Mandatory Requirements needed to do business with the University of Ghana

Introduction

The University of Ghana adheres to a comprehensive set of guidelines and regulations to ensure efficient and transparent procurement and disposal processes. This article outlines the mandatory requirements for suppliers, the disposal of obsolete and unserviceable items, and the application of the Exemption Act, 1083 (2022).

Mandatory Requirements for Suppliers/ Service Providers and Contractors

To do business with the University of Ghana, suppliers, service providers, contractors, and consultants must meet specific mandatory requirements as per Section 22 of the Public Procurement Act, 663, 2003, as amended. These requirements include:

  1. Valid Company Registration Certificate
  2. Valid Tax Clearance Certificate
  3. VAT Registration Certificate
  4. Valid SSNIT Contribution Certificate
  5. Public Procurement Authority Registration Certificate
  6. Works and Housing Certification
  7. Labour Certification (Works)
  8. Pharmacy Council Certification (Medicines)
  9. Food and Drugs Authority (FDA) Certification (Hotels/Catering Services)
  10. Ministry of Tourism Certificate
  11. Travel and Tour Accreditation

The university is required to deal only with VAT-registered suppliers, service providers, and consultants. Officers making initial contacts with these entities must ensure compliance with these requirements.

Disposal of Obsolete, Unserviceable, Expired and Surplus Items

Guidelines on the Disposal of Obsolete, Unserviceable, Expired and Surplus Items

The disposal of obsolete, unserviceable, and surplus items at the University of Ghana is governed by detailed guidelines to ensure transparency and accountability. This is in line with Section 83 of the Public Procurement Act 663, 2003 as amended.

  1. Compilation and Reporting: Departments compile lists of items to be disposed of, including asset codes and quantities. Technical reports are prepared, and in the case of vehicles, valuations are conducted by the State Transport Company.
  2. Approval and Board of Survey: The compiled lists and reports are submitted to the Vice-Chancellor for approval. A Board of Survey Committee is constituted to oversee the disposal process, including reviewing technical reports and recommending disposal methods.
  3. Disposal Methods: The committee recommends appropriate disposal methods, which may include transfer to government departments, sale by public tender or auction, or destruction. Specific agencies may be involved in the disposal of hazardous items.
  4. Record Adjustments and Reporting: Following the disposal, adjustments are made to store records and asset registers. The committee prepares a final report for the Vice-Chancellor's review.

Application of the Exemption Act, 1083 (2022)

The Exemption Act, 1083 (2022), regulates the application of tax exemptions and other exemptions for items donated for educational and health purposes, as well as goods imported for use by international agencies for technical cooperation programs. 

  1. Application for Tax Exemption: The application must be signed by the Vice-Chancellor and addressed to the Minister of Finance through the Ministry of Education.
  2. Approval Process: The Minister of Finance reviews and approves the application in line with the provisions of the Act.

Members of the university community expecting donations or technical cooperation assistance should forward the relevant documents to the Logistics Directorate to apply for tax exemptions on their behalf.