- Development. State agencies shall develop internal purchasing procedures for acquisitions by the state agency pursuant to 74 O.S. §85.39, “. . .which shall, at a minimum, include provisions for the state agency’s needs assessment, funding, routing, review, audits, monitoring, and evaluations”. A state agency must include the method whereby a supplier may protest a contract award by the agency pursuant to 260:115-3-19 in its internal purchasing procedures, and include provisions for procurement policies under statutorily applicable emergency events. Internal purchasing procedures are not effective until approved in accordance with this section.
- Submission to State Purchasing Director. The state agency shall submit a copy of the procedures to the State Purchasing Director. For the purposes of this section, “State Purchasing Director” does not include personnel of state agencies to whom the State Purchasing Director has delegated authority.
- State Purchasing Director review. The State Purchasing Director shall review the state agency’s procedures to ensure compliance with provisions of the Oklahoma Central Purchasing Act, provisions of the State Use Committee, and the Central Purchasing rules.
- OMES Director notice of approval or denial to state agency. Within fifteen (15) business days of submission, the OMES Director shall notify the state agency if the procedures comply or indicate revisions necessary to bring the procedures into compliance.
- State agency resubmission following disapproval. The state agency shall resubmit procedures until the OMES Director notifies the state agency the procedures comply.
- Purchasing procedure review. State agency internal purchasing procedures should be reviewed by the state agency annually with recertification of the internal purchasing procedures by submission to the State Purchasing Director every two (2) years.
- Purchasing procedure amendments. If a state agency desires to amend the state agency’s internal purchasing procedures, the state agency shall submit the new procedures in their entirety to the State Purchasing Director for review pursuant to the provisions of these rules.
- State agency Purchase Card (P/Card) procedures. A state agency shall amend its internal purchasing procedures to include the agency’s Purchase Card (P/Card) procedures within six (6) months of completing the P/Card Program implementation process through OMES. The P/Card procedures shall include provisions for procurement policies under statutorily applicable emergency events and the state agency’s approved food policy. The P/Card procedures must specify the process established by the agency to ensure a P/Card held by a terminated or separated employee or an employee who no longer has a job function requiring a P/Card, is promptly surrendered to the State Agency P/Card Administrator.
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74 O.S. § 85.5b. State Purchase Card
The State Purchasing Director may authorize the Oklahoma Film and Music Office Division of the Oklahoma Tourism and Recreation Department to utilize a state purchase card for acquisitions for programs, functions, or services essential to the mission of the agency with transaction limits not to exceed Fifteen Thousand Dollars ($15,000.00). The purchase cardholders are required to sign a purchase card agreement prior to becoming a cardholder and to attend purchase card training. The Oklahoma Tourism and Recreation Department will conduct quarterly internal auditing on all purchase transactions associated with the Oklahoma Film and Music Office.
260:115-5-7. State agency purchasing procedures
260:115-7-46. State Travel
The State Travel Office is within the Central Purchasing Division and awards contracts for travel and travel services. State agencies shall make travel arrangements through the statewide travel supplier for commercial air travel for state employees in the course of official duties or for persons traveling at state expense.
- State agency travel coordinator. The State Purchasing Director encourages state agencies to appoint one or more travel coordinators. The coordinators shall book air travel for the state agency except in case of an emergency. If the state agency appoints a travel coordinator, the state agency shall notify the Travel Office and provide the coordinator’s name, mailing address, telephone number, and facsimile number.
- Airline ticket purchases exceptions. The state agency shall determine when an exception to airline ticket purchase shall apply. The state agency shall retain documents the state agency used in exception determination as required by internal purchasing procedures established pursuant to 260:115-5-7. Exception documentation shall be made available per the State Travel Policy.
- If the state agency can acquire air travel at less cost than the contract travel agency, the state agency may use this exception.
- If air travel originates outside the state and it is impractical for the state agency, the state agency may use this exception.
- If air travel is due to an emergency and time does not permit use of the contract travel agency, the state agency may use this exception.
- If air travel is part of a package arrangement by an organization that schedules a meeting or conference, the state agency may use this exception.
- State agency credit card for airline travel. A state agency that acquires a purchase card to book and pay for official airline travel shall complete mandatory training as required by the Office of Management and Enterprise Services and comply with all State Purchase Card procedures issued by OMES.
260:115-11-1. State Purchase Card Program
- Use of State Purchase Cards. Use of State Purchase Cards (P/Cards) authorized by the State Purchasing Director [Reference 74 O.S., §85.5] shall be subject to the policies and procedures of the State Purchase Card Program established by the State Purchasing Director to ensure compliance with the statewide contract for this service.
- Condition of participation. A condition of participation in the State Purchase Card Program shall be compliance with the terms of the State Purchase Card Procedures established by the State Purchasing Director. Failure to comply with all conditions of participation may result in a state entity’s removal from the purchase card program by the State Purchasing Director.
260:115-11-3. State Purchase Card Employee Agreement
State entity P/Card Program participants must sign the State of Oklahoma Purchase Card Employee Agreement form prior to assuming their duties and being issued State Purchase Cards.
- State entity P/Card Program participants. State entity P/Card participants must successfully complete the training prescribed by the State Purchasing Director prior to assuming their duties and prior to being issued P/Cards.
- State entity responsibility. It is the responsibility of the State Entity P/Card Administrator to ensure employees maintain the continuing program training in accordance with OMES requirements.
- Use of any State Purchase Card authorized by the State Purchasing Director is limited to the person whose name is embossed on the card. The card shall not be loaned to another person.
- The cardholder shall ensure the State Purchase Card is kept in a secure manner and the State Purchase Card account number on the card is not posted or left in a conspicuous place.
- The state entity is responsible for maintaining adequate security of State Purchase Card account numbers and related information.
A receipt shall be obtained for all purchases regardless of the order method. The receipt shall give an itemized and detailed description of the purchase and must include at a minimum:
- name and location of supplier;
- date of purchase;
- description of product purchased;
- unit price and quantity purchased; and,
- transaction total.