How to Do Business with The University of Southern Mississippi

NEW VENDORS

采购服务要求新供应商填写供应商ID请求和W-9。 Request for Taxpayer Identification Number and Certification. A W9 is required for all individuals (including undergraduate and graduate students) for services.  在将表格退回采购服务部门之前，将不会付款 for processing.

也请参阅下面的供应商维护程序部分的新的和现有的 Vendor EPLS verification

A permanent address must be provided for mailing a 1099 to the individual.

• New Vendor ID Request Form from Purchasing
• W-9 Form & Instructions

NEW INTERNATIONAL VENDORS

该部门负责获取设置所需的所有相关信息 up an International Vendor.  The Foreign Corporation Information Form 在提供任何服务或购买货物之前，是否应通过电子邮件发送给供应商.  然后，部门应将完成的文件转发给供应商维修部门 the Procurement office.  They will in turn forward it to the Tax Compliance office 谁会在供应商之前通知部门需要额外的国税局表格 be set up in our vendor system. 

• Foreign Corporation Information Form
• W-8BEN Form and Instructions (Certificate of Foreign Status of Beneficial Owner)
• W-8BEN-E Form and Instructions (The signed form is valid for three calendar years)
• W-8ECI Form and Instructions (The signed form is valid for three calendar years)
• W-8IMY Form and Instructions (The signed form is valid for three calendar years)
• W-8EXP Form and Instructions (The signed form is valid for three calendar years) 

购买是为了支持学术和研究项目以及支持 activities such as the Physical Plant and Residence Life. These purchases total nearly $90 million per year. The items include, but are not limited to, scientific equipment 及用品，电脑及配件，办公家具，办公用品，图书馆 书籍、化学品、清洁用品、小型维修服务、建筑材料、 construction machinery, maintenance service, vehicles and supplies. If you are interested 在供应这些产品时，请以书面通知我方并提供一些 information on your firm's background and experience.

九游会国际有两种外部供应商采购方式:大学采购 cards and official university purchase orders.

Procurement Cards

• 大学采购卡由Visa签发，并明确注明“本校”字样 of Southern Mississippi For Official Use Only.”  They also include the notation that we are a tax-exempt institution.
• Purchases of commodities and services totaling less than $5,000.00 may be made using a university procurement card.

Purchase Orders

• 不能使用采购卡进行的采购必须通过官员订购 university purchase order.
• 请不要接受其他大学院系给你的承诺 an order. A purchase order can be obtained only after proper purchasing laws and procedures have been followed.

As a public institution, we must follow state purchasing laws and regulations.  Under 根据州法律，我们必须遵守由各机构制定的规章制度 Higher Learning Board of Trustees; the Office of Purchasing, Travel and Fleet Management (OPTFM) which is under the Department of Finance and Administration; and the Department of Information Technology Services (ITS).  Laws relative to the OPTFM and the procurement 一般的程序可以在密西西比法典第7章中找到，以 Section 31-7-1.

Quote and Bid Requirements

• Purchases totaling $5,000.00 or less, exclusive of freight or shipping charges, may be made without advertising or otherwise requesting competitive bids.
• Purchases totaling between $5,000.01 and $75,000.00, exclusive of freight or shipping 收费，可从最低和最好的投标人提供至少两个竞争 written quotes have been obtained.
• Purchases totaling over $75,000.00, exclusive of freight and shipping charges, may 由最低和最好的投标者在广告后竞争性密封投标 每周一次，连续两周在本县的正规报纸上刊登 or municipality in which such agency or governing authority is located.
• 在确定最低和最佳出价时，运费和运费应包括在内. 任何机构和主管部门不得根据本招标文件中未包括的项目接受投标 the specifications.

Orders on State Contract

• 如果一个项目是由竞争性招标国家合同，我们必须从一个特定的 vendor.
• 如果一个项目是在谈判合同中包含的，我们可以从供应商那里购买该项目 not on state contract if the price is lower than state contract price.

• We have several different receiving addresses.  We have two campuses and several remote sites.  Most purchases will be delivered to our Hattiesburg campus Receiving Department, but regular deliveries are also made to our Gulf Coast operations.  The ship to address for each order will be listed on the purchase order. 
• 送到九游国际棋牌的化学药品必须送到我们的科学仓库.  此地址将在采购订单和任何特殊标签说明上注明 will be noted in the comments.
• 当运送物品到大学，请包括我们的采购订单号码 the shipping label to ensure proper on-campus delivery of the goods.

