Tujuan

1. Tujuan pekeliling ini bertujuan memohon semua Pusat Tanggungjawab (PTJ) Universiti Putra Malaysia (UPM) menyediakan Perancangan Perolehan Tahunan (PPT) yang menggunakan Peruntukan Belanja Mengurus dan Pembangunan untuk tahun 2020 bagi perolehan Sebut Harga dan Tender sahaja.

Latar Belakang

2. Selaras dengan Pekeliling Perbendaharaan (PP) iaitu PP/PK1.1 - Punca Kuasa, Prinsip dan Dasar Perolehan Kerajaan – Agensi adalah bertanggungjawab untuk menyediakan Perancangan Perolehan Tahunan (PPT) selaras dengan prinsip amalan tadbir urus yang baik dan dapat membantu Agensi melaksanakan perolehan dengan terancang dan teratur.

Objektif Penyediaan Perancangan Perolehan Tahunan (PPT)

3. Objektif penyediaan PPT adalah untuk:

          3.1      Meningkatkan ketelusan dalam perolehan Kerajaan;

3.2      Memastikan perolehan Kerajaan dirancang dengan teliti dan sistematik;

3.3      Mekanisme untuk memantau perolehan yang dilaksanakan bagi mengelakkan kelewatan, penyelewengan, salah guna kuasa dan perolehan di luar aturan;

3.4      Memastikan perolehan adalah mengikut perancangan dan teratur selaras dengan prinsip-prinsip perolehan Kerajaan;

3.5      Memastikan prinsip perbelanjaan berhemah dapat dicapai dan mengelakkan amalan berbelanja pada saat-saat akhir dan

3.6      Mengoptimumkan prestasi perbelanjaan tahunan UPM.

4. Ketua PTJ adalah bertanggungjawab untuk menyediakan PPT bagi peruntukan Belanja Mengurus dan Pembangunan bagi PTJ masing-masing untuk tahun 2020 selaras dengan amalan prinsip tadbir urus yang baik.

Perancangan Perolehan Tahunan Universiti

5. Semua PTJ dimohon merancang perolehan tahunan bagi perolehan yang akan dilaksanakan pada tahun berikutnya. PPT yang disediakan adalah untuk membantu UPM melaksanakan perolehan dengan lebih terancang dan teratur serta mengelakkan amalan berbelanja di penghujung tahun serta mengelakkan perbelanjaan melebihi peruntukan.

6. Penyediaan (PPT) diinput dalam sistem e-Tender yang boleh dilayari dilaman web Pejabat Bursar (www.etender.upm.edu.my) selewat-lewatnya pada 31 Disember 2019. Adalah dimaklumkan Pejabat Bursar perlu mengemukakan PPT kepada Bahagian Perolehan Kerajaan, Kementerian Kewangan Malaysia sebelum atau pada 15 Januari 2020.

7. Sila hubungi Bahagian Kewangan Pengurusan Perolehan, Pejabat Bursar di talian 03-9769 3563/6239/6219 jika terdapat sebarang pertanyaan. PTJ boleh membuat pindaan ke atas PPT yang telah dikemukakan jika perlu. Sebarang pindaan perlu dikemukakan secara bertulis dan diinput dalam sistem e-Tender. Ketua PTJ hendaklah memastikan semua aktiviti perolehan yang dirancang dilaksanakan dengan cekap dan berkesan.

8. Kerjasama Y.Bhg. Datuk/Dato’/Datin Paduka/Datin/Tuan/Puan amatlah dihargai.

Sekian, terima kasih.

“BERILMU BERBAKTI”

Saya yang menjalankan amanah,

(Zulkiflee Bin Othman)

Bursar

Edaran:

Semua Ketua

Pusat Tanggungjawab

Universiti Putra Malaysia

SERDANG/BINTULU

Tujuan

1. Pekeliling ini bertujuan untuk memaklumkan supaya semua Pusat Tanggungjawab (PTJ) Universiti Putra Malaysia (UPM) melaksanakan perolehan kertas A4 putih 80 gsm (grams per square meter) mengikut harga yang ditetapkan selaras dengan peraturan di dalam PK2.1 – Kaedah Perolehan Kerajaan.

Latar Belakang

2. Pelaksanaan perolehan kertas melalui kontrak pusat telah diluluskan oleh Jawatankuasa Pengurusan Universiti Putra Malaysia pada mesyuarat Ke- 633 pada 9 Februari 2018 dan telah dimaklumkan kepada semua Pusat Tanggungjawab (PTJ) melalui Pekeliling Bursar Bil. 2 Tahun 2018 bertarikh 5 Mac 2018.

