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Repair


    Policy Statement
    Procuring repairs may be accomplished by p-card, check request, or purchase request depending on the circumstances of the procurement. Repairs as referred to in this manual are defined as the repair of equipment or hardware. This definition of repairs does not include projects that could be classified as construction or public works (repair of a roof, for example). All construction and public works must be processed as a purchase request through the Procurement Office and should address asbestos and activities that include a fire hazard such as welding. The Procurement Office should be contacted for clarification if needed.
    Reason for policy
    This policy provides guidance on the proper method of procuring repair services and materials.
    Procedures

    P-Card Procedures *: 

    Allowable:  Repairs/Maintenance/Service agreements forequipment (provided no contract is required to be signed)

    Unallowable:  Construction, infrastructure repairs or renovation (NO Labor charges are allowed).  For clarification, under this policy and procedure these types of purchases are not considered repair, but are considered public works.  Public works are not allowable on p-cards.

                                    *Note – the single transaction limit applies to each p-card transaction 

    Check Request Procedures: 

    Allowable:  Repair orders, less than $10,000, which involve billable labor and which may or may not include materials may be submitted via check request.  See Section 2.1 entitled “Check Requests”

    Unallowable:   Orders for repair parts only cannot be handled by check request 

    Purchase Request Procedures:

    Repairs involving only the purchase of materials must be handled via a UGAmart requisition, if the purchase is not made via a p-card. 

    Repair orders which equal or exceed $10,000 must be requested through a UGAmart requisition to the University Procurement Office. These repairs will be competitively bid unless otherwise justified to restrict competition. Acceptable reasons for lack of competition are as follows: equipment needs to be dismantled to determine cost; nearest and best repair; original equipment manufacturer; emergency where competitive bidding would have detrimental effects.

     

    Forms/Instructions
    Additional contacts

     Annette Evans 

    Phone Number: 706-542-2361

    Policy definitions
    Repairs as referred to in this manual are defined as the repair of equipment or hardware.
    Responsibilities

    Responsible University Senior Administrator: Vice President for Finance & Administration 

    Responsible University Administrator:  Procurement Officer 

    Policy Owner:  Procurement 

    Policy Contact:  Annette Evans 

    Phone Number: 706-542-2361

     

    Record Retention

    P-card: Reconciled billing packages signed by the Cardholder and Approving Official must be retained for a period of seven (7) years (BOR 0472-03-013), and if a contract/grant is involved, the records must be retained for the life of the contract/grant plus an additional seven (7) years following the end date of the contract/grant (BOR 0472-09-006).

    Check Request:  For expenditures processed with grant funding, all documentation should be retained for the life of the grant, plus seven (7) years (BOR 0472-09-006).    For all other expenditure types, records may include but are not limited to:  check requests, invoices, justifications of purchases, payment authorizations, reports of receipt of goods or services, and related documentation and correspondence.  Retention is five (5) years (BOR 0472-03-001). 

    Purchase Request/Requisition:For records which may include but are not limited to: purchase requests; purchase orders; supplies, and services; and related documentation and correspondence.  Since this policy is limited to repair of equipment and hardware, records schedule BOR 0472-03-009 applies and retention is 7 years.

    Record Copy: Procurement

    FAQs

    Question 1?  I need repair parts only.  How can I purchase these parts?

    Answer 1.  Either via p-card or through a UGAmart requisition.  Remember you may not exceed your p-card single transaction limit if using your p-card.