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101 FAQ's Frequently Asked Questions
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| I have lost the receiving
report. What do I do? |
| How do I submit an invoice
for work completed if there is not a purchase order? |
| What vendor is used for
lab coats? |
| Do we have a contract
with a vendor to repair pipettes? |
| What do I do if I need
the commodity within an hour and do not have time to go through
the procurement process? |
| How do I get reimbursed
for a item I purchased outside of the procurement system? |
| What brand of computers
is the University purchasing? |
| I need a new copier.
What do I do? |
| What is the quickest
and cheapest way to get office supplies? |
| What brand of printers
is the University purchasing? |
| Who needs to authorize
capital equipment? |
| What is the delivery
time for computer equipment? |
| What suite of software
is recommended for word processing, spreadsheets, and databases? |
| How do I process a Blanket
Purchase Order? |
| How do I know if the
University has a "Strategic Business Agreement" with
a vendor? |
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1. |
Q: |
I have lost the receiving
report. What do I do? |
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A: |
Prepare a memo to Accounts Payable
authorizing payment and that the receiving report was lost. |
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2. |
Q: |
How do I submit an invoice
for work completed if there is not a purchase order? |
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A: |
Procurement of goods
and services should go through a purchase requisition. In the
event that goods or services have already been procured, the
department is to submit an Expense Authorization
(EA) (this is an Excel application) to Accounts Payable,
along with the invoice. |
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3. |
Q: |
What vendor is used for
lab coats? |
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A: |
Fenton Uniforms. |
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4. |
Q: |
Do we have a contract
with a vendor to repair pipettes? |
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A: |
Yes, the University has a contract
with Calibration Pipette Repair. |
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5. |
Q: |
What do I do if I need the commodity
within an hour and do not have time to go through the procurement
process?
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A: |
Contact your purchasing office and ask to speak
to the agent assigned to the commodity you need. Determine where
this can be purchased locally at the best buy. If available,
use your ProCard. |
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6. |
Q: |
How do I get reimbursed for a item
I purchased outside of the procurement system?
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A: |
Complete an Expense Authorization,
and submit with the proper approval and invoice to the Accounts
Payable Department. |
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7. |
Q: |
What brand of computers is the University
purchasing? |
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A: |
The University has a "Strategic
Business Agreement" with Dell Computers. The
Graduate School of Business supports IBM computers. |
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8. |
Q: |
I need a new copier. What do
I do? |
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A: |
The University and Medical Center have an "Exclusive
Business Agreement" with Xerox Corporation. You may
contact our Xerox representative, George O' Hare at 703-287-2649.
Xerox's home page is http://www.xerox.com/. |
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9. |
Q: |
What is the quickest and cheapest way
to get office supplies? |
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A: |
The University has a "Strategic
Business Agreement" with Boise Cascade for office supplies
and furniture. Boise offers same
day as well as next day services. You can use the EZ
order form (this is an Excel application) and fax your order
directly to Boise Cascade. Contact your Purchasing agent for
additional information. |
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10. |
Q: |
What brand of printers is the University
purchasing? |
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A: |
Currently, the University is recommending Hewlett
Packard for laser and inkjet printers. However, if you currently
have a digital copier, you may be able to turn that piece of
equipment into a printer by adding software. Contact Geneva Thorne (7-2507) for additional information. |
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11. |
Q: |
Who needs to authorize capital equipment? |
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A: |
The divisional vice president signs off on the
requisition for capital equipment when such equipment is greater
than $25,000. |
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12. |
Q: |
What is the delivery time for computer
equipment? |
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A: |
Once the requisition form is received by Purchasing,
it generally takes two weeks. |
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13. |
Q: |
What suite of software is recommended
for word processing, spreadsheets, and databases? |
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A: |
The University has a license with Microsoft and
this includes MS Word, Excel, PowerPoint and Access. AITS does
not support WordPerfect. |
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14. |
Q: |
How do I process a Blanket Purchase
Order? |
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A: |
A blanket purchase order is completed
for a vendor when recurring purchases are anticipated. On the
Purchase Requisition, include the Lot number, Blanket Purchase
Order for (commodity information and special requirements),
NOT TO EXCEED Amount (this amount will not be encumbered), and
the period specified (Fiscal Year, for instance). The department
may place future orders directly with the vendor by referencing
the Blanket Purchase order number. Georgetown is obligated only
up to the authorized amount on the original blanket order. |
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15. |
Q: |
How do I know if the University has
a "Strategic Business Agreement" with a vendor? |
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A: |
Check the University's Preferred
Supplier Listing for a list of those vendors with whom the
University has a "Strategic Business Agreement" in
place |
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