Contract Services

The University of Southern Mississippi entered into a contract with the below mentioned vendors. The purpose of these contracts is to enhance the campus environment while improving student recruitment and retention by offering world-class service and facilities. As a result of these contracts, the University has seen dramatic improvement through capital investment in facilities and wealth of knowledge that each partner brings to their discipline. While the University continues to grow, Contract Services will be on the forefront in developing new business models to further enhance the overall student experience.

 

Barnes & Noble

Barnes & Noble Department Purchases

Barnes & Noble shall provide authorized charge sales for supplies to university departments and offices at a 25% discount. Departments who wish to utilize the bookstore to purchase supplies shall provide the bookstore with an authorized (budget authority) signed inter-departmental invoice on a monthly basis to charge departmental supplies or use the university procurement card. Departments shall only purchase supplies that are deemed “necessary” for an office environment. Items that are deemed “unnecessary” for an office environment are apparel, including any and all items bearing a university emblem, logo, insignia or other identifying mark, trade books, hats, room accessories, gift items, class and alumni rings, jewelry, and convenience items. An exception will only be made for those trade books and text books that are considered “educational and/or motivational materials” that will either enhance the department collectively or the academic environment for students with disabilities. The inter-departmental invoice will only remain open during the month in which it was submitted. Additionally, any contracted vendor that reimburses the University for supplies, gift cards, etc. through a departmental budget shall be exempt from this policy. Items that are deemed “unnecessary” for an office environment or give away items as listed above shall be purchased from a Foundation account. It is the responsibility of the Department to seek approval from the Foundation by contacting the Foundation (601) 266-4071 before the transaction is made.

 

Purpose:

 

Barnes & Noble shall serve as an additional provider of supplies to university departments and offices at a 25% discount. A copy of all transactions will be forwarded to Procurement and Contract Services Box #5054 to ensure compliance of university policy and procedures on a monthly basis. Barnes & Noble shall submit this report to Procurement and Contract Services by the first Friday of each month. The department is responsible to keep adequate documentation of their purchases, and have these documents available to Procurement and Contact Services or to the Office of Internal Audit as requested. Departments that misuse funds may lose their buying privileges and/or face disciplinary action. This policy is not all-inclusive, nor does it address every situation that may arise. The intent is to assist in preventing common mistakes. It is the responsibility of the respective department to check the Southern Miss Procurement and Contract Services website for updates to policies.

 

Eagle Dining

Conference cards/Student I.D. Cards Policy

Conference Cards:

Conference Cards or “Meal Cards” issued by Aramark shall be administered by Aramark in conjunction with Procurement and Contract Services. Conference Cards serve the University in hosting business meal functions and entertainment for guests, and students of the University. The signature authority on the department’s respective budget or department head shall be the only authorized requestor of a Conference Card. The requestor must read and sign the Conference Card Acceptance form before card is issued. The Conference Card Acceptance form must be completed by the requestor (signature authority) for each fund request and kept on file by Eagle Dining, Box #5063. All Conference Card charges to a budget for department use must be placed on a Conference Card and not a personal identification card. Departments that request Conference Cards must keep a transaction log clearly stating the purpose of expense, number of attendees, and amount of each expense. A copy of the receipt, with the names of all attendee’s clearly written on receipt, must accompany each transaction on log. An exception will only be made in the event that a card is issued to prospective students and/or guests of the University by a department and the department is reimbursed for Conference Card expense. Professional staff required to live on campus as a condition of employment shall have their meal plans placed on a Conference Card and benefit will not be taxable.

Purpose:

Conference Cards or “Meal Cards” serve the University in hosting business meal functions, and entertainment for guests, and students of the University. Conference Cards are tracked by Aramark. A transaction report shall be sent on a monthly basis.

Student I.D. Cards:

If the department chooses to issue a card to a student from a departmental budget, these funds must be placed on the student’s personal identification card and a Student Card Acceptance form must be completed. If a card is issued as a condition of employment to the student worker from a departmental budget string, then the benefit to the student, whether “monetary” or “non-monetary”, shall be declared to the Office of the Controller-Payroll. If a card is issued to a student as a “scholarship” or “working condition fringe” from a departmental budget string, then the benefit to the student, whether “monetary” or “non-monetary”, shall be declared to the Financial Aid Office, Box #5101. A Student worker that is required to live on campus as a condition of employment may have their benefit declared a “working condition fringe” and the benefit will not be taxable. A copy of the Student Card Acceptance form must be sent to the Office of the Controller-Payroll, Box#5143 if benefit is for student worker as noted on the Student Card Acceptance form. A copy of the Student Card Acceptance form must be sent to the Financial Aid Office, Box #5101 if benefit is considered a “scholarship” as noted on the Student Card Acceptance form. Additionally, the Student Card Acceptance form must be conveyed by indicating in the top left hand of the Personnel Action Form (PAF) that a Student Card Acceptance form has been issued and amount of benefit for a student worker. Aramark will provide a copy of the Student Card Acceptance form to the Office of the Controller-Payroll and Financial Aid Office listing each request from departments that add funds from their respective budgets to student personal identification card to ensure that all documentation has been processed correctly by each department.

Purpose:

Student I.D. Cards serve the University in many ways including recruiting and retaining students at the University by offering “Meal Plans” as either compensation and/or scholarship. Student I.D. Cards are tracked by Aramark. A transaction report shall be sent on a monthly basis.

It is the department’s responsibility to track the use of the Conference/Student I.D. Card(s). Conference/Student I.D. Card(s) are to be used as outlined by University policy (see attached). All transactions are subject to an internal audit by the Office of Internal Audit. Departments that misuse Conference/Student I.D. Card(s) may lose their buying privileges and/or face disciplinary action. This policy is not all-inclusive, nor does it address every situation that may arise. The intent is to assist in preventing common mistakes. It is the respective department’s responsibility to check the Southern Miss Procurement and Contract Services website for updates to policies.

UPDATED: 2/8/2010 9:20 AM

 

Conference Cards/Student I.D. Cards Policy (pdf)

Conference Card Acceptance Form (pdf)

Student Card Acceptance Form (pdf)

Transaction Log (xls)

University Catering Policy (pdf)

University Snack Policy (pdf)

Barnes & Noble Department Purchase Policy (pdf)

Charitable Contractual Services Agreement (pdf)