Feb.07/12-Memo on Purchasing Policy and Single Source Form, New Expense Reimbursement Rules for Suppliers

In a continuous effort to ensure the purchasing practices at University of Guelph reflect the requirements of the Broader Public Sector (BPS) Procurement Directive, please note the following changes effective immediately:

Revised Financial Policy FI18.0 – Purchasing Policy

FI18.0- Purchasing Policy has been updated to new revision of February 1, 2012. This revision cancels previous revision of March 29, 2011 and the major changes are:

• Contract Management section, including new rules on expense claim and reimbursement for consultants, contractors and other suppliers, has been added (see section 11);
• The approval requirement for Single Source/Sole Source purchases has been added and changed under section 9 Purchasing Limits and Requirements.

A copy of this policy is attached with this memo. This policy can be found at Financial Services’ website at http://www.uoguelph.ca/finance/policies/financial-policies.

New Rules regarding the Reimbursement of Expenses to Suppliers including Consultants and Contractors

• The University can no longer reimburse suppliers for hospitality, meal and incidental expenses; Note: hospitality includes the provision of food, beverage, accommodation, transportation and other amenities;
• The University can reimburse suppliers for other types of expenses only when the contract specifically provides such; 
•  To be reimbursed for allowable expenses incurred, suppliers must provide original itemized receipts along with their invoices.

For currently existing contracts, above changes will be applied wherever possible.

Please note this covers the reimbursement of expenses for University suppliers only. University employees should continue to follow the University’s current Travel and Business Reimbursement Policy & Procedure and Hospitality Policy and Procedures for their expense reimbursements.

Revised form for Single Source/Sole Source Purchases

The Sole Source Certification has been renamed to Single Source Sole Source Certification and the following changes have been made:  

• Addition of circumstances where Single Source/Sole Source may apply;
•  Addition of signature approval required for consulting services;
•  Addition of acknowledgement for Conflict of Interest Policies.

A copy of this form is attached with this memo. An interactive PDF file is available for downloading at forms section on Purchasing Services website.

Attachment	Size
FI18.0 Purchasing Policy Rev Feb 1 2012.pdf	704.81 KB
Form Single source Sole source Certification Rev Jan 23 2012.pdf	313.43 KB