After-the-fact purchase violations noted
Recently, there has been an increase in the number of after-the-fact (ATF) purchase violations.
An ATF is a purchase that is over $4,500 in which a purchase order has not been created by the PSC Purchasing Department. For example, authorizing a vendor to begin work before the Purchasing Department issues a Purchase Order, even though the department has submitted a Purchase Requisition, is an ATF.
Similarly, obtaining goods or services on credit and subsequently submitting the invoice with a Payment Voucher is an ATF unless it is a purchase specifically allowed to be paid by Payment Voucher.
ATFs are serious violations and must go through a lengthy approval process starting in the Purchasing Department all the way to the State Controller’s Office downtown. You will also need approval from the associate vice chancellor for Finance and Administration, Jeff Parker. Copies are also sent to the Chancellor to notify him of the violation.
To avoid an ATF refer to the purchasing rules on the PSC website at http://www.cusys.edu/psc/. Click on Policies to get a complete copy of the rules surrounding ATFs, Payment Vouchers, Standing Purchase Orders, and many other purchasing needs.
If you need to make a purchase and are not sure how to avoid creating an ATF feel free to call the PSC Help Desk at 303-351-2846 or Edith Butts at 303-315-2248.
