FOA Processing Sample Clauses
FOA Processing. This process is initiated directly by the Facilities Department. Departments and campus personnel indirectly via the Work Order process. Table AP 6341B-2, Facility Order Agreement Processing Summary, below, shows an FOA’s basic processing requirements. Procedural details follow this table. STEP RESPONSIBLE PARTY ACTION NOTES
1. Manager, FM&O 1 FM&O staff create Requisition Manager, FM&O approves Requisition Sufficient funds must be available in the appropriate account for approval to occur.
2. Manager, FM&O Manager, FM&O initiates FOA. Formal proposal is not required as part of the process. Record of quote process kept.
3. Manager, FM&O Contractor formally agrees to FOA terms, conditions, and price. Written signature on FOA and supplemental documents required. Fax transmission allowed.
4. Chief Business Officer Formally agrees to FOA. Original signature required. Pre-designated alternate acceptable during absence
5. Purchasing Agent DataTel purchasing system creates Facilities Order Agreement Number and verifies accuracy of document.. Document number is added to FOA form: this number is used to track the document. Copies of completed FOA sent to Facilities Department and contractor. Original FOA retained in Procurement.
6. Chief Business Officer Recommends FOA Board Report ratification list. Lists only fully completed FOA documents.
7. Contractor Work described in FOA is done. FMO “inspects” work and any needed corrections are made.
8. Manager, FM&O Officially accepts work through standard industry/contractor “sign-off” process. Contractor paperwork retained in FMO until invoice received.
9. Contractor Invoices District. Invoicing instructions are on FOA.
10. Manager, FM&O Initiates payment processing. Approves payment directly on invoice. Provides invoice and “sign-off” document to Accounts Payable.
11. Board of Trustees Ratifies the agreement(s). Steps 7, 8, 9, 10 and/or 11 may be handled simultaneously with Step 6.
12. Accounts Payable Authorizes payment processing with ▇▇▇▇▇. Reviews transaction completeness. Notifies FMO of any deficiencies.
13. ▇▇▇▇▇ Reviews transactions, prepares checks, and returns all to Accounts Payable. Process generally takes three business days. May take substantially longer if transaction appears inappropriate.
14. Accounts Payable Mails check to contractor. Files documents. 1 FM&O = Facilities, Maintenance, and Operations 2 FOA = Facilities Order Agreement 3 ▇▇▇▇▇ = Los Angeles County Offi...