Contract 16A violation

Description

Southwest Minnesota State University M.S. 16A.15 Subd. 3 Form Date: ________________________________________ To: ________________________________________ From: Purchasing in Business Services Subject: 16A purchasing violation may have occurred It appears the obligation below was incurred prior to the encumbrance of funds being fully processed. Please be aware that this violates Minnesota Statutes 16A.15, Subd. 3 that states it is illegal for Southwest Minnesota State University or its employees to place an order for goods or services until enough money has been encumbered with a purchase order sufficient to cover the estimated cost of the order. Encumbrance of funds is accomplished by the preparation, approval and processing of a purchase order prior to ordering or purchasing. If any person places an order in violation of the law, the person responsible for the violation must explain why and what will be done to prevent violations from occurring in the future. Your invoice will not be processed nor paid until this completed and signed form is returned and approved. In the future, please follow proper purchasing procedures. Repeated violations of this law could result in revoked purchasing privileges. Please complete all information below including an explanation and corrective action. Sign, date and email back to Brian.Gelster@smsu.edu This form will be attached to PO in Marketplace. Thank you. Below is the information that we have regarding the violation from Purchasing in Business Services: PURCHASE ORDER #: ____________________ VENDOR / CONTRACTOR NAME: _______________________________________________________________________________ AMOUNT: $____________________ OBLIGATION DATE: (when item was purchased) _______________________ Employee – Please complete below section Reason why the obligation was incurred before the funds were encumbered: _________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________ What corrective action will be taken to prevent violation of M.S. 16A.15, subd.