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APO/SDSS/NMSU Purchasing, Travel, Receiving, and Shipping Procedures

APO purchase and travel procedures are used to obtain goods and services. Purchases may be made using purchase orders, petty cash, or procurement card. If you have questions on processing these procedures, please contact Beth Mitchell, Program Manager, 575-437-6822. (Revised 11/17/14)

BE AWARE: NMSU no longer accepts handwritten forms; you must follow their directions for each form you need.

APO purchases goods using NMSU's Business Manual. APO purchases, receives, and pays for goods and services using Wells Fargo Procurement credit cards issued through NMSU and an NMSU electronic system called Banner for issuing purchase orders. NMSU will not reimburse an expense which does not follow procedures as specified in their business manual. APO's procedures are established to satisfy NMSU/Banner requirements, as well as those for the Astrophysical Research Consortium and the NSF.

Vendors

REMINDER: when placing a purchase order or credit card order, identify yourself to the vendor as New Mexico State University, goods are shipping to Apache Point Observatory.

For purchase orders, contact the Program Manager or SDSS Buyer to determine if the vendor is on NMSU's electronic system. NMSU has over 3,000 vendors on their system, so there is a good chance that your vendor is recognized by NMSU. Be sure to ask your vendor if they already have an account for NMSU or APO.

If you would like to add a vendor, contact the Program Manager or the SDSS Buyer.
Purchase Requests

For all methods of purchasing goods and services, i.e. petty cash, procurement card, or purchase order, an e-mail showing approval by the Site Operations Manager or Program Manager is required.

ALL Purchase requests must be submitted within three (3) days of purchase.

ANY purchase that is $1K or more for one item must be approved by the Site Operations Manager PRIOR TO PURCHASE; submit your email requests directly to the Site Operations Manager.

The Site Operations Manager will process and forward to Astronomy for capital equipment screening, and then forward the completed approval to the cardholder to make the purchase. Even if you think the purchase is a repair item, it must have prior approval by the Site Operations Manager (written, not verbal). Write in the email subject line "OVER $1,000"

Once the requestor receives email approval, you can proceed with placing the order by credit card. If a Purchase Order is required, contact the Program Manager or SDSS Buyer.

This procedure does not include any services, items or receipts less than $1K , or cryogenics.

Any purchase over $200 requires prior e-mail approval from the Site Operations Manager, except propane and cryogenics.

Purchases under $200, as well as propane, cryogenics and utilities, requires email approval from Program Manager and may be made without prior e-mail approval.

The following information must be included in your email:

Purpose for purchase - a brief informative explanation for the purchase which should include action words like wash, clean, repair, maintain, etc., along with the following project-specific budget identifier:

3.5m - for goods/services related to the 3.5m telescope and its operation

ARCTIC - for goods/services related to ARCTIC instrument

ARCSAT - for goods/services related to 0.5m telescope

SDSS - for goods/services related to the 2.5m telescope and its operation

SPLIT - if you are purchasing for shared site-wide use, then you will use this identifier. If goods/services will be used more than 50% by a project, then the specific identifier must be used, too

eBOSS - for goods/services related to the eBOSS survey only

APOGEE - for goods/services related to the APOGEE survey only

MANGA - for goods/services related to the MANGA survey only

Please try and consolidate/organize your request(s) so that only one identifier is used per request. You may combine/split purchases for one vendor but you must indicate which item(s) relate to which identifier.

Vendor name, phone number

Item/stock number, description of item, quantity, price per unit, total for order

Estimated shipping costs must be included

Date for delivery (ASAP means nothing)

If you use the invoice for your approval, then the above can be elimininated and add invoice to your approval.

If the order is for labor/work on site, you will need to place the order and arrange for the onsite work. Please coordinate onsite activities with the Site Operations Manager.

NM Gross Receipts Tax

Tax is paid on all labor provided by the vendor. Tax can be charged and paid through NMSU.

NMSU does not pay tax on any goods purchased through their system, to include petty cash, procurement cards, or purchase orders. When making your purchase, please advise the vendor that you are associated with NMSU and that tax is not applied. If the vendor has a non-taxable certificate for any other NMSU department, the certificate is good for all departments -- in Alamogordo or Las Cruces.

If you require a non-taxable tax certificate issued to a vendor, contact Program Manager with vendor name, phone number and point of contact.
Petty Cash

Using APO/NMSU cashbox: you receive cash only with a signed receipt and petty cash form submitted to the Program Manager up to $100. Tax (except on labor) is not reimbursed to APO; APO will cover the tax for APO personnel. Purchases over $50 require prior approval from the Program Manager. Meals or travel expenses cannot be reimbursed through petty cash.

Procurement Cards

Upon request, and the Site Operations Manager's approval, NMSU issues Wells Fargo VISA procurement cards to NMSU/APO employees. If you would like to make a credit card purchase but do not have one, you are welcome to send your request to the APO Program Manager.

All procurement card purchases are subject to the above described purchase request approval process.

Purchase requests must be submitted within 3-days of purchase.

Any purchase that is $1K or more for one item must be approved by the Site Operations Manager PRIOR TO PURCHASE; submit email requests directly to the Site Operations Manager.

The Site Operations Manager will process and forward to Astronomy for capital equipment screening. and will then forward the completed approval to the cardholder to make the purchase. Even if you think the purchase is a repair item, it must have prior approval by the Site Operations Manager (written, not verbal). Put in the email subject line "OVER $1,000"

Once the requester receives email approval, you can proceed with placing the order by credit card. If a Purchase Order is required, The Program Manager or SDSS Buyer can process the order.

