Purchasing

201 Carter Drive, Suite 200
West Chester, PA 19383
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Procurement Definitions

Dictionary

Index

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A

AFFIRMATIVE ACTION

WOMEN, BLACK AND MINORITY BUSINESS ENTERPRISES (WBE, BBE, MBE):
The Purchasing Office must insure compliance with bidding procedures that are a part of affirmative action rules and regulations. It will add or delete from vendor lists suggested by individual departments in order to achieve the necessary bidding requirements. Departments are encouraged to actively recruit supply sources from WBE, BBE, and MBE firms.

ALCOHOLIC BEVERAGES:
Under no circumstances may alcoholic beverages be purchased with public funds.

ANIMALS:
The use of animals in research or in teaching is controlled by requirements set down by an Animal Research Committee. All requests for purchase of live animals must be approved by the committee or its designee. 

AUDITS:
To insure that all purchases are made in accordance with state, federal and University procurement guidelines, the Purchasing Office reviews all purchase requests and verifies that each provides for free and open competition among vendors, and is properly justified.

The University's files and business practices, including department records, are subject to audit by state and federal agencies, as well as by the University's internal and external auditors, and must include proper documentation for all requisitions, purchase orders, contract negotiations, and sole or single source justifications.

 

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BLACK BUSINESS ENTERPRISES (BBE ):
See "Affirmative Action".

BIDDING:
The purpose of bidding is to insure fairness and provide economic opportunities for all responsive and responsible vendors - and to obtain the most reasonable cost for desired goods and services, consistent with standards of quality objectives.

See the "Procurement Policy Regarding Purchases and Contracts Under $18,900"

BUSINESS RELATIONS (i.e. Suppliers, Vendors, Contractors):
A primary responsibility of the Purchasing Office is to promote the University's image and maintain good relations with business firms through the application of sound, ethical business practices. All suppliers, vendors and contractors must be afforded fairness and economic opportunity through competitive procurement activity. See section "A Guide to Doing Business with West Chester University" to better understand how the University expects to do business with these valuable resources that are essential to effectively support academic, administrative, student and advancement programs.

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CAPITAL EQUIPMENT:
See "Fixed Assets".

CASH ADVANCEMENTS:
When demonstrated need is clearly indicated and justified in written requisitions, and when no other reasonable alternatives exist, the University may advance cash to employees for anticipated official business expenses, or to vendors who are unwilling or unable to accept conventional purchase orders or contracts. A purchase requisition must be submitted for this restricted transaction, preferably ten (10) working days prior to the date cash is needed.

The IRS requires stringent justification for cash advancements to employees in order to determine if the employees should pay personal income tax for such payments. Given the potential tax liability to employees and the time needed to justify such expenses for "business purposes" as part of the University's fiduciary responsibilities, such transactions are discouraged and will be considered only when other alternatives are not available.

COFFEE:
Coffee itself, coffee makers and coffee services are generally personal expenses and not chargeable to public funds. However, coffee may be purchased from public funds for large events or large meetings involving either guests from outside the campus or a cross section of the campus community. See "Public Funds".

COMMITTEE GUIDELINES:
Committees are commonly used in procurement selection processes that involve RFIs (Requests for Information) and RFPs (Requests for Proposals). Committees are not authorized to award contracts or make public disclosure of awards or status of proposal evaluations. Care must be exercised at all times to preserve public trust through open competition and sound merit selection criteria and processes.

CONFLICTS OF INTEREST:
Avoid even the appearance of a conflict, such as transactions involving friends, family connections and/or your personal investments. Also avoid discriminating against any groups or individuals. When in doubt contact the purchasing manager for a second opinion.

CONSULTANTS:
See "Contracting at West Chester University" for details under the University Policy entitled "Employer/Employee vs Independent Contractor Relationships".

CONTRACTS:
See "Purchase Orders" definition that follows:

See section "Employer/Employee vs Independent Contractor Relationships" regarding the procurement of contracted personnel resources.

See section "Contracting at West Chester University".

Contact Purchasing Office regarding other specialized procurement not covered by the policies.

