Procurement tip on contract compliance

May 7, 2019

Please pay close attention to the following details when purchasing and receiving goods and services:

  • Invoices cannot be accepted from a supplier which do not define goods/services provided during the invoicing period.  The invoice must comply with the contract requirements, list the goods and/or services, and provide enough detail for a pre and post-audit. For service invoices, the deliverables must be clearly listed on the invoice or on a separate document accompanying the invoice.
  • When creating a receipt, uploading an invoice as a receipt for goods and services into Workday is not sufficient by itself.  A receipt is considered verification that the contracted goods and/or services listed on the invoice have been provided.

Below are the basic roles and responsibilities of contract administration and contract management.

PROCUREMENT

CONTRACT ADMINISTRATION

  • Starts at the beginning stages of a contract
  • Focuses on terms and conditions (general oversight)
  • Not the contract manager
DEPARTMENT

CONTRACT MANAGEMENT

  • Begins after a contract is signed
  • Performed by a contract manager
  • Focuses on the performance of the contract

Example: If the terms and conditions of a service contract allow for payment to be made at a prescribed hourly rate, the contract manager must:

  1. ensure the invoice sufficiently details the basis for the payment (number of hours and work provided).
  2. verify the hourly rate applied is in accordance with the terms and conditions of the contract.
  3. confirm the services have been received prior to invoicing.

We encourage everyone who functions as a contract manager to attend one of the two upcoming contract management courses:

  • Tuesday, June 4 at 10-11 a.m., Florida Poly South, LTB-2117
  • Wednesday, June 19 at 10-11 a.m., Main Campus, IST-14046/1047

If you have any questions contact the Procurement Department by email or call 863-874-8428.