Procurement FAQ

 

1.    Do I need to have a contract or can I just get a Purchase Order? 
2.    Who is an authorized signature? 
3.    How do I obtain a purchase order requisition? 
4.    What are preferred vendors? 
5.    Can I select the vendor used to make a purchase? 
6.    Can I obtain my own quotes/pricing? 
7.    What is a Sole Source Purchase?
8.    When do I use a Purchase Order (PO) and not my PCARD? 
9.    Where do I send/deliver my purchase order requisition?  
10.  How long will it take for my requisition to be processed? 
11.  What do I do once I receive a copy of the purchase order? 
12.  Who sends the purchase order to the vendor? 
13.  How do I determine the estimated delivery date for my purchase order purchase?  
14.  When do you need a change order? 
15.  How do I place an emergency purchase order? 
16.  How do I cancel a Purchase Order? 
17.  What if the Purchase Order is to be prepaid? 
18.  What if the Invoice is more than the Purchase Order amount? 
19.  What if the original Purchase Order is already paid in full and I need a change order? 
20.  Where do I obtain a check request and where do I send it? 
21.  How do I check to see if payment has been made on the purchase order?  
22.  How long does it take for a contract/agreement to be processed and how will I know it is completed?  
23.  How do I obtain petty cash?  
24.  Who do I contact to add or update a vendor? 
25.  What if the vendor requests a credit application? 
26.  How do I obtain a PA Tax Exemption Certificate?
27.  Where do I obtain a W9 form if the vendor requests one?
28.  How do I obtain an Office Max account?  
29.  What address do I use for Office Max Shipments? 
30.  Can I use my PCARD for office max purchases? 
31.  Who do I call if my copier is not working? 
32.  How do I obtain a new copier? 
33.  Where do I get supplies, i.e. toner, for the copier? 
34.  Who handles Tulpehocken water delivery?
35.  Who handles Facility Usage Agreements for outside groups?  
36.  How do I obtain a cell phone?  
37.  Who do I report a problem with a cell phone to or request an upgrade? 
 

 

Do I need to have a contract or can I just get a Purchase Order?

Payments to consultants and independent contractors of $1,000 or more require a contract and a purchase order.  Payments for less than $1,000 can generally be made by purchase order.  Lecturers, guest speakers and performing artists provided services up to $1,000 may be paid by a check request.  Consultants/Speakers that do not have a contract with the University MUST provide an original invoice for their services.  Contracts may also be required in certain situations, regardless of value, where (a) more than one payment is made to an independent contractor; (b) where the tasks performed by the independent contractor increases the liability risk of the University; and (c) where the contractor imposes his/her contract on the University.  The purchase order is the official document for all purchasing activities where purchases cannot be made using the University PCARD or Preferred Supplier Agreement.  Further detail is available in the Procurement Policies and Procedures. 

 

Who is an authorized signature?

ONLY the Department Budget Manager or Department Head is authorized to sign requisitions on behalf of his/her organization.  This person IS NOT authorized to sign contracts per the University Signatory Policy. 

 

How do I obtain a purchase order requisition?

The purchase order requisition may be downloaded from the Controller’s Office channel on the MyWilkes Portal, or can be emailed to you from anyone in the Procurement Office. 

 

What are preferred vendors?

These are vendors who have agreed to a price structure or a contract with Wilkes University and offer discounted pricing on products and services.  For more information on preferred suppliers, contact the Procurement Office or review the Controller’s Office channel on MyWilkes Portal. 

 

Can I select the vendor used to make a purchase?

Your department is responsible for providing the specifications for items or services you require, but it is the responsibility of the Procurement Office to determine the price and source for the items or services.  If a product/service must be purchased from a specific supplier, please refer to the Sole Source Purchasing policy for additional requirements. 

  

Can I obtain my own quotes/pricing?

