FAQ

Q

What if there is an emergency and I don't have time to allow for the regular processing time required for the requisition/purchase order process? 

A

With the implementation of the Banner Purchasing process your requisition can be transferred to a purchase order within a matter of minutes.  Once your requisition has been approved, contact the buyer responsible for the needed item or service and her/she can issue the order.

Q

Can my order be faxed or telephoned to the vendor to speed up processing and delivery times? 

A

Yes, just request this service on the requisition form and provide Purchasing Services with the appropriate telephone billing code #.

Q

 If the total of my order is less than $2,000.00, and won't be sent out for bid, can't I just order the goods or services myself?

A

Only if you will be using the University Purchasing Card to pay for the needed items.  Otherwise you still need to submit a requisition/request to Purchasing Services so that an official Purchase Order can be issued.  Please remember, that regardless of whether or not bidding is required, any commitment/contract for the purchase or payment of goods or services can be made only by the issuing of an official University Purchase Order.

Q

Why does purchasing need a complete vendor name, address, and telephone number on all of my Requisitions? 

A

Most of the vendors/companies that the University does business with have several mailing addresses, and the only way we can guarantee that your order and the payment for your items go to the correct division of any company is for you the supply us with complete and correct information. 

Q

How long after an invoice is received in purchasing will it be before the payment is processed and a check issued? 

A

Invoices are processed upon their receipt at Purchasing Services.  The check issue date is determined by the terms defined and printed on the invoice, by the vendor.  Unless otherwise agreed upon, the University operates under "net 30 days" payment terms. 

Q

What if the vendor states that they do not accept purchase orders? 

A

When a vendor makes this statement, what they usually mean is that they will not accept a purchase order and then submit an invoice requesting payment.  Often the best way to handle these situations is to request advance payment on your requisition and a check will then be mailed with the order.  Please contact Purchasing Services if additional assistance is needed.

Q

If I receive the invoice for my order, directly from the vendor, what should I do with it? 

A

Please forward any invoice to Purchasing Services upon receipt so we can process it for payment. 

Q

Can I use the Purchasing Card to have business cards printed?

A

All printing, imprinting or other reproduction of the University name, wordmark, or any logo must be approved prior to an order being placed, so you should use the requisition form to request all orders from any off-campus supplier of printed or imprinted items.

Q

How do I go about obtaining a University Purchasing Card?

A

Your department head or director must approve any application for a P-Card.  Please refer the Purchasing Card section of this web site for complete information about using the Card and how to obtain the application form.

 

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