3. Jawatankuasa Pengurusan Universiti Ke-687 pada 9 Oktober 2019 telah meluluskan pelaksanaan perolehan kertas A4 putih 80 gsm melalui kontrak pusat mengikut harga yang telah ditetapkan selaras dengan peraturan di dalam Pekeliling Perbendaharaan PK2.1 – Kaedah Perolehan Kerajaan.

3. Pihak Perbendaharaan Malaysia telah melantik syarikat NKS Systems Sdn. Bhd. Untuk membekal kertas putih 80 GSM dengan harga RM10.75 satu rim untuk tempoh dua (2) tahun mulai 1 Mac 2017 hingga 28 Februari 2019.

4. Walaubagaimanapun pihak Perbendaharaan telah melanjutkan tempoh kontrak pusat kepada syarikat NKS Systems Sdn. Bhd. selama dua (2) tahun lagi mulai 1 Mac 2019 hingga 28 Februari 2021 dengan harga yang baharu iaitu RM12.40 satu rim. Harga di bawah kontrak ini adalah harga bersih termasuk kos pembungkusan, kos penghantaran dan fi e-Perolehan dan pesanan minimum bagi satu penghantaran adalah lima puluh (50) rim.

Pesanan Belian

5. Semua pesanan belian hendaklah dibuat terus kepada syarikat dengan menggunakan sistem e-Perolehan atau secara manual.

6. PTJ adalah dibenarkan untuk membuat perolehan daripada mana-mana syarikat selepas kajian pasaran dilakukan bagi keperluan kurang daripada 50 rim. Walaubagaimanapun PTJ adalah dilarang untuk memecah kecil perolehan ini dan perolehan kertas hendaklah dirancang dengan baik.

7. Sila hubungi Bahagian Kewangan Pengurusan Perolehan, Pejabat Bursar di talian 03-9769 3563/6239/6219 jika terdapat sebarang pertanyaan.

8. Kerjasama Y.Bhg. Datuk/Dato’/Datin Paduka/Datin/Tuan/Puan amatlah dihargai.

Sekian, terima kasih.

“BERILMU BERBAKTI”

Saya yang menjalankan amanah,

(Zulkiflee Bin Othman)

Bursar

Edaran:

Semua Ketua

Pusat Tanggungjawab

Universiti Putra Malaysia

SERDANG/BINTULU

Assalamualaikum/selamat sejahtera YBhg Prof/Dr/Datuk/Datin/Tuan/Puan

Mulai 24 Oktober 2019, semua perolehan yang menggunakan Pekeliling Perbendaharaan Malaysia PK 7 (berkuatkuasa 15 Julai 2019) dan di bawah had nilai kelulusan Pegawai Pengawal (VC) perlu menggunakan Borang Kelulusan Naib Canselor bagi memudahkan proses pertimbangan dan kelulusan Naib Canselor.

Di bawah pekeliling ini, peraturan perolehan yang terlibat adalah seperti berikut:

 Borang Untuk Kelulusan Naib Canselor

Inspection and verification process for stationery stock and store will be held from October untill 31st December 2019. All UPM Responsibility Centers will be involved in the process.

Attachment

The UPM Bursar Office has launched the UPM Mosque Fund donation application using the cashless transaction facility through the Quick Response Code (QR Code) technology or also known as QR code. The application, called the i-Sedekah@Masjid UPM , is available for download on the Google Store and the introduced App Store aimed at reaching out to the campus community as an UPM initiative leading up to the Industrial Revolution 4.0 (IR 4.0) in today's digital economy.

The launch of this QR Code application enables college students to donate and donate in the simplest, fastest and safest way through digital technology systems. The details of the QR Code application include a collaboration between UPM and Bank Islam Malaysia Berhad through the SnapNpay app. The QR feature in the application can be used on all billboards and posters featuring barcodes that can scan the QR code of the donation of UPM Mosque tube automatically to its contents. The details of the QR Code application include a collaboration between UPM and Bank Islam Malaysia Berhad through the SnapNpay app

How to make a donation:

1) Download the SnapNPay app in the Google Store or Apps Store

2) Sign up and click Create

3) Scan the UPM Mosque Qr Code or save Qr code and select QR from the gallery

4) Enter the value of the donation

Let's donate to enlightened the UPM Mosque

Sir / Madam,

Peace be upon you and please to meet you

All PTJ leaders

Universiti Putra Malaysia

YBhg. Datuk / Dato '/ His Majesty / Datin / Prof. / Prof. Madame / Dr. / Sir / Madam,

In all respects the above matters are referred to.

2. Please note that this Circular seeks to clarify and co-ordinate key financial activities and processes that all Responsible Centers (PTJs) must adhere to ensure that the financial statements and accounts of 2019 are properly executed within the timeframe.

3. Accordingly, all PTJ Heads are asked to extend this circular to all PTJ members under their respective administration and comply with the deadline.