Whenever you are researching vendors for a particular purchase, you should always try and get a written quote or estimate on what the merchandise/equipment/service will cost.  Any purchase totaling $10,000 or more MUST be competitively bid (by the Procurement Office) before the purchase is made.  If your purchase is for a unique/proprietary product or service, a Sole Source Justification Form is required to be submitted with your purchase requisition. 

 

What is a Sole Source Purchase?

A sole source purchase is one where a single vendor is uniquely qualified to meet the department and University’s procurement objective and therefore should be exempt from the competitive bid process.

 

When do I use a Purchase Order (PO) and not my PCARD?

A PCARD is intended for low dollar transactions, which reduces total acquisition cost and makes it easier for you to acquire what you need.  A Purchase Order is used where purchases cannot be made using the PCARD.  A PO is used to place orders with vendors for all materials, parts, supplies, equipment, repairs, services, construction and construction-related items and consultant services and creates a formal contract between the University and the vendor.  Certain items will always require a PO, please refer to the Policy 1.1 of the Procurement Policies and Procedures for further details.

 

Where do I send/deliver my purchase order requisition? 

Your requisition should be sent to the procurement office by inter-departmental mail or personal delivery to the department located on the first floor in UCOM.  Please do not leave the requisition at the student service desk.

 

How long will it take for my requisition to be processed?

Upon receipt of a properly prepared purchase requisition, the procurement office will initiate the PO and obtain proper signature.  Please allow 48 hours for purchases under $10,000, all other purchases will take approximately one (1) week as long as all requirements are met.  Competitive bidding can take several weeks in order to obtain accurate bids from our suppliers.

 

What do I do once I receive a copy of the purchase order?

The department (File) copy of the purchase order should be checked promptly by the requisitioning department to assure the order is correct.  Any errors or discrepancies noted should be reported promptly to the Procurement Office.  When the order is completely received and payment is to be processed, please sign, date and return a copy of the purchase order to Accounts Payable. 

  

Who sends the purchase order to the vendor?

Unless specified otherwise, the Procurement Office will send a copy of the purchase order to the vendor via email or fax.  If requested by the vendor, an original PO can be sent via US Mail.  If you do not want the vendor to receive a copy please write “Internal PO” on the purchase order requisition. 

 

How do I determine the estimated delivery date for my purchase order purchase? 

If a delivery status is needed contact the Procurement Office buyer listed on the PO.  The buyer will in turn contact the vendor. 

 

When do you need a change order?

If you have already received a copy of your purchase order and there is a change in the dollar amount of the order you should submit a purchase order change requisition, available in the Controller’s Office Forms Depot.

 

How do I place an emergency purchase order?

In emergency situations, the Procurement Office will issue a Rush Purchase Order number to a supplier to expedite the correction of the emergency.  After the emergency, it is the responsibility of the requesting Department to complete the Emergency Purchase Justification Form and to supply the Procurement Office with all support documents and a Department Heads approved Purchase Requisition Form.  Notice of emergency commitments should be made in writing to the Director of Procurement immediately after such action. 

 

How do I cancel a Purchase Order?

Requests for cancellation of an outstanding PO should be coordinated with    the Procurement Office.  Official notice (verbal, facsimile, or written) will be given to the vendor by the Procurement Office.  Any charges incurred by the University, such as freight cost and re-stocking charges, will be charged back to the requisitioning department.      

 

What if the Purchase Order is to be prepaid?

The purchase requisition must be clearly marked “Prepaid” and must be accompanied by all relevant backup paperwork (either an order form or a statement from the vendor).  The Controller MUST approve all requests for Prepayment to a vendor. 

    

What if the Invoice is more than the Purchase Order amount?

Depending on the amount and reason for the difference a change order may be needed.  If the amount is for shipping and handling fees the budget manager may approve the charges and a change order is not needed.  For further clarification, please contact the Procurement Office. 

 

What if the original Purchase Order is already paid in full and I need a change order?

If the purchase order is already paid in full a new purchase order requisition should be completed and sent to the Procurement Office. 

