Q1. Can user request to register the external fund from organizing a conference in the temporary account for future usage?
A1: This approach is NOT recommended as expenditure will only be allowed when cash income is received. The University highly recommends that all fund received from the conference be registered as UM income so that the organizing activities can be started earlier.

Q2. Can organizing unit get their own quotations instead of going through the procurement procedures from Procurement Section (PCT) of Finance Office?
A2: The PCT is charged with the responsibility to carry out independent purchase. It will be responsible for obtaining the quotations for purchase that requires three written quotation according to the purchase law. However, units can suggest potential suppliers.

Q3. When is it necessary to obtain 3 quotations from suppliers?
A3: According to the law (No. 122/84/M, amended by No. 30/89/M), for purchases of MOP15,000 or above, quotations from at least 3 suppliers are necessary.

Q4. Is it necessary to obtain 3 quotations for hotel accommodation of official visitors?
A4: If the concerned hotel is already offering corporate rates to UM, it is not necessary to obtain 3 quotations for price comparison. Representatives from each department can help reserve the rooms directly with the hotel. Otherwise, 3 quotations are still needed if the total purchasing amount is MOP15,000 or above. For details, please refer to the Information about Hotel Corporate Rates which is available at the FO homepage: http://www.umac.mo/fo/ under Regulations, Rules and Guidelines of the Staff.


Q5. Can the organizing unit use petty cash to purchase or settle payment of conference?
A5: Purchase and payment at MOP2,000 or below can be settled by petty cash. Please refer to the procedures of the Guidelines on the Petty Cash Fund.

Q6. How to draft a detailed specification?
A6: Users may refer to the Notes on purchases of goods and services (item 6 of Guidelines for Organizing Conference) for details. If users have question, they can seek assistance from PCT.

Q7. If there is surplus derived from a conference, how should the surplus be handled?
A7: Organizing unit can apply for the surplus by stating clearly the planned use of the amount and obtain approval from FMC. However, 15% of the surplus will be deducted and transferred to the Central for recovery of overhead cost for supporting the conference.

Q8. How long can the approved application of the surplus be carried forward?
A8: The approved application can only be carried forward to the following financial year for earmarked use. Any unspent balance will be forfeited.