4. Together these include Bursar Circular Bills. 1 Year 2019 - Accounting Rules At the End of Financial Year 2019 for reference and action by YBhg. Datuk / Dato '/ His Majesty / Datin / Prof. / Prof. Madame / Dr. / Sir / Madam.

5. For any further inquiries or clarifications regarding this circular, please contact the Finance Department / Finance Section of the relevant Office or Accounting Division at 03 - 9769 6227/8006.

The cooperation of the YBhg. Datuk / Dato '/ His Majesty / Datin / Prof. / Prof. Dear Brother / Dr. / Sir / Madam is very much appreciated and thank you.

Thank you.

Office of the Bursar

Universiti Putra Malaysia

Attachment Bursar Circular No 1 Year 2019

Attached is a list of companies that have scored performance ratings under the category of LESS SATISFACTORY(<60%) for services evaluated over the period January 2019-June 2019 for your information and actions

A YBhg. Dato '/ Datin / Prof. / Mr / Mrs are aware that claims worth less than RM500 will be paid in cash through the Central Petty Cash Counter, Bursar Office and from June 1, 2019, only applicants will be allowed to make claims at the counter. A letter of circulation to the Head of PTJ dated May 17, 2019 is referred

To facilitate payment process and claim by YBhg. Dato '/ Datin / Prof. / Sir / Madam, we encourage YBhg. Dato '/ Datin / Prof. / Sir / Madam to make a deduction for the contribution of the Waqf Endowment Fund while filling out the claim form through the E-Claim system for payment via EFT method directly to YBhg Dato '/ Datin / Prof. / Sir / Madam bank account. For this purpose, no minimum amount is applicable

The deduction for the Waqf Endowment Fund contribution for each types of claim forms in the E-Claim System is as attachment

Beginning August 1, 2019, the responsibility of managing the trust account will be transferred from the Central Operations Management Finance Division (BPOB) / Bursar Office Finance Section to the Trust Account Management Section, Accounting Finance Division, Bursar Office.

Justification of this transfer of responsibilities is as follows:

(i) The Financial Accounting Division has an officer in charge of the Trust Account Management Section to focus on improving the weaknesses and non-compliance of existing trust account management processes, particularly the monitoring aspects outlined in the trust account management procedure;

(ii) BPOB / Finance Section can focus on improving the payment process from 14 days to 7 days; and

(iii) The process of managing the University's trust account is more organized

The responsibilities to be performed by the Trust Account Management Section are as follows:

(i) review the Trust Account opening application form from the applicant / PTJ directly to the Trust Account Section;

(ii) the application form for opening the approved trust account will be kept in the Trust Account Management section and the applicant / PTJ; and

(iii) print 60000 series trust account reports through the University Finance system as per the requirement or request of the applicant / PTJ.

Detailed implementation as attachment

UPM Students and Staff are welcome to participate in the university recycling program by donating recycling items in the 3R Cage Office Bursar located outside the Student Finance building

SERDANG: 27 JUNE 2019- CONGRATULATION! ...... Universiti Putra Malaysia (UPM) has received a Unqualified Report for the Financial Statements For The Year Ended 31 December 2018 on 14 June 2019. Certificate submission was held at the National Audit Department by the Director, Finance III, Dr. Hajah Masiah Binti Ahmad to representative from Universiti Putra Malaysia Bursar, Tuan Haji Zulkiflee bin Othman.

The Auditor-General in his report of the opinion that the UPM Financial Statements give a true and fair view of the financial position of UPM and the Group as at 31 December 2018 and the financial performance and cash flows for the year ended on that date.

She also said that this was in line with the approved financial reporting standards in Malaysia and the Universities and University Colleges Act 1971 (Act 30).

Tuan Haji Zulkiflee, Bursar UPM, thanked all UPM staff for their cooperation during the audit. According to him, the audit has been conducted for 2 months at Bursar's Office where the sampling taken at Bursar's Office will be reviewed at some relevant PTJs based on the sample of the document. Hopefully, the attention and cooperation provided by UPM staff will continue in the coming year.

Bursar's office has received a Unqualified Report every year.

For your information, the Bursar Scheme Program for 2019 will be continued with tentative dates of execution as follows:

Please submit the following documents to us before the due date end each month: 

a) Capital Property Disposal

   i) scrap form (Bursar Office's web download)   

  ii) BR038 / AST copy (received from Bursar's Office after approval is obtained) 

b) Inventory Disposal 

   i) scrap form (Bursar Office web download)  

  ii) Application for Disposal (BR058 / AST)  

 iii) Appointment of AJKPP (DF02) 

 iv) Approval letter from KPTJ (DF03)   

 v) PEP (if applicable) (BR040 / AST)   

 vi) JK Disposal Report (BR038 / AST) 

Only qualified scraps can follow this scrap program. please refer to the attached letter for scrape process:

1) Scrap Program information letter

2) Scrap Program Form