What is a purchase requisition?

What is a purchase order?

What is a standing order?

What is a maintenance agreement?

What about faxing purchasing requisitions to purchasing?

What is an emergency order?

How do I place a rush order?

What orders can be picked up?

What is an unauthorized purchase?

How do I return an item?

What is the bidding process?

Can the bidding process begin even if I don't have funding yet?

Who do I call about a problem with an order?

Who do I call about warranty repairs?

Are federal grant or contract projects subject to the bidding process?

What is a sole source justification?

What is a brand name justification?

How do I order:  

• Books (one or two copies) and Membership Fees
• Books (three or more copies)
• Subscriptions/Conference Registrations/Newspapers/Reprints/Pamphlets/Audio Cassettes/Video Tapes or Software (under $1000)
• Flowers
• Food and Beverages
• Printing
• Travel

How do I receive an order?

What does "direct ship" mean?

Can I pick up a check?

What is warehouse services?

Q. What is a purchase requisition?
 
A. A purchase requisition (form #32001-013) is the form used to initiate the purchase of goods or services. Someone in your department has authorization to approve the requisition and begin the purchasing process; contact your department's business office for internal procedures. Send the original to Disbursements Processing, 108 Skytop Office Building and retain the duplicate copy for your file.

Please be sure to provide the following information:

• required delivery date
• complete description of item(s) requested including model and part number, if available
• quantity, unit of measure, and estimated cost for each item
• suggested vendor name, address, telephone and fax numbers, if known
• supporting documentation, if available
• requisitioner's and end user's name and phone number
• special instructions regarding: short lead time, funding limitations, special shipping requirements, whom you spoke with at the vendor's office, or any other pertinent information you feel will assist us in handling your request. 

Q. What is a purchase order?

A. The purchase order is the official and binding document issued to the vendor authorizing the expenditure of University funds for goods and services. The purchase order creates a "commitment" that will help you manage your budget. By using a purchase order, everyone involved in the purchase process can track the order by referring to the same purchase order number as a standard reference. 
 

Q. What is a standing order?

A. A standing or blanket order is used to purchase materials or services over an extended period of time, usually a minimum of one year, at set pricing. Your purchasing agent is prepared to consult with you on deciding if this would be beneficial.

Q. What is a maintenance agreement?
 
A. A maintenance agreement covers parts and labor on a single piece or multiple pieces of equipment for a specified period of time. Often, there will be an agreement or contract that the vendor will submit. If it's a new maintenance agreement, you may receive a quote. If it's a renewal maintenance agreement, you may receive an invoice. Please include all documentation with the requisition. Contact the Purchasing Agent for the specified commodity for assistance if required.

Q. What about faxing purchasing requisitions to purchasing?
 
A. Purchase requisitions may be faxed to Purchasing if the goods or services need to be expedited. Once the order is received in Purchasing, pre-audit approval must be secured and bidding policies adhered to before an order is placed. Please be sure to mail the original purchase requisition in a timely manner to Purchasing. Be sure to write "FAXED to (purchasing agent's name)" on the original requisition to avoid order duplication.

Q. What is an emergency order?
 
A. Emergencies do happen. We realize this and are prepared to meet the need. Purchasing has an emergency order system to be used when there is insufficient lead time to use normal procedures. Special handling for emergencies is evaluated by the purchasing agent on a case by case basis. Contact the appropriate purchasing agent to explain the circumstances and he/she will guide you to the best course of action. 

Q. How do I place a rush order?

A. The Purchasing Department is prepared to meet these types of requirements. You can help expedite the process by initiating the purchasing request early. Notify your department's business office right away and provide as much information as possible. Explain the circumstances, e.g., what is needed, delivery date needed, if direct delivery, the delivery address, supplier name, address, phone and fax numbers, and contact person. 

The business office will coordinate with the purchasing agent to expedite the order. Rush orders are given top priority, however, we ask your help by planning purchases to keep rush orders to a minimum. 

Q. What orders can be picked up?

A. When immediate delivery is required for items valued under $1,500 and available locally, contact the appropriate purchasing agent for authorization to pick up item(s) at the supplier location. 

Q. What is an unauthorized purchase?

A. Any commitment of University funds not authorized by a person with specific delegated procurement authority is unauthorized. This means that the actual commitment for goods or services must be placed only by the Purchasing Department. Unauthorized purchases invariably result in delay of payment to the vendor, no matter how well intentioned.

Most unauthorized purchases result from the following misconceptions:

"I thought I could make the commitment myself."
We all work for Syracuse University. Just as elsewhere in the public and private sector, we are not authorized to make financial commitments for this institution by virtue of our employment alone. Unless you have specific written procurement delegation, you do not have the authority to commit. Work with your department's business office and Purchasing. We are here to support you.