• Invoices are processed by Accounts Payable, 601.266.4131. Our billing address is listed on our purchase orders. We strive to ensure prompt processing of all vendor invoices.
• 除非有假日或天气原因，否则我们会在每周五早上寄出支票 university closure. If the university is closed on a Friday, we adjust our schedule and mail checks on Thursday.
• Vendors are not allowed to pick up their checks in Accounts Payable. If a check needs 如需手工递送，须与大学院系作出特别安排 that received your goods or services.

• Current Bid and Contract Opportunities

• 如果你的公司是新到我们大学的，我们将需要一个完整的W-9和供应商 registration form before the first purchase order can be issued.  Both forms can be found in the vendor sections below.
• On-campus solicitation is prohibited without prior approval. Vendor representatives should not make unsolicited sales calls to individual university departments.  Please contact Procurement and Contract Services to introduce yourself to our campus. 
• Please call ahead for appointments whenever possible.
• Make each visit a profitable one. Bring us a new idea, approach, or product.  Help us keep up to date.
• 请只接受采购和合同服务部的授权采购订单.
• 请不要接受其他大学院系给你的承诺 an order. A purchase order can be obtained only after proper purchasing laws and procedures have been followed.
• 请报价实际的日期，以便我们可以根据我们的计划良好的公司信息.
• 如果你正在和大学的某个院系讨论一项要求，一定要确定 Procurement and Contract Services is aware of it. We need good communication.  Procurement and Contract Services can be reached by phone at 601.266.4131 or by e-mail at procurementFREEMississippi.
• Please conduct your business openly and frankly. As a state institution, all of our business transactions are a matter of public record.
• We will expect you to honor all pricing, delivery, and service agreements.
• We value you as our supplier. If you have any questions or if we do anything that you do not understand, please call us.
• Please do not offer any gifts or gratuities to any university employee.
• We require an original invoice for all types of payment. Faxed or copies of invoices are not considered original and will not be accepted, which will delay payment.

Procedure for adding new vendors to the vendor database:

When it is determined that a new vendor will need to be added to the University’s 供应商数据库，将遵循以下程序:对于新的国内供应商:

1. Vendor must complete - Vendor Registration Form.
2. Vendor must complete - Federal Tax W-9 Form and Instructions.
3. 一旦收到文件，供应商维护专家将登录到 联邦排除方列表系统(EPLS)，输入供应商社会安全号码 个人或高级搜索与名称，州/国家，或税务识别 供应商编号，以确定个人/供应商目前是否在被排除在外 parties list. If the search brings back no results, a copy of the search results are printed and filed with the vendor records. The vendor is then added to the vendor database. If the EPLS search finds a match, the vendor information is either returned 通知提出要求的部门或供应商，告知他们大学不能 与供应商做生意，直到他们被排除在外 parties list..

 

For New International Vendors:

如果大学部门决定国际供应商 将需要添加到大学的供应商数据库，以下程序 will be followed:

 a. Requesting department is responsible for e-mailing the Foreign Corporation Information form and the W-8BEN form to the prospective vendor. Once the department has received the completed form, it should be sent to the Office of Tax Compliance for review.

 b. 税务合规办公室将通知任何额外的请求部门 IRS forms needed before the vendor can be added to the vendor database.

 c. Once all required documentation is received, The Office of Tax Compliance will 将所有必要的文件发送给供应商维修专家 the EPLS procedures described in section c. of the domestic vendor procedure prior to adding the vendor to the Vendor Database.

 

Ongoing Vendor Verification Procedures:

Monthly Vendor Validation

Once a month, updates to the excluded parties list are downloaded and compared to all of the University’s active vendors.  Any names that match are then searched in detail on the Excluded Parties List System.  If a USM vendor is found to match the EPLS, they are inactivated and no longer used.  If need arises for future use, they must first be cleared from the EPLS before being reinstated as active vendors.

The following website is commonly used to find excluded individuals/entities:

http://oig.hhs.gov/exclusions/exclusions_list.asp

如果美国要继续保持其作为全球主要经济力量的地位 marketplace, it must include all members of its society in productive enterprise. Purchasing power in the minority community will be getting much larger.

九游会国际高度鼓励其成员提供资源 他们的需求来自小型的、少数族裔拥有的、女性拥有的企业，以及退伍军人拥有的企业 businesses. To assist you in this endeavor we have provided a few tools listed below.

The Mississippi Development Authority (MDA) provides a searchable vendor database. Once there, select the ‘Search Now’ link. No login is required. Additionally, another searchable database is the Mississippi Minority Business Registry.