Management agrees with the finding and is implementing the accompanying corrective action plan.
Views of Responsible Officials:
Ryan Edward, Finance and Operations Manager
Name, Title: Simone Auger, Director of Operations
Contact Person:
Simone Auger Director of Operations
Corrective Action...
Management agrees with the finding and is implementing the accompanying corrective action plan.
Views of Responsible Officials:
Ryan Edward, Finance and Operations Manager
Name, Title: Simone Auger, Director of Operations
Contact Person:
Simone Auger Director of Operations
Corrective Action Plan:
Employees are required to comply with the NAIHC Financial Procedures.
I. PROCUREMENT PROCEDURES
1. Determination of Needs
The determination of needs for goods and services will be made by qualified individuals, and according to organizational guidelines, adequate quantities, timely receipt, proper specifications, and desired quality will be considered. Those guidelines shall include that the cost be reasonable in amount, properly documented, and within the budgetary authorization of the contract. If the transaction involves federal funds, the cost must also be allowable per the terms of Subpart E of the Uniform Grant Guidance. The guidelines must also consider and avoid the disruption of program operations because of improper purchases, as well as potential losses caused by excessive purchases.
2. Methods to Determine Needs
Purchasing requirements, categorized by the type of goods or service, will be determined according to the following methods:
1. The need for services that are provided on a recurring basis by the same vendor, such as utilities and telephone, will be determined initially by the accounting staff or by the Program Manager when services are program-specific. Thereafter, these services can be provided continuously or not predetermined until the end of the contract period. See “Accounts Payable for specifications on processing these types of vendor payments.
2. Determining the need for routine goods and services (items that are commonly used in the delivery of program and administrative services) will be the responsibility of the Program Directors and Executive Director.
3. Determining the need for specialized services, such as insurance, legal, or consulting services, will be the responsibility of the Executive Director.
4. The employees will identify the need for occasional goods and services and have their direct supervisor approve it before the Executive Director approves it.
3. Preparation of Requisitions for Routine Goods and Services
A. Prior approval of purchases is documented by the Purchase Requisition form. Under normal circumstances, employees are required to prepare a Purchase Requisition for approval before making a purchase commitment. Procedures for doing so are listed below. If obtaining prior approval is not possible, an employee, at his or her discretion, may make a purchase and request reimbursement. However, if the purchase is not approved by their supervisor and the Executive Director, the employee becomes responsible for returning the items purchased or paying for them. If a rejected purchase was made using an NAIHC credit card, the employee will be responsible for reimbursing NAIHC.
B. Purchase Requisitions for routine goods and services will be prepared by the employee and submitted directly to the Finance and Operations Manager for review for completeness, accuracy, budgetary authorization, allowability, and reasonableness. Purchase Requisitions will contain all the following information:
1. Vendor name and address.
2. Type of Request. Specify whether the request is for goods, services, a blanket purchase order, or are amending an existing purchase order.
3. Ship-to address. If there is a legitimate reason to have the goods shipped directly to your program’s offices, specify that location here. Otherwise, leave this section blank so that the shipment will be delivered to the NAIHC office. Note that if you choose to be the receiver of the goods, you are responsible for verifying the items received and their condition and forwarding the necessary paperwork to Purchasing.
4. Will Call. Check this box to see if the purchase order is to be hand-carried to the vendor.
5. Date required and special instructions (if any). Specify the date that the requested items are needed. Always include this information—it will assist the accounting department in determining priorities. Be sure to provide as much lead time as is practical by determining needs as far in advance as possible.
6. Provide all the following information where applicable: description of items or services being requested, catalog number, quantity, units, unit cost, and total amount for each item ordered. In instances where the total cost is uncertain, use the best estimate available, preferably in the form of a “not to exceed” amount.
7. Charge-to Account. Specify the NAIHC line item(s) to be charged.
8. Signatures of the Requestor and the Supervisor.
9. Date requested. This is the date that the requisition was prepared.
1. Once the Supervisor and the Executive Director have signed the Purchase Requisition, a purchase can be made, and the office administrator will receive any corresponding invoices.
2. Approved purchases made by credit card will require the credit card holder to include corresponding invoices or receipts in the monthly credit card payment packet.
