1. Are these goods IT and/or technology related such as software and/or hardware?
   1. No. Proceed to next step.
   2. Software must have a data security review. IT must quote out all hardware and peripherals. Obtain before proceeding.
2. Is the supplier an SSU employee or relative of an SSU employee?
   1. No. Proceed to next step.
   2. Yes. Contact SSU Legal Affairs to confirm eligibility before proceeding.
3. Are the goods on a State Contract (mandatory, statutory, or convenience) or an SSU contract?
   1. Yes. Proceed to next step.
   2. No. Ensure quote requirements have been met before proceeding.
4. Enter the requisition in ePro.
   1. Quote and Data Security Review (if applicable) must be attached to the requisition.
5. Once fully approved, Procurement will issue a PO directly to the supplier.
   1. If vendor contact information has not been provided, Procurement will ask you to supply the PO to your contact.
   2. A supplier should not provide any goods until they have received a PO.

1. Route the contract and checklist through the Contract Review Process.
2. Are these goods IT and/or technology related such as software and/or hardware?
   1. No. Proceed to next step.
   2. Software must have a data security review. IT must quote out all hardware and peripherals. Obtain before proceeding.
3. Is the supplier an SSU employee or relative of an SSU employee?
   1. No. Proceed to next step.
   2. Yes. Contact SSU Legal Affairs to confirm eligibility before proceeding.
4. Are the goods on a State Contract (mandatory, statutory, or convenience) or an SSU contract?
   1. Yes. Proceed to next step.
   2. No. Ensure quote requirements have been met before proceeding.
5. Obtain eVerify Affidavit from Supplier for services $2,500+
6. Enter the requisition in ePro.
   1. Fully signed Contract, eVerify (if applicable), and Data Security Review (if applicable) must be attached to the requisition.
7. Once fully approved, Procurement will issue a PO directly to the supplier.
   1. If vendor contact information has not been provided, Procurement will ask you to supply the PO to your contact.
   2. A supplier should not perform any services until a PO is issued.

Flyer for Charter Bus Services

PROCESS – Recommend initiating at least 4-6 weeks before the planned trip.

 Savannah State Transportation (primary)

• Complete the Savannah State University Transportation Request linked HERE.
• If transportation is available through SSU, you will receive a completed transportation request with the estimated expense. No additional action is required for Procurement for internal transportation.

Coastal Motor Coach or Kelly Tours (secondary)

• See flyer for full details

Flyer for Printing Services

This contract encompasses printing services, including but not limited to business cards, letterhead, envelopes, notecards, postcards, posters, yard signs, programs, etc.

See flyer for full details

Flyer for Promotional Products

This contract covers all promotional products, including but not limited to apparel, bags, drinkware, giveaways, awards, and similar items. Pricing is provided as a discount off the published national print or digital catalog prices.

See flyer for full details

The requisition requester can view the purchase lifecycle through Manage Requisitions. Enter search criteria, choose “view cycle” from the drop-down and press Go.

From this cycle, requesters can see the PO number, receipt information, as well as the payment status.

There are several easily corrected errors that may place your requisition in a hold state. Prior to submission, check your requisitions to ensure these are correct:

• Is a quote included?
• Do the lines on the requisition match the quote?
• Is a supplier selected?
• Do the accounting details match the department’s budget?
• Is the contract attached (for services)?
• Has IT completed a data security review (for software)?

NIGP codes, or category codes, are 5-digit identifiers for purchased commodities. To find a code, visit State Purchasing, scroll to Additional State Purchasing Resources, and click on the National Institute for Governmental Purchasing link. Use the NIGP Key Word Search for accurate code selection.

 Commonly Used NIGP Codes

Visit State Purchasing and navigate to Additional State Purchasing Resources. You can search statewide contracts in two ways:

a. Access the Statewide Contracts List and Assigned Contract Management Specialist for a spreadsheet of contracts and details.

b. For a detailed search, go to Team Georgia Marketplace. Log in with username and password as tgmguest. Hover over the prize ribbon, select “search contracts,” and search by product type or supplier name.

If there is not a statewide contract in place, you’ll need to request quotes from suppliers. If feasible, the below thresholds apply:

• Up to $10,000 – one quote
• $10,000 – $24,999 – three quotes
• $25,000+ – contact Procurement

The bid limit is $25,000. Purchases of goods and services totaling $25,000 or more require that the University undergo a bidding process unless the good or service is on a statewide contract or designated as exempt.

A list of exempt goods and services is available at State Purchasing. Scroll to Additional State Purchasing Resources, then click the link for the National Institute for Governmental Purchasing, and select the NIGP Exempt List under Related Documents.

P-Cards are currently restricted to these categories:

• Student travel
• Employee flights
• Employee registration
• Urgent needs approved by VP of Business and Finance

Prior authorization is requested through the P-Card Requisition.

O.C.G.A. 13-10-91 (b) (1) mandates that service contracts over $2,499.99 with state agencies require a signed, notarized affidavit on standard forms confirming compliance with the federal E-Verify program, or a specific exemption must be indicated. Independent contractors are exempt from the E-Verify requirement but instead must provide a copy of their driver’s license or state ID along with an Independent Contractor Affidavit.

E-Verify is a free system provided by DHS and USCIS for employers to verify employee work eligibility (http://www.uscis.gov).

Forms

• eVerify Affidavit
• Independent Contractor Affidavit

Charter Bus Contract flyer– Full process and contact information is included in the flyer

PROCESS – Recommend initiating at least 4-6 weeks before the planned trip.

 Savannah State Transportation (primary)

• Complete the Savannah State University Transportation Request linked HERE.
• If transportation is available through SSU, you will receive a completed transportation request with the estimated expense. No additional action is required for Procurement for internal transportation.

Coastal Motor Coach or Kelly Tours (secondary)

• See flyer for full details

Both the Service Contract Routing Form and generic Service Contract are linked below.

Service Contract Routing Form

Service Contract