2011
The Procurement & AP Services Department is a unit of the Division of Administration and Finance reporting to the Associate Vice Chancellor for Finance. It consists of the Purchasing Office and Accounts Payable Office. The Department is responsible for the procurement of all commodities and services for the University, the payment of invoices and contracts relevant to these acquisitions and the disposition of all University assets. Website:
Importance of accurate requisitions Contact us before starting a requisition Copier and printer purchases Standing orders State Contracts Sole Source ( Form on Purchasing Website ) Bookstore, Catamount Clothing & Gifts and Print Shop requisitions
Life Cycle Receiving Copies
$5,000-$10,000 needs three quotes (must be on our bid form and solicited by the Purchasing Office) Over $10,000 must be posted on State’s IPS Over $250,000 submitted to the Division of Purchase and Contract for bidding Does not matter what the source of funds is- rules still apply
P-Card Use Policy and Procedures Website:
CataMart (SciQuest) Purchasing System What is CataMart Implementation schedule Website: ages/Home.aspx ages/Home.aspx
What is surplus property? Junk Yard Sales Surplus store Website:
Purchasing Home Page: (FAQ’s coming soon) Purchasing Policies & Procedures: P-Card Page: CataMart Purchasing System: ages/Home.aspx ages/Home.aspx Surplus Property:
340 HFR Admin Bldg phone fax
Purchase Order or P-card not required (Do NOT use if there is a PO for the order) Approved expenditures only Filled out completely (use legal name, no nickname) Documentation Allow two weeks for processing
Account and Fund codes Copies of documentation Approval signatures
Submit when items are received and checked off Wal-Mart, Ingles, Lowes – submit within 7 days Partial receiving copies Return activity
Receiving copy not submitted in a timely manner Missing signature, complete vs partial Failure to account for items Returns/credits Purchasing items NOT listed on PO, going over amount using blanket PO
Must be prepared PRIOR to service/event Allow two weeks for processing
Account/Fund codes Date of service/Date check needed SS#/TIN Appropriate signatures Prepared after service/event