 

Where do I obtain a check request and where do I send it?

Check request forms are available on the Portal under Controller’s Office Forms Depot.  Once completed and signed by the appropriate Budget Manager, forward to Accounts Payable.

 

How do I check to see if payment has been made on the purchase order? 

Contact Accounts Payable for any payment related questions.

 

How long does it take for a contract/agreement to be processed and how will I know it is completed? 

The Procurement Office reviews the contract terms, funding source, and vendor records.  If necessary, the Procurement Office will complete the new vendor registration process.  Departments should allow 5-1o business days for review and execution of an agreement.  Complex or high-value agreements may require more time for complete review.  The contract should be pre-signed by the vendor.  Once all signatures and approvals are complete the Procurement Office will email the requesting department a PDF copy of the final contract. 

 

How do I obtain petty cash? 

Complete the Petty Cash Voucher available on the Portal under Controller’s Office/Forms/General Accounting Forms.  All expenditures must be documented with receipts and are not to exceed $25.00.  Once completed forward to the Director of Financial Services.

 

Who do I contact to add or update a vendor?

Any member of the Procurement Office can assist you with setting up a new vendor. 

 

What if the vendor requests a credit application?

Obtain a copy of the application and forward to the Procurement Office for completion.  Please include vendor contact information. 

 

How do I obtain a PA Tax Exemption Certificate?

Contact the Procurement Office and provide the Vendor’s name, WIN, address, phone number, fax number and email address if available.  The Procurement Office will complete the Tax Exemption Certificate and forward to the Vendor. 

 

Where do I obtain a W9 form if the vendor requests one?

Contact the Procurement Office and provide the Vendor’s name, WIN, phone number, fax number and email address if available.  The Procurement Office will complete the W9 form and forward to the Vendor. 

 

How do I obtain an Office Max account? 

Contact the Procurement Office to set up a new Office Max account. 

 

What address do I use for Office Max Shipments?

For all Office Max shipments use your departments address and NOT the Henry Student Center address unless that is where your department is located.  Office Max provides desktop delivery so please be specific enough for the driver to be able to locate you. 

 

Can I use my PCARD for office max purchases?

Yes, if you account is not currently set up to use your PCARD please contact the Procurement Office. 

 

Who do I call if my copier is not working?

Contact the Procurement Office and be sure to have the serial and model numbers available. 

 

How do I obtain a new copier?

Contact the Procurement Office.  Please have information regarding your current copier in order to determine what is needed.  New copier requests must be submitted to the Procurement Office before the next budget cycle to be included in the following years purchase plan.

 

Where do I get supplies, i.e. toner, for the copier?

For Canon and Xerox copiers contact the University Print Shop.  Copiers on the University Maintenance Program have toner supplies included.  Staples, paper and other consumables must be purchased by individual departments. All other copiers that may have been purchased by your department should be ordered through our Office Max contract when available.  For further questions please contact the Procurement Office. 

 

Who handles Tulpehocken water delivery?

Contact the Procurement Office for assistance. 

 

Who handles Facility Usage Agreements for outside groups? 

All Facilities Usage Agreements are handled by the Procurement Office once room availability and reservations are approved.   

 

How do I obtain a cell phone? 

Complete the Cell Phone Request Form detailing what equipment and services are requested. The employee must also describe the need for the University cell phone in relation to their job functions. The completed form is forwarded to the appropriate Vice President or Department Dean for approval. The approved Cell Phone Request Form is then sent to the Procurement Office. Upon review of the approved form, the cell phone equipment and service is ordered from the Preferred Supplier (Currently Verizon Wireless). Upon receipt of the cell phone equipment, the Procurement Office will contact the employee and finalize setup of the cell phone and activate the service.

 

 

Who do I report a problem with a cell phone to or request an upgrade?

The employee should first contact the IT Help Desk at 570-408-HELP (4357).  The Help Desk will assign the appropriate staff member to assist your needs.