4. Initiation of Requests for Proposals for Specialized Services
A. The Executive Director will initiate requests for Proposals for specialized services.
B. If the goods or services are complex, highly technical, or require a formal request for proposal, an appropriate contract will be prepared. The contract will be considered executed when the NAIHC Executive Director and the contractor have provided original signatures on the contract documents. One copy of the contract with original signatures will remain with the NAIHC contract files, and one copy will be provided to the contractor.
5. Initiation of Requisitions for Plant, Property, and Equipment
A. Requisitions for fixed asset additions will be initiated by programs in accordance with guidelines for Additions to Plant, Property, and Equipment in §900 of the NAIHC Financial Policies approved by the Board.
6. Placement of Orders
Requisitions for purchases will be reviewed to ascertain that the requisition amount is within budgetary parameters. Purchase orders will be made on approved purchase order forms and reviewed for correctness and completeness. Approval of the Purchase Requisition and generation of a Purchase Order will occur prior to the establishment of a firm order. Copies of the Purchase Order and all supporting documentation will be filed to allow for timely follow-up on uncompleted orders.
7. Establishment of Purchasing/Procurement Guidelines
Quality, integrity, broad-based competition, and increased economy and efficiency in the procurement process are essential. This policy also establishes a maximum threshold for procurement of equipment, materials, supplies, and services authorizing NAIHC's Executive Director to expend without prior approval of NAIHC Board of Directors. The procurement limit approved by the Board of Directors for Executive Director is set at $150,000. Purchases and contracts for services exceeding $150,000 will need prior approval of the Board of Directors.
Purchasing and contracting shall be conducted in accordance with the following procedures:
A. Non-competitive Small Procurement Orders
For procurement orders under $10,000, competition is preferred, but is not required.
Procurements over the small procurement limit that are not executed through a competitive process must include a written justification for why a competitive method has not been used. The justification must include a verification that the price is fair and reasonable and is from a responsible vendor, has the capability in all respects to perform fully the contract requirement, and has the integrity and reliability to assure good faith performance.
B. Competitive Procurement Orders
Generally, NAIHC shall select the vendor with the most competitive bid. If NAIHC management has reason to believe that the most competitive source may fail to provide the goods or services needed due to inferior quality, untimely delivery, or a similar cause, NAIHC management is authorized to select the next most competitive source as long as it’s within 15% of the most competitive source.
For orders exceeding $10,000, at least three competitive bids, proposals, or quotes shall be sought by:
Telephone inquiry or
Advertisement, or
Mailing invitations to bid suppliers known to NAIHC management, board members or TDHEs, or
a combination of the above.
Adequate records shall be kept for competitive orders and may include the following:
Name of purchaser and, if applicable, direct supervisor.
Solicitation documentation, including the names of vendors, copies of any written responses received, or an explanation for a single bid response.
Copy of certification by appropriate director/administrator indicating fund availability to satisfy contractual requirements.
C. Sole Source Procurements
Procurement without competition is authorized under limited conditions and subject to written justification documenting the conditions that preclude the use of a competitive process. If the appropriate Program Director/Program Manager determines that there is only one source that will satisfy the requirements and/or circumstances present, the Program Director/Program Manager may, with the approval of the Executive Director, negotiate and award a contract without competition to the sole source. Reasonable steps shall be taken to avoid using sole source procurement except in circumstances where it is both necessary and in the best interest of NAIHC.
D. Emergency Procurement
When an emergency condition exists (to be determined by the Executive Director) that prevents the use of formal competitive procurement methods in awarding a contract or purchasing goods deemed essential to NAIHC, emergency procurement may be negotiated on a sole source or limited competition basis as dictated by the circumstances surrounding the emergency. The emergency procurement shall be limited to the procurement of only the types of items and quantities or time periods sufficient to meet the immediate threat and shall not be used to meet long-term requirements.
Exclusions:
Any Federal, State, or private grant, contract, gift, or endowment with specific terms or requirements.
Agreements creating contractual employee relationships.
Any procurement or contract to the extent of any conflict with a governing federal law, regulation, or other requirement.
Anticipated Completion Date:
January 1, 2024