This procedure does not include any services, any items which combined on one receipt are greater than $1K, or cryogenics.

Purchases cannot exceed $3,000 for any one invoice, and $10,000 for any one billing cycle (19th of every month). With the cardholder's prior approval, purchases can be made by other individuals.

Use vendors that have established NMSU accounts so that an NMSU non-taxable transaction certificate is already on file and no tax is applied. Travel and meal expenses cannot be applied to this card. For complete information, read NMSU Procurement Card.

Purchases: $0 - $2499

Please use this procedure if a vendor requires a hard copy of a purchase order, or your order exceeds petty cash/procurement card limits, or you are purchasing capital equipment. (see below)

Send an e-mail purchase request for approval, the request is processed through NMSU, the order is placed, and you will receive an e-mail confirmation and eventually a copy of the purchase order.

Purchases: Capital Equipment $1,000 - $20,000

Capital equipment is defined as equipment that can stand-alone and operate. If it is a part of a larger piece of equipment, or a replacement part in a piece of assembled equipment, then it is not capital equipment.

Purchases of capital equipment $1000 and greater requires a purchase order; procurement cards cannot be used. Please submit a purchase request through the Site Operations Manager. A purchase order will be faxed to the vendor.

Purchases: $3,000 and over

All goods/services $3,000 or larger requires a purchase order.

NMSU requests a "good-faith" effort in shopping for your goods. Please provide email explaining your process at obtaining verbal quotes for your goods/services; if you were unable to obtain, then say so.

$3,001 - $20,000 - requires one written quote

$20,001 - $60,000 - requires three written quotes

$60,001 and greater - requires a formal bid (RFP)

Quotations: addressed to APO containing commodity, price, delivery date and on vendor letterhead or vendor email address.

If you know the commodity and have not chosen a vendor, supply a purchase request with detailed information on your goods/services, and NMSU will process.

Sole Source Justification: an NMSU form used when a specific vendor is required to acquire the commodity.

To specify a particular vendor for orders greater than $3,000, complete a Sole Source Justification: proposed vendor, product, description and estimated price, plus Statement Part 1 (A & B) and Part II (A only). Be sure to sign and date. Attach a quote from the vendor (on vendor's letterhead), and forward to Site Operations Manager or designee. Fax or e-mail quotes are acceptable.

Travel For more details, see NMSU Travel

ARC's policy is to reimburse APO/SDSS staff all their actual expenses for domestic or international travel. A travel request is required to be processed with the following basic information:

Requests are submitted for approval to the Site Operations Manager or designee prior to travel.

Official travel begins and ends from your point of origin- please calculate mileage and expenses from this location.

When traveling using actual expenses, ALL receipts must be saved to be reimbursed. If traveling under Per Diem, no receipts need to be saved. An itinerary or meeting agenda is also proof that you actually went.

Many international and domestic cities have NMSU-approved meal rates; using this rate does not require receipts. see Meal tables

Foreign travel requires pre-approval by ARC Business Manager. Domestic travel is identified as within the boundaries of the United States.

Mileage rates for personal vehicles are listed and updated by NMSU Travel. Please use observatory vehicles when possible.

Employees can be reimbursed for airfare and registration prior to the trip. See NMSU Travel for further information. Your airfare can also be purchased on a PCard after you have obtained a travel request approval. Please contact Beth (bmitchell/apo.nmsu.edu) or Deanna (dnaugle/apo.nmsu.edu) for more information.

Reimbursement Vouchers

This NMSU form is used to reimburse travel expenses or other pre-approved expenses incurred by APO/NMSU staff only.

Complete form by hand and compute all your expenses. Attach signed receipts and turn in to Program Manager. NMSU is no longer accepting handwritten copies and these must be typed.

You will receive the typed copy for your signature; when signed, place in Site Operations Manager's mailbox for signature approval. Make copies of your voucher and receipts; be sure your name is printed clearly on each signed receipt.

Foreign travel requires proof of currency exchange rate for dates of travel and prior approval by ARC Business Manger.
Direct Pay Requests - non-APO personnel

Direct pay requests are issued to cover fees and services for non-APO personnel, visitors, consultants, or technicians. These are to be handled solely through the Site Operations Manager. Please send an e-mail request with the same information as a purchase request. Please see Program Manager for details and execution.

Receiving and Shipping

You can log shipments received at APO in the logbook located in the Service area/Ops building (drawer under counter). If you sign for it, you must notify the recipient.

Hazardous Materials: upon receipt, notify APO Safety Officer, who will verify that the MSDS, proper storage, and handling equipment is available on site before releasing the materials to the buyer. It is recommended that the MSDS be available prior to delivery to confirm handling equipment is available.

UPS arrives around 11:30am; FedEx Ground and Air Express arrive after lunch. If your vendor uses DHL, Airborne Express or other carrier, advise them that they do not deliver to Sunspot, NM.

Use these steps when receiving your items:

Prior to shipping your items:

Shipping costs exceeding $200 requires prior approval from the Site Operations Manager.

Shipping costs under $200 may be made with an after-the-fact approval processed through the Program Manager.

FEDEX AIR: FOR SAME DAY SHIPPING, HAVE YOUR PACKAGE ON THE COUNTER IN THE SERVICE AREA NO LATER THAN 8:30AM SAME MORNING, READY FOR SHIPMENT; YOU MUST CONTACT SDSS BUYER TO ARRANGE PICKUP.

UPS: PICK-UPS ARE TUESDAY AND THURSDAYS ONLY