1. 2011

2.  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: http://www.wcu.edu/11604.asphttp://www.wcu.edu/11604.asp

3.  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

4.  Life Cycle  Receiving Copies

5.  $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

6.  P-Card Use  Policy and Procedures  Website: http://www.wcu.edu/11628.asphttp://www.wcu.edu/11628.asp

7.  CataMart (SciQuest) Purchasing System  What is CataMart  Implementation schedule  Website: https://intranet.wcu.edu/sites/eProcurement/SiteP ages/Home.aspx https://intranet.wcu.edu/sites/eProcurement/SiteP ages/Home.aspx

8.  What is surplus property?  Junk  Yard Sales  Surplus store  Website: http://www.wcu.edu/11616.asphttp://www.wcu.edu/11616.asp

9.  Purchasing Home Page: http://www.wcu.edu/11604.asp http://www.wcu.edu/11604.asp (FAQ’s coming soon)  Purchasing Policies & Procedures: http://www.wcu.edu/11646.asp http://www.wcu.edu/11646.asp  P-Card Page: http://www.wcu.edu/11628.asphttp://www.wcu.edu/11628.asp  CataMart Purchasing System: https://intranet.wcu.edu/sites/eProcurement/SiteP ages/Home.aspx https://intranet.wcu.edu/sites/eProcurement/SiteP ages/Home.aspx  Surplus Property: http://www.wcu.edu/11616.asphttp://www.wcu.edu/11616.asp

10. 340 HFR Admin Bldg 828-227-7203 phone 828-227-7634 fax AccountsPayable@email.wcu.edu

11.  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

12.  Account and Fund codes  Copies of documentation  Approval signatures

13.  Submit when items are received and checked off  Wal-Mart, Ingles, Lowes – submit within 7 days  Partial receiving copies  Return activity

14.  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

15.  Must be prepared PRIOR to service/event  Allow two weeks for processing

16.  Account/Fund codes  Date of service/Date check needed  SS#/TIN  Appropriate signatures  Prepared after service/event