Contracting Officer:

The president of each university and the chancellor, or their designees, are designated as contracting officers and, as such, are the only individuals authorized to procure goods, services, supplies, and construction; enter into and administer contracts; and make written determinations with respect to contracts for the State System. (Re: BOARD OF GOVERNORS POLICY 1998-04 Procurement of Goods, Services, Supplies, and Construction Section D, Definitions).

CONTRACTOR RESPONSIBILITY PROGRAM:
Vendor performance must be monitored and evaluated. When less than satisfactory results are perceived, the vendor must be notified of the University's dissatisfaction and be given an opportunity to remedy the problem. Departments should notify the Purchasing Office whenever vendor performance is disputed regarding the delivery of goods or services. Purchasing is responsible for documenting vendor performance evaluations, and for providing such information to PASSHE/Commonwealth data bases. Much like progressive discipline, the Contractor Responsibility Program requires document trails and proof of notifications between parties and attempts/results at resolving unsatisfactory performance. Such documentation is critical to any suspension or debarment of vendors from active bidder lists.

CONSTRUCTION / RENOVATION CONTRACTS:
Contracting authority is granted to the University by PASSHE in accordance with prevailing legislation for certain specialized procurement activities, such as construction, renovation, maintenance, and rehabilitation of facilities. Separate manuals and guidelines are maintained by the contract specialist, Business Services Unit, for these type transactions and are available for review upon request, telephone (610) 436-2705.

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DEBARMENT:
The University cannot deal with some vendors that have been identified as "debarred" by federal, state or University authorities. To do so would endanger grants and special revenues that we may receive. The execution of contracts or payments to a debarred vendor is prohibited. The Purchasing Office must check all suggested vendors on purchase requests and contract requests against the current debarment listings. Also refer to "Contractor Responsibility Program" for additional information.

DIRECT PAYMENTS:
Direct payments, advance payments, and pre-payments to vendors are highly restricted transactions. Prior approval and encumbering of department accounts by the Purchasing Office is mandatory before a department may legally commit the University to pay for services or goods. The University may reject all unauthorized orders and contracts and may initiate disciplinary action against those individuals responsible for placing unauthorized orders, contracts or commitments.

It is important to note that without prior approval to purchase or award a contract, such transactions may become the personal liability of the person placing the order or contract.

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EMERGENCIES:
Emergencies do happen - but should be infrequent. Depending on the total cost of service or goods, the requirements for bidding may still be in effect - even for emergencies. It's best to CALL PURCHASING FIRST before attempting to buy under pressure circumstances. Explain your situation fully and the purchasing staff will respond promptly and prescribe the most expeditious method of purchase within legal constraints.

EMPLOYER / EMPLOYEE vs INDEPENDENT CONTRACTOR RELATIONSHIPS:
The IRS discourages the treatment of employees as contractors in an effort to bypass employment regulations, Social Security, withholding, etc. See section, "Contracting at WCU" for the University "Policy on Employer/Employee vs Independent Contractor Relationships", which includes the IRS guidelines for determining such relationships. Questions regarding this policy should be referred to the Personnel Office.

ENCUMBRANCE:
A restriction of money in the budget to be spent on requested items. Only those services or goods to be received in a fiscal year can be encumbered in that fiscal year. Services or goods anticipated to be received against a future fiscal year must be encumbered and expensed against that future fiscal year.

EXPEDITING & FOLLOW-UP:
The Purchasing Office routinely follows up on all outstanding purchase orders every month. The status of your requisitions may be checked "on-line" via the SAP financial system. Requests for more frequent follow-up, or changes in status that upgrade the priority and urgency for delivery should be communicated with the Purchasing Office, which will respond immediately by contacting vendors.

EXTERNAL USE OF UNIVERSITY FACILITIES:
Written contracts must be utilized whenever outside organizations use University facilities. Care must be taken to protect University interests by addressing such issues as insurance, liability, scheduling conflicts, etc. These contracts must be initiated and approved by the University College through the Coordinator of Facilities Rentals and Services. See Facility Use Policy for additional details.

