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Purchasing Procedures | Responsibilities of Purchasers and Conflict of Interest | Vendor Justification Form | Specialty Purchases | Computers and Equipment | Purchasing Cost Thresholds | Memberships and Journals

 

The Executive Director or designee and the Treasurer of the Board are the only officials authorized to commit the expenditure of SIBCR funds.
If it is unclear whether any item or service should be paid for by SIBCR, the Executive Director will determine the appropriateness of the request.
Purchases that provide personal benefit are not allowed, nor are purchases that may give the appearance of a conflict of interest. Please note that some of the IRS rules in this area are not intuitive. SIBCR will provide guidance, but final authorization of payment rests with the Executive Director. Please review this section and whenever appropriate discuss the proposed purchase with SIBCR before ordering.

 

UNIFORM GUIDANCE (2 CFR 200)

Effective October 1, 2018, SIBCR will comply with Procurement Standards as defined in 2 CFR 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal Awards”, Subpart D, Sections 200.318-200.326, for all federal grant funded procurements.

 

GENERAL GUIDANCE

The Seattle Institute for Biomedical and Clinical Research (SIBCR) is committed to prudent business practices for the procurement of goods and services necessary for the effective conduct of its research and education activities. SIBCR requires that PIs,their staff, or other individuals who plan for or purchase products, equipment,supplies, and services with SIBCR funds, base purchases on sound business practice, best value, accountability, and compliance with donor, sponsor and regulatory requirements. Individuals planning for or making purchases must follow this and other SIBCR policies and procedures.

Procurement of goods and services charged directly to federal awards must comply with the procurement requirements of 2 CFR Part 200 (Uniform Guidance), and the debarment and suspension provisions of 2 CFR Part 180. All procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of Part 200.

In addition, all purchases must comply with all terms and conditions of the funding source and must be used for VA-approved research or education. Finally, SIBCR strongly encourages best practices for purchases made with non-federal funds.Whenever possible, all individuals purchasing on behalf of SIBCR should purchase goods and services from the SIBCR approved vendor list to reduce administrative burden, maximize buying power and to include diverse and disadvantaged businesses.

For purposes of this policy,the term “vendor” is used interchangeably with the term “contractor” to mean a supplier providing goods or services to SIBCR for SIBCR’s own use.

The following requirements apply for all purchases:

  • Sufficient funds must be available to cover costs;
  • A research rationale must be provided for each research-related purchase; for education activities, the expense must be within the scope of the approved educational activity;
  • All purchases for sponsored research projects must be reasonable and necessary for the performance of the project, as well as allowable and allocable under the terms and conditions set forth in the grant.

SIBCR funds may not be used to pay professional licensure payments. Also, the costs of CME credits cannot be paid for members.

SIBCR is not exempt from state sales and excise taxes and must pay tax on all tangible goods purchased for use in Washington State. If sales tax is not charged, SIBCR is required to pay use tax to the state. See High Technology Sales/Use Tax Deferral for the sales tax exemption on certain equipment.

No expenditures will be authorized for donations to organizations engaging in general charitable or other philanthropic activities.

FINAL PURCHASES ON PROJECTS

This policy is applicable to all grants/contracts and subawards/vendor agreements administered by SIBCR.

Goods and services must be ordered and received prior to the final end date of a project.  To ensure sufficient time for order placement and shipping, all purchase orders must be received by SIBCR Accounting a minimum of 30 calendar days before the end of the project period.

Receipt of goods and services must be documented with either a packing slip for tangible items or an invoice for services rendered.  The receipt date on these documents must be prior to the end of the project end date as it appears on the award.

Some examples of goods and services include, but are not limited to the following items:

  • Tangible goods (e.g., supplies, equipment, etc.)
  • Licenses and software
  • Services provided to a project (e.g., consulting agreements, data analysis, etc.)

Orders placed outside of the terms of this policy are subject to disallowance.


PURCHASING PROCEDURES

Orders must be placed by members or an authorized designee.

An SIBCR Purchase Order (PO) is required for all purchases. Forms are available on the SIBCR website. Please clearly indicate SIBCR as the "bill to" party with the following address:  SIBCR, 1325 Fourth Ave, Suite 1310, Seattle, WA 98101.

SIBCR maintains accounts with most of the vendors used by the VA and UW. 

The SIBCR accounting department will establish and approve new vendor accounts in advance of the purchase. Please contact the accounting staff with the vendor information. You will be notified once an account has been set up with the new vendor.

Members may give signature authority on their SIBCR accounts to individuals they designate. The authorization may include dollar limits on the purchasing authority. SIBCR will periodically review the signature authority on members' accounts.

An authorized signer on the SIBCR account must sign the PO. The signed PO serves as authorization for payment by SIBCR upon receipt of the invoice from the vendor.

There are several methods to send the PO to SIBCR. After the PO is signed it can be scanned and emailed to SIBCR; mailed to the SIBCR administrative address above; hand carried to Building 7 and dropped in the lock box located by the front door; or faxed to 206-204-6190, ATTN: Accounting Dept.

The member or designee should verify receipt of the complete order and inspect for damage, defects, or other errors. 

Please contact the accounting department immediately if there are any discrepancies with your items that will affect the invoice. This process will serve as documentation to verify discrepancies between items ordered, items shipped and items invoiced.

The recipient must initial and date the packing slip from received items and send it to the SIBCR accounting department. If a packing slip was not included with the items received, then the Packing Slip Replacement form must be completed.

SIBCR will not pay an invoice without first receiving the corresponding packing slip or Packing Slip Replacement form. 

SIBCR will issue payment for the order upon receipt of the vendor invoice matching the authorized PO and packing slip.

PURCHASE REIMBURSEMENTS

A completed, signed Check Request form should be submitted to SIBCR to initiate payments for the occasional purchases made not using an SIBCR PO. All requests for payment or reimbursement should be made in a timely manner. 

Check Request forms may be mailed, faxed, or emailed to the SIBCR accounting department at our administrative office. All forms must be accompanied by receipts.

NOTE: SIBCR reserves the right to deny payment for invoices or receipts held for more than 90 days.

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