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July 1, 2017

July 1, 2017

I. Purpose

As part of a class or an outing, departments may have the need to rent buses.

II. Scope

The intended audience of this procedure is departments that participate in travel that requires rental of a bus.

III. Prerequisites

The necessary items for procuring a bus for a trip are:

• quotes,
• a completed travel authorization,
• a completed purchase requisition, and
• an agreement or contract.

The agreement or contract should describe where the pick-up and drop-off sites are, times for pick-up and drop-off, destination, and all-inclusive price.

IV. Responsibilities

It is the responsibility of the department to have all prerequisites before forwarding their purchasing requisition to the Purchasing Department. Departments are not able to commit to a purchase directly with a vendor. The state-issued Purchase Order is the campus' commitment to the vendor.

V. Procedure

As part of a class or an outing, departments have the need to rent buses. Before a commitment is made to a vendor, the Purchasing Department must be contacted and a Travel Authorization needs to be in place with the University Accouting Office one month prior to the event (University Accounting Policy #810).

Departments must receive multiple quotes to ensure that they are getting the best price for this service. For purchases above $2500, written documentation must be maintained by the campus to support both the selection of the ventor and reasonableness of the price. All purchases are subject to audit and departments must be able to support their requests with reasonableness of price justification (Purchasing and Contracting (Procurement) Document #7553).

Any agreements that need signatures must be signed by the Director of Contract Services or the Director of University Services.

If the event is mandatory and clearly identified as part of the syllabus, the Department may utilize a course fee to cover the costs. If applicable, the Department must contact the University Controller to establish the course fee attached to that course at least six months prior to the start of the course.

If the event is not mandatory and a fee is involved with the event, the Department must contact either the Director of Internal Control to establish a uStore or contact the Fredonia Ticket Office to establish an event. Departments are not to collect money directly from participants.

VI. References

Fredonia University Accounting Policy #810
Purchasing and Contracting (Procurement) Document #7553
Fredonia Internal Control Webpage; TouchNet Marketplace

VII. Definitions

TouchNet—Fredonia's solution for creating, managing, and operating online stores and malls.