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Fiscal Officer or Comptroller:
The president of each university and the chancellor, or their designees, will appoint a fiscal officer or comptroller, who will be responsible for reviewing all procurements (except small purchases) and for fiscal responsibility, budgetary appropriateness, and availability of funds. (Re: BOARD OF GOVERNORS POLICY 1998-04 Procurement of Goods, Services, Supplies, and Construction Section D, Definitions).

FIXED ASSETS:
Items of equipment with tangible values that typically exceed $5,000 (effective 7/01/2001) and have a useful life of 2 years or more are considered fixed assets and must be appraised and recorded on fixed asset inventories.  These records serve as a basis for control of the property, cost accounting, insurance replacement and proof of loss, purchasing and future budgetary planning. The University has made substantial investments by purchasing such equipment and must safeguard its interest for possible resale. This is achieved through more stringent controls such as: purchase via restricted fund allocations only; receipts by central receiving section only; tagging or adding West Chester University identification numbers; maintenance of perpetual inventory records; surplus controls; and depreciation of account records.

Examples of such equipment include office machines, furnishings, scientific instruments, audio-visual equipment, motor vehicles, computers, etc.

The tagging control is applicable primarily to "end-items" as opposed to small components. High value accessories or items considered highly pilferable but costing less that $5000 may also be tagged to give added protection and accountability. The Accounting Office, in consultation with Purchasing will make the final determination as to fixed asset equipment classification.

Purchasing will change account codes indicated by departments on their requisitions to conform with such rulings. Departments will be notified by Purchasing of either downgrading from capital to supplies account codes, or upgrades from supplies to capital account codes to help departments keep their purchase request and funding records accurate - and because capital/fixed asset items typically have separate funding sources and authorization. Contact Purchasing at extension x1019 regarding any questions on how to properly code or process equipment requisitions.

FLOWERS or SEASONAL DECORATIONS:
Normally flowers or seasonal decorations may not be purchased from public funds. There are some exceptions, for example, purchase of flowers for the decoration of the stage at commencement or for other major public functions. See "Public Funds" .

F.O.B. ( FREIGHT , SHIPPING & HANDLING CHARGES ):
Please don't forget to add to your purchase requisitions (when known ) the costs which are in addition to the basic unit cost for items to be purchased. By including such costs, even if they are estimates, the encumbrance reports and final expenses to your accounts will be more accurate.

F.O.B. (Free on Board) and the designation which immediately follows such abbreviations will determine who will pay transportation (freight) charges from a vendor's business to the University delivery destination. It will also determine when the title to the goods is transferred and who is responsible for goods while in transit, which is very important in the case of damage or loss of goods while in transit. For example:

F.O.B. Destination: Seller pays freight charges to destination. Seller owns goods in transit to destination.

F.O.B. Shipping Pt: Buyer pays freight charges to destination. Buyer owns goods in transit to destination.

Full Freight: Buyer owns goods in transit to destination.

Prepay & Add: Seller owns goods in transit to destination.

FOOD:
Food may be purchased to carry out an official University purpose. Normally, meals for University employees are their own personal responsibility. However, in certain limited circumstances, meals may be provided for University staff. Generally, food costs may be reimbursed for official meetings involving outside guests only. The connection with University business must be very carefully drawn on the voucher, and the expenditure must have prior approval of the Dean in the academic areas and in the non-academic areas by a Vice President.

For on-campus luncheon meetings not involving outside guests, food may be purchased with public funds with the prior written approval of the appropriate Vice President.  Luncheon meetings in an off-campus restaurant involving only University employees are not reimbursable. If an office is required by the manager to work through the lunch hour, then a lunch may be brought in at departmental expense.

Employees who are expected to work closely with students may be reimbursed for their expenses involved in attending a formal student dinner. Also, employees who as a part of their official duties must attend community lunches or dinners may be reimbursed for the costs of attending. However, the expense for a spouse or personal guest may not be reimbursed.

It must be emphasized that only those expenses that are absolutely necessary for the public function may be reimbursed. See "Public Funds".

