MATERIALS MANAGEMENT DIVISION 112 ADMINISTRATION BUILDING 50 SHERBURNE AVENUE

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REINFORCEMENT 713 SECTION 713 REINFORCEMENT 1 SCOPE 1 MATERIALS
BHARAT PETROLEUM CORPORATION LTD MATERIALS DEPARTMENT SOUTHERN REGIONAL

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MATERIALS MANAGEMENT DIVISION 112 ADMINISTRATION BUILDING 50 SHERBURNE AVENUE

Materials Management Division

112 Administration Building

50 Sherburne Avenue

St. Paul, MN 55155

Voice: 651.296.2600

Fax: 651.297.3996


ACQUISITIONS PURCHASING VIOLATION FORM


To be used for Violations of Minnesota Statutes § 16A.15 Chapters 16B and 16C and all other Purchasing Laws, Rules, Policies and Procedures.


Date

Person Responsible

     

     

Department Name

Division Name

     

     

Purchase Order Number

Vendor Name

     

     

Total Order Amount

Order Date

$     

     



1. OBLIGATION INCURRED PRIOR TO ENCUMBRANCE (Minn. Stat. § 16A.15, subd. 3)*


Total PO/Contract Amount $ Obligation Date (when work started)


Reason why obligation was incurred before contract was encumbered:


What corrective action will be taken to prevent the problem from happening in the future?



2. OBLIGATION INCURRED PRIOR TO PO/CONTRACT EXECUTION (Minn. Stat. § 16C.05, subd. 2)**


Work on this contract started as of .


Reason why PO/contract was not fully executed prior to begin date:

What corrective action will be taken to prevent the problem from happening in the future?



3. OTHER APPLICABLE PURCHASING LAWS, RULES, POLICIES AND PROCEDURES (Minn. Stat. § 16B; Minn. Rules Chapter 1230; and the ALP Manual including, but not limited to, Appendix N, Policy 14, Instructions for Reporting Purchasing Violations, Vendor Protest, and Mis-awards.)


Describe the purchasing violation:

Explain why the order was placed without following the proper procedure:

Describe the corrective action that will be taken to prevent the problem from recurring:



REQUIRED SIGNATURES:



Person Responsible ____________________________________________________________ Date _______________



Person’s Supervisor ____________________________________________________________ Date _______________



Agency Head or Agency Head Delegate ____________________________________________ Date _______________



Agency Accounting Director or Delegate ____________________________________________ Date _______________




PROCESS:

Completed and fully executed Original is filed in the purchasing file.

Attach an electronic copy to the purchase order in the SWIFT system under Header Comments Attachments.

Send MMD Assistant Director/Acquisitions Manager a copy of the completed and fully executed Purchasing Violation Form.





*Minnesota Statutes Section 16A.15, subdivision 3 (emphasis added)


(a) A payment may not be made without prior obligation. An obligation may not be incurred against any fund, allotment, or appropriation unless the commissioner [of finance] has certified a sufficient unencumbered balance or the accounting system shows sufficient allotment or encumbrance balance in the fund, allotment, or appropriation to meet it. … An expenditure or obligation authorized or incurred in violation of this chapter is invalid and ineligible for payment until made valid. A payment made in violation of this chapter is illegal. An employee authorizing or making the payment, or taking part in it, and a person receiving any part of the payment, are jointly and severally liable to the state for the amount paid or received. If an employee knowingly incurs an obligation or authorizes or makes an expenditure in violation of this chapter or takes part in the violation, the violation is just cause for the employee's removal by the appointing authority or by the governor if an appointing authority other than the governor fails to do so. … A claim presented against an appropriation without prior allotment or encumbrance may be made valid on investigation, review, and approval by the agency head in accordance with the commissioner's policy, if the services, materials, or supplies to be paid for were actually furnished in good faith without collusion and without intent to defraud. …


**Minnesota Statutes Section 16C.05, subdivision 2 (emphasis added)


Creation and validity of contracts


(a) A contract is not valid and the State is not bound by it and no agency, without the prior written approval of the commissioner granted pursuant to subdivision 2a, may authorize work to begin on it unless:

(1) it has first been executed by the head of the agency or a delegate who is a party to the contract;

(2) it has been approved by the commissioner [of administration or delegate]; and

(3) the accounting system shows an encumbrance for the amount of the contract liability, except as allowed by policy approved by the commissioner and commissioner of management and budget for routine, low-dollar procurements.

(b) The combined contract and amendments must not exceed five years without specific written approval by the commissioner according to established policy, procedures, and standards, or unless otherwise provided for by law. The term of the original contract must not exceed two years unless the commissioner determines that a longer duration is in the best interest of the State.



ACQ ALP Purchasing Violation Form (8/21/2013) Page 3 of 3


1 SUPPLEMENTARY MATERIALS SUPPLEMENTARY TABLE 1 DESCRIPTION OF DES
11225NH(011)CLB20P20213A TECHNICAL DATA PRINTED CIRCUIT MATERIALS ASAHI KASEI EMD
12 SUPPLEMENTARY MATERIALS THIS FILE CONTAINS THREE SUPPLEMENTARY TABLES


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