Celeste is not prepared for is a shocking truth in the form of a ghost from her past. Now it's not only about saving her life, but saving her sanity.
"Terror never felt so cold. Tekla Dennison Miller deals the cards of suspense like a pro, pitting the vulnerability of a woman alone against the maniacal vengeance of an escaped killer, riding it in on one of the winter's deadliest storms. I'll never look at the Upper Peninsula in quite the same way."
- Darrell James, Award Winning Author of Body Count


text:
Recently added item(s)
You have no items in your shopping cart.
Join our mailing list today to receive
the latest news, events & offers
your next order when you shop
online at Sportfish.co.uk. * Terms apply.
Thank you for signing up to our newsletter.
This code is valid for 2 weeks - online use only, may not be redeemed in-store. One use per customer.
To claim your discount enter the code on the 'Shopping Cart' page before completing your order.
* Excludes vouchers, tuition products, sale items and Flyfish Europe products (Simms, Scientific Anglers, Waterworks Lamson, Scott and C&F).
10 Time Winner of the Best Mail Order Service
We're delighted that we have won EMAP's Best Mail Order Service of the Year for an unprecedented Tenth year running.
We collected the trophy from representatives of Trout Fisherman magazine at the award ceremony at Sopwell House, St Albans.
The annual awards are voted for by the public.
In 1999 we were the EMAP Game Mail Order Service of the Century winner. We endeavour to give the best possible advice and service at all times and are particularly grateful when we are rewarded with such an expression of goodwill from our customers.


text:
Buon anno and welcome to 2016!
And with that, it's time to continue my annual tradition of ushering in the New Year by changing up the design of this website. This used to mean that I changed the whole layout to a completely different WordPress theme, but for the past couple of years I have instead opted to simply change the 18 rotating header images to some of my favourite shots from the previous year. I'm continuing to stick to that recipe today.
But before I show you this year's selections, I thought it might be fun to take a quick stroll down memory lane and see how the look and feel of this place has changed over the past few years.
We pick up our story in 2011, when I first moved over to WordPress from our original Blogspot home.
At that stage, the blog wasn't necessarily going to be about New Zealand football. I saw myself writing far more about following Serie A than anything else. That's why the first theme, WordPress's default 'Twenty Ten', was used in conjunction with a photograph of the Curva Nord at Lo Stadio Domenico Francioni – US Latina Calcio's home ground.
I liked it in part because I thought people would look at it and think it was an Inter crowd. Only cool people would pick up that it was in fact the ultras of my second favourite team in Italy.
Then in 2012, things started to evolve towards the grassroots – but still with an Italian flavour!
The theme is 'Fruit Shake' and the header image, used with kind permission from American photographer John Fetcho, is of Butler University converting a penalty in a US College game. The Italian connection? For some reason the ball carries the logo of the FIGC – the Italian FA! Don't ask me why.
Onwards to 2013 and by then it had become clear what this place was growing into, and the décor reflected that.
The theme is 'Gridspace' and the header image is a stylised version of a shot I took when the Football Ferns played China at Centre Park in Mangere in June 2012.
Then in 2014 the idea finally came to me that I should use rotating header images, instead of just the one, in order to give some of my better shots a longer shelf-life.
Here's what the blog looked like at that point:
And here are all 18 of the 2014 images used:
In 2015, the major design change was the creation of the current site logo:
Which brings us to the sad time when we must wave goodbye to all 18 of the now retired images that served well over the past twelve months!
For 2016, I have started to take proper account of the fact that a huge percentage – over 40% – of people who view this blog are now doing so on mobile phones.
The Kent theme works best on desktop, or a tablet that you can tilt to landscape and view things the way they are designed to be seen, but mobile users have no choice – the header will always be at the top of the page, cutting off the top and bottom of the images.
I have therefore taken particular care this year to not crop so tightly and hopefully use images that will work wherever the header is placed by your browser. Some of the images will be better than others in that regard but at least most of the time things will now look a little better than they did before on your phones!
This year I have also decided to try the 'unplugged' look. Most images I routinely publish have been run through photo editing software to sharpen and brighten them. For this year's headers, cropping aside, 17 out of the 18 are exactly as they came out of the camera. The other image, the shot of Mainland Pride goalkeeper Victoria Esson, has been Photoshopped to move the ball closer to her in order to make the image work. That's the only enhancement.
To prove I'm not lying, here are the 18 uncropped originals!
And with that, I now declare in-the-back-of-the.net's 2016 year open! I hope you enjoy it as much as I plan to.
Categories: Uncategorised
Enzo Giordani
A grassroots sports photography enthusiast based in Auckland, New Zealand, and a fan of the most magnificent football club on earth - A.S. Roma.


text: The anticipated regulatory changes (the so-called paragraph 5.2) have been adopted and became effective starting July 1st. The uncertainty regarding the regulations has weighted heavily on the market, putting a cap on the investment volumes in the sector. Despite the negative reaction to the changes, clarity over adoption of what the regulations entail has been positive for the market.