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HOLIDAY RECEPTIONS:
Public funds may be used for all costs (other than the cost of alcoholic beverages) involved in the President's official holiday receptions. Public funds may not be used to pay for other Faculty and Staff parties held at either on or off-campus sites. See "Public Funds".

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INSTITUTIONAL MEMBERSHIPS:
See Memberships

INVOICES:
The Accounts Payable Office is responsible for making all University payments for goods and services (authorized by a purchase order or contract) that have been satisfactorily received. Departments that receive invoices directly from vendors should carefully review the document for accuracy. If the invoice is correct, it should be dated and signed by the department supervisor or designee, and forwarded to the Accounts Payable Office. Please insure that the applicable purchase order or contract number is indicated on the invoice, and process all invoices promptly. Vendors that render service properly deserve timely payment, and delinquent processing of invoices can result in unnecessary finance charges being levied against the University and charged back to your department.

If the goods or services have not been satisfactorily received, or if a valid purchase order or contract does not exist, payments are not authorized.

Disputes with vendors should be resolved promptly and courteously. Departments are encouraged to take immediate action whenever discrepancies or disputes exist, and to always inform the Purchasing Office and Accounts Payable Office of the problem and of any action being taken. Purchasing will monitor and document vendor performance evaluations for future business consideration, and Accounts Payable needs advance information in order to redirect inquiries and demands regarding payments that are being delayed pending resolution of disputes.

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MAILING SERVICES:
An annual, blanket purchase order is established each year by the Purchasing Office in conjunction with the University Post Office to handle the processing of large volume, outgoing, third-class (bulk) mail. Contact the Purchasing Office or the University Post Office for more details.

MEMBERSHIPS:
There are three distinct types of memberships as follows:

  • University (Institutional) Memberships: paid and controlled via Library Fund; please check Library website http://www.wcupa.edu/library.fhg/  or contact the Library Director’s Office, extension 2643 for additional information. [In 2002-03 there were 9 University Memberships in the Library Fund, such as AASCU, ACE, CAPE, CHEA, MSACU, PACU, PACT, PACC] Generally, these type memberships must have university-wide application in order to qualify for use of the central Library Fund.

  • Departmental Memberships: paid and controlled by individual departments. Payment Request forms or EReqs may be submitted.

  • Personal Memberships: costs for personal memberships must be borne by individual employees - not from University funds.

MBE (NON-BLACK MINORITY BUSINESS ENTERPRISES):
See "Affirmative Action".

MICROWAVE OVENS & REFRIGERATORS:
The University does not provide these appliances for normal office settings. Depending on the circumstances, a refrigerator or microwave oven may be purchased for a public lunch area in a large building. A public lunch area is an area open to all employees.

See "Public Funds".

MISDIRECTED SHIPMENTS:
Departments should use caution when accepting deliveries of products directly from vendors or their carriers. If a shipment has been incorrectly sent to or received at your location, immediately notify the Purchasing Office so that the responsible vendor/carrier can be directed to correct the shipping error. The terms and conditions of all purchase orders are specified, and the payment for services is based upon full compliance with the shipping and delivery destination conditions of the order. The University should not waive such conditions and assume the cost for redirecting the shipment unless extenuating circumstances require such action in the best interests of the University.

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OUTSIDE SPEAKERS:
See Contracting with Outside Speakers

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PETTY CASH:
Purchases or expenses up to $25 may be reimbursed directly from petty cash. A petty cash request form, available from the Bursar's Office, must be completed and signed by the fund center supervisor. These transactions must be in support of official University business.

POSTAL SERVICES (Contracted):
See "Mailing Services"

PROPRIETARY ORDERS (SOLE SOURCE & NO SUBSTITUTES):
State and University regulations simply do not recognize or grant exclusive rights to manufacture or sell goods or services. Requests that claim proprietary rights, only one (sole) source of supply, or require "no substitutes" will be challenged by Purchasing and typically are rejected. The Purchasing staff will assist departments in locating other sources. In those few cases where such restricted procurement is permitted, such as for components of life safety systems, a strong written justification must be provided and, depending on dollar value, the approval of external governing authorities may be required.