"There wasn't time to get authorization."
Using the procedures for "Rush Orders" or "Emergency Purchases," we can provide immediate authorization when justified by the need. Contact your department's business office. They will work with us. If the need is there and you contact us, we guarantee an unauthorized order will not be necessary.

"Is it necessary to work out arrangements with this vendor in advance?"
Purchasing recognizes that understanding for future services must be clarified early on. You are often in the best position to do this. This is not a problem unless in signing such letters of understanding your purposely, or inadvertently, give notice to proceed and/or commit Syracuse University. Here again, the solution is simple. Contact your department's business office and Purchasing. For simple letters of understanding, you may only need to include a line above your signature that states: Final commitment and notice to proceed under this agreement shall be in the form of a Syracuse University purchase order." For complex procurements it is even possible to execute formal contracts approved by Purchasing contingent upon funding and issuance of a purchase order. We have procedures in place to meet your need.

"I submitted a purchase requisition and I thought it had been approved by now, so I called the vendor."

Purchase requisitions can be held up in your department's business office or in Purchasing for a variety of legitimate reasons, e.g., budget problems, incomplete information, required competition, normal processing delays, etc. Unless you have secured a purchase order number (not a purchase requisition number), the order is not authorized. When in doubt, contact your department's business office. Syracuse University has no legal obligation to pay for unauthorized purchases. 

Q. How do I return an item?
 
A. Contact the purchasing agent who handled your order if you need to return an item. Following are the steps taken to return merchandise:

• Department notifies purchasing agent.
• Purchasing agent contacts vendor for return information.
• Purchasing agent requests stop payment from Disbursements, if necessary.
• Purchasing agent advises department of return information.
• Department packages the return and calls Materials Distribution at x2446 for pickup.
• Item is returned.
• Vendor ships new item, if required. 

Q. What is the bidding process?
 
A. The Purchasing Department's mission is to ensure that all supplies, materials, equipment, and services are procured at the optimum combination of quality, availability, service, and price. Purchasing operates in accordance with accepted purchasing practices while promoting and developing the highest level of professionalism.

Syracuse University's procurement policies and federal rules for grants and contracts require that purchases be competitively bid. Competitive bidding is obtained according to established University procedures as codified in the Purchasing Department procedures manual. A request to waive competitive bidding procedures requires documented justification, and any waiver requires approval by the Director of Purchasing. 

Q. Can the bidding process begin even if I don't have funding yet?

A. YES. As funding approval and the bid process both take time, please contact the Purchasing Department to expedite your request. Include all the specifications, etc. and Purchasing will carry out the bid process "contingent upon funding." If funding is further delayed, Purchasing can extend the bid or even cancel it if the project is not approved.

Q. Who do I call about a problem with an order?
 
A. Contact the purchasing agent who handled your order when you have a problem such as defective material or the wrong item was received. The purchasing agent will make sure payment is not made, take care of reordering, if required, and make arrangements for the return of item, if required. 

Q. Who do I call about warranty repairs?

A. When purchasing an item with a warranty, be sure to keep a copy of the item packing slip for proof of purchase. Warranty repair is not always performed by the original supplier. If you are unsure about who to call for service, call the purchasing agent responsible for the original purchase. 
 

Q. Are federal grant or contract projects subject to the bidding process?

A. Yes. Recipients of grants or federal funds must follow Syracuse University's procurement policies and procedures as outlined in the Syracuse University Administrative Policy Manual. Moreover, there are often additional procedures governing federal funds which are more restrictive than our own policies. Contact Sponsored Accounting and Sponsored Programs about these additional requirements. 

Q. What is a sole source justification?

A. A sole source procurement occurs when restriction to a single brand is justified and the Purchasing Department has determined that the item(s) is only available from a single source. This may occur when a manufacturer only sells direct or when a manufacturer has documented only one dealer for the locality.

Sole source procurement of non-personal or professional services may be justified when there is "clear and convincing evidence" that the individual's or firm's expertise is not available from anyone else.

Purchasing is still required to determine that the price is fair and reasonable. We do this by negotiating price, securing published price lists for comparison, and/or comparing the price of similar purchases.

Q. What is a brand name justification?

A. A justification restriction to certain brand(s) does not eliminate the bid process. Indeed the named brand(s) may be available from many vendors. It simply means that in carrying out the bidding process no substitute brand(s) will be considered. All other Purchasing procedures still apply.

Acceptable reasons for brand name justifications include:

• component parts for exact replacement
• repair or service of equipment by manufacturer
• compatibility with existing equipment
• unique specifications or features or items specifically required by grant 

Q. How do I order:
 
Books (one or two copies) and Membership Fees:
Purchase by using a Syracuse University procurement card (preferred method if order is less than $1,000) or submit to Disbursements Processing a Purchase Requisition with completed order form attached. (There is no dollar limit on purchase orders.) Direct questions to: Purchasing, ext. 2281 or Disbursements Processing, x2484.

