Special Situations
There are several ordering/purchasing situations that require you to follow special procedures.
Printing - Personalized Stationery
Letterhead & Envelopes
Please order your department stationery directly from the TRU Printshop.
Official TRU correspondence should be printed on generic colour TRU letterhead available through Stores. Generic colour envelopes are also available through Stores. Each school or Division can order their own letterhead with their department information imprinted in black ink. Department envelopes are also available in black ink only.
Graphic Standards
The identity of Thompson Rivers University, and the use our our names, marks and acronyms are protected by registration under section IX of the Canadian Copyright Act. They may not be used without our permission and may not be applied to commercial articles for resale without our approval. The administration of the graphic standard is done through the TRU Public Relations Department. A proof of all products or merchandise that includes our graphic identity, names, marks and acronyms must be faxed to the Public Relations Department at (250) 828-5159 for approval. If a faxed proof is not viable, please contact the PR department at (250) 828-5006 for arrangements.
Capital Codes
Requests for items that are to be purchased as capital expenses from a capital code account, must be sent to the Vice President of Finance for authorization. The Vice President of Finance office will validate the request and forward it to Purchasing as quickly as possible.
Computer Hardware & Software
The Purchasing Department relies on the expertise of Information Technology Services when it comes to ordering computer hardware and software. The people in Information Technology Services make recommendations to our department regarding makes, models and specifications of computers and computer hardware. They also evaluate software programs on an on-going basis.
All Web Requisitions for computers, computer hardware and software must be sent to Information Technology Services for their input. Information Technology Services then forwards the Web Requisition to us so we can process the items.
Software received by Central Stores is sent to Information Technology Services where it is logged in and then distributed to the requisitioner.
Desk Copies, Instructor's Editions & Teacher's Manuals
With a few exceptions, textbooks are ordered through the Bookstore. However, the ordering of desk copies, instructor editions and teacher manuals is the responsibility of individual instructors.
When placing your order with a publisher, please clearly indicate your name and department. This will help Stores and Mail service deliver your books upon their arrival.
Petty Cash Purchases
Birthday cakes, congratulatory or sympathy flowers and other one time purchases costing under $100.00 do not usually require a Web Requisition. These situations are best handled by paying cash for the items and then seeking personal reimbursement through the Petty Cash system.
Subscriptions & Memberships
Subscriptions and memberships are always ordered on a Web Requisition. Subscriptions and memberships are a bit unique in that they are usually prepaid in reaction to a mailed reminder for renewal and before the arrival of an invoice. It is often impossible, therefore, to include an invoice with your cheque request.
Vehicle Lease & Rental Procedures
Lease
Any Vehicle that is being leased is insured through TRU fleet Insurance with BCAA and the procedure is to:
- Hold a vehicle for lease (see item Rental)
- Pickup registration and lease documents from the vendor
- The registration goes to Facilities to obtain the plates and Insurance
- The lease agreement goes to purchasing to be attached to the Purchase Order
- Plates and registration paper delivered to the vendor and Vehicle released
All leased vehicles are insured under TRU fleet coverage plan
Rental
Send a Web Requisition to Purchasing noting the following:
-
- Type of vehicle required
- Length of time required
- Pickup and delivery time
- Designated driver and person picking up the vehicle
- Destination and estimated mileage if known
- A Purchase order will be setup and a vehicle reserved for the date required in the drivers name as indicated on the purchase requisition.
- Insurance is covered under the University, College and Institute Protection Program and extra coverage is not necessary. TRU policy is not to purchase liability damage waiver (LDW) insurance when renting a vehicle for traveling within BC. It is more economical for TRU to pay the deductible in the event of a mishap than purchase LDW on each rental vehicle. However, for out of province travel, it is appropriate to purchase LDW.
NOTE:
Do Not Purchase LDW for rental vehicles for in-province travel.
Do Purchase LDW for rental vehicles for out- of province travel.
Budget Rental Car Rates 2009
| Economy/Compact Car |
$31.27 per day |
| Intermediate Car |
$33.27 per day |
| Full Size Car |
$35.27 per day |
| Mini Van |
$79.27 per day |
| Sport Utility |
$86.27 per day |
| 15 Passenger Bus |
$129.27 per day |
Charter Bus Rentals for TRU Staff and Students
Every year Purchasing Services goes out to the Bus Charter Service vendors who are on the TRU pre-approved list,
to renew the contract requirements for both the vehicles we will be using and the company drivers. These renewals
are done to ensure the safety of all our staff & students.
Only those Bus companies that have submitted and updated their records will be used by Thompson Rivers University.
Items we include in the renewal process are:
- Driver and vehicle insurances
- Valid School bus permits, issued by province of BC
- Valid carriers certificate issued by the province of BC
- Valid drivers licenses of all drivers complete with copies of record searches
- Assurance that the bus company is responsible for getting our students to their destinations in the event of a breakdown
Each Department requiring the services of bus transportation MUST submit a Web Requisition to Purchasing Services to make the arrangements with a vendor meeting all of the above requirements.
This will ensure that there are no legal issues or liability to Thompson Rivers University or the person
making the arrangements.
The following information should be on the Web requisition:
- Destination
- Dates for departure and return
- Number of passengers * this will determine bus size
- Where the pickup and drop off sites are to be
- Purpose of the trip, expectations of the driver and/or any extra duties required
- Authorized signature and code
Please call Purchasing at 828-5386 (Sherry Hickman) if you have any questions.