PUBLIC FUNDS:
All monies received by a PASSHE university or the Office of the Chancellor are public funds, including, but not limited to state appropriations; turition, room, board, and other student fees; restricted and unrestricted gifts; restricted and unrestricted grants; ticket sales from athletic, cultural, or other events; revenue from athletic camps and conferences; corporate sponsorships; and inventment income.

As a general rule, public funds may be used for necessary costs involved in carrying out the University's programs. See "Public Funds" section for more details.

PURCHASE ORDERS:
Purchasing is the only office authorized to issue purchase orders and contracts on behalf of the University. The purchase order represents a contractual agreement that is enforceable under the laws of the Commonwealth of Pennsylvania. All purchase transactions are subject to review and counter-approval by other governing authorities, for which the Purchasing Office shall serve as the primary liaison. 

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RADIOACTIVE MATERIALS:
No purchase order for radioactive materials and/or supplies may be processed without written approval from the University's designated radiological officer. Contact the Environmental Health & Safety Department, extension x3333 for the name of the current approving authority.

RECEIPTS:
The receipt of goods or services MUST be reported to Purchasing immediately. Failure to do so results in delayed payment to vendors, possible assessment of finance charges against your department's account, and severed vendor relations and possible loss of supply sources.

The University has a central "Receiving" section in its warehouse that is trained to receive, inspect, document and transmit goods and receiving reports for payment in a prompt manner. The Purchasing Office will specify that all goods and equipment come through "Receiving" unless a department can justify on its requisitions why some other receiving location is needed. The "unloading point " and "Contact Person " indicated on Purchase Requisitions is designed to inform the central "Receiving" section where to deliver your goods after it has processed them.

See "Invoices" for additional information.

RECIPROCAL LIMITATIONS ACT:
The Commonwealth of Pennsylvania has a Reciprocal Limitations Act that imposes procurement restrictions against those states which have imposed restrictions against purchases from our state or other states. For example: if a state prohibits the purchase of a specific product from any other state, Pennsylvania will prohibit the purchase of that same item from the state which imposes such restrictions. If a state gives their in-state vendors a preferred status (e.g. bid percentage allowance) , Pennsylvania will reciprocate with a similar limitation against that state's bidders. The Purchasing Office is responsible for monitoring all purchase requests and bid proposals for compliance with this act, and will notify departments if the bidders (supply sources) recommended by them or responding to public advertising will be subject to such bidding limitations and evaluations.

RECYCLED PRODUCTS:
The Purchasing Office and the University Storeroom actively pursue the evaluation and acquisition of feasible recycled products for campus wide use. The Purchasing Office must insure compliance with prevailing regulations regarding recycled content of designated products, and will notify departments whenever their requisitions must be modified to satisfy such requirements. Suggestions regarding procurement of recycled products is welcomed and should be directed to the Purchasing Office. See "Storeroom" for additional information.

REFRIGERATORS:
See "Public Funds".

REQUISITIONS:
Purchasing must have a valid requisition approved by an fund center supervisor in order to initiate the purchase order process. Adherance to the policies of the SAP Requistion process are a mandatory part of annual audits.

If telephonic approval is granted by Purchasing to place an order for urgent or emergency transactions, the written documentation to support such transaction must be submitted to Purchasing within five (5) working days of telephone order being granted.

Unauthorized orders placed by departments will not be honored by the University. The Purchasing Office shall reject requisitions for de facto purchases.

There MUST be funds available in the fund center stated on the request, otherwise it will be returned without action.

RESTRICTED FUNDS (GRANTS):
Limiting the use of public funds to a specific project or purpose under the category of "restricted funds" or "grants" does not relieve the University from legally mandated competitive bidding requirements. The state Attorney General's office has interpreted the State System of Higher Educations' enabling legislation as not recognizing or accepting any proprietary, exclusive, or sole source award of purchase orders or contracts. Accordingly, requests for consultants, food service, conference facilities, or other goods