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Spending Guidlines

Travel

All travel must be approved in advance by your PC member. Direct reports of the Provost must have the Provost's approval and direct reports to the President must have the President's approval before buying plane tickets, registering for a conference etc.  College travel credit cards remain for pre-approved use only; and open for specific time periods.

Purchasing Cards

The College purchasing cards have been established with a total single purchase amount of $500 and monthly limit of $500 per card.  Upon special requests, we can adjust spending limits based on expected transaction limits, for example up to $1000 or $1500. Please refer to the Credit Card Manual for restrictions of use.

Purchases over $5000

Purchase requisitions must be created and approved before a commitment is made to any vendor.  This process also applies to blanket purchase orders (BPO's) over $5000 and credit card purchases.  The process requires completion of the purchase requisition form, Request to Expend Funds Over $5,000 with PC approval and approval from the Sr. VP for Finance and Administration.  Competitive bidding is required for any goods or services over $5000, and the expectation is that at least 3 quotes will be solicited.  There are rare cases when only one vendor can provide the goods or services and schools and administrative units should check with Purchasing to confirm a sole source vendor.

Purchases between $500-$4999

Purchase order requisitions must be created and approved before a commitment is made to any vendor.  This process requires the completion of, and approved signature of, the respective PC member and/or Deans.  A PC member may assign designees for approvals (up to three for large areas). If designees are assigned, a hardcopy list must be submitted with their names and signatures to the Budget office, Purchasing office and the Accounts Payable office. Competitive bidding is highly recommended for any product or service over $1000, and the expectation is that at least 2 quotes will be solicited.  There are rare cases when only one vendor can provide the goods or services and schools and administrative units should check with Purchasing to confirm a sole source vendor.

Purchases up to $500

Purchases up to $500 can be processed using the College Purchasing Card or purchase order requisition.

Please follow existing procedures for purchases including technology, media and office supplies.

Hospitality

All hospitality purchases should be limited and approved by your PC member and/or Deans in advance of the expenditure of funds. Examples of these expenditures include business lunches, purchasing food for events and functions.

Office Supplies

Office supplies must be purchased through the preferred College vendor, W.B. Mason.  Again, we ask for your help in only purchasing essential supplies over the summer that you need to begin the academic year.

Contracts and Other Binding Agreements

All faculty and staff should be aware that Simmons has a comprehensive policy governing Contract Signing Review which has been promulgated by the Simmons Board of Trustees. A copy of the policy can be found here.

This policy states unambiguously, in pertinent part, that "[a]greements or contracts may not be entered unless reviewed by College Counsel." Faculty and staff should be aware that they do not have authority to sign contracts/agreements on behalf of their school or Simmons College. Moreover, faculty and staff should be aware that Deans and Vice President each have authority to sign some contracts/agreements but not others. The Contract Signing Authority Policy lists the types of contracts/agreements that Deans and Vice Presidents can sign. If your Dean or Vice President does not have authority to sign a particularly kind of agreement/contract, you will need to obtain the signature of the President , VP and General Counsel, or the Senior Vice President of Finance and Administration.

Even if your Dean or Vice President has authority to sign, any non-employee contract or agreement over $5000 also needs approval from the Sr. VP for Finance and Administration and the Director of Budget and Financial Planning. All contracts should be backed up by a purchase requisition to encumber funds.

Memberships

All memberships, renewals or new, will require Dean and/or PC member approval before it will be processed. Please note that it is advantageous to discuss a discount with the vendor.

Courier & Express Services

Skycom is our MASCO vendor partner and must be the courier used for same day local courier needs within the city.  Taxis may no longer be used for local courier service.  Please visit the skycomcourier.com/signup.html site for rates and more information.

Federal Express is our Educational & Institutional Cooperative (E & I) vendor partner offering highly discounted rate plans and must be used for your express services. Based on the priority of your document, choose the category that best meets your needs (i.e. Priority Overnight (next morning 10:30 a.m.), Standard Overnight (next afternoon), 2nd Day, etc. Do not use FedEx First Overnight (next morning delivery by 8:00 or 8:30 a.m.) unless absolutely necessary, since this is an extremely expensive method of service.

Budget Reports

AARC and Monthly Burn Rate reports will remain the primary budget tool used to manage cash flow within individual schools and administrative units.

Payment Terms

The college payment terms with vendors are 60 days. All new vendors must be notified of these terms when soliciting quotations for goods and services.

Contact

Kim O'Neil
Senior Budget Analyst
Office L-334D
617.521.3816
kimberly.oneil@simmons.edu

Roslyn Taylor
Senior Budget Analyst
Office L-334E
617.521.2089
roslyn.taylor@simmons.edu

Diane Hallisey
Assistant Vice President for Budget and Revenue Planning
Office L-334F
617.521.2004
diane.hallisey@simmons.edu

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