Books (three or more copies):
Submit to SU Bookstore on Interdepartmental Order. Direct questions to: Special Order Department, ext. 9907.

Subscriptions/Conference Registrations/Newspapers/Reprints/Pamphlets/Audio Cassettes/Video Tapes or Software (under $1,000):
Purchase by using a Syracuse University procurement card (preferred method if order is less than $1,000) or submit to Disbursements Processing a Purchase Requisition with completed order form attached. (There is no dollar limit on purchase requisition orders.) Direct questions to: Purchasing, ext. 2281 or Disbursements Processing, ext. 2484. Departments requesting these items must complete the supplier's order form, attach it to a completed purchase requisition form, and send both to Disbursements Processing, 108 Skytop Office Building. Orders of this type are not processed by the Purchasing Department. these orders must be processed on a purchase requisition.
Software orders without order forms and/or totaling over $500 are to be submitted on a purchase requisition and forwarded to Pre-Audit, Skytop Office Building.

Flowers:
Flowers may be ordered directly from the florist of your choice by using a procurement card or purchase requisition. Syracuse University receives a 10 percent discount from Westcott Florist on local orders. When calling in your order and using a purchase requisition, give the florist your requisition number. Forward the original requisition to Pre-Audit.

Food and Beverages:
Food and beverage items for University activities must meet Health Department standards and must be provided by the Catering Office in compliance with the University Alcohol Policy and New York State Law. Requests for exceptions to the catering policy may be directed to the Catering Manager. Exceptions may be granted for:

• Religious events as recognized by the Office of the Dean of Hendricks Chapel
• Events where food is unique to the sponsor's ethnicity and cannot be prepared by the Catering Office
• Events where small quantities of food and/or non-alcoholic beverages are provided, for example:

P&C Grocery Store, Nottingham Road
Miscellaneous small dollar food items may be purchased at P&C. You are asked to bring a photocopy of a requisition with the account number deleted with you. P&C will issue an invoice and retain the requisition. The original requisition, invoice, and cash register receipt are to be submitted directly to Disbursements Processing for payment. No purchase order is issued.

Delicatessens, Pizza Shops
Some delicatessens and pizza shops located on or near campus will give departments an invoice that is to be attached to a requisition and submitted directly to Disbursements Processing for payment.  MBNA card is the preferred method of payment. 

Printing:
Printing is purchased by News and Publications (except printing that is done at SU copy centers or the Electronic Publishing Center). News and Publications is the only authorized purchaser of printing and graphic services from outside sources. Contact Sandra Dobkowski, ext. 5505, for assistance.

Travel:
1. Bus Charters and local Car Rentals are to be requested on a purchase requisition. A purchase order is issued to the vendor in advance.
2. All other travel is processed on a Travel Order and submitted to Disbursements Processing. 
  

Q. How do I receive an order?

A. The individual accepting responsibility for receipt of the material is normally expected to sign his or her name on a form provided by the shipping company. Before signing, the outside of the shipping package should be visually inspected for damage. If the package or container appears ripped, dented, or tampered with, sign for the package as "received as damaged goods." This will allow the University to recover the cost of replacing the material if any damage has occurred to the contents of the package.

To complete the receiving process, the contents of the package should be cross checked with the "packing list" inside. The packing list will give an itemized list of what is in the package. If there is a discrepancy between the "packing list" and the actual contents, contact your purchasing agent immediately for instructions on how to proceed. If the "packing list" and contents match, contact Warehouse Services at ext. 2446 so the order can be received in the University database and file the "packing list" with the original requisition.

Q. What does "direct ship" mean?

A. Materials shipped by the supplier directly to the end user, usually by United Parcel Service or similar carrier, is a "direct ship." The person signing for these shipments must call Warehouse Services at ext 2446 to ensure the materials are formally received in the University database.

Q. Can I pick up a check?
 
A. For your protection, the University does not pay for goods or services prior to receipt unless absolutely necessary. When necessary, checks are mailed to vendors with the original purchase order. For circumstances where a check must be picked up, the requisitioning department must obtain approval from Disbursements Processing prior to submitting the purchase requisition to Purchasing. Checks are then picked up at the Comptroller's Office by the person designated by the purchasing agent. Syracuse University ID is required and the person must sign for the check. You will be contacted when the check is available.

NOTE: Vendors are not allowed to pick up checks. 

Q. What is warehouse services?

A. This operation is located in the Hawkins Building, 1600 Jamesville Ave. and is the primary delivery location for materials shipped to the University. It also houses a "stores" area where commonly used items such as cleaning and office supplies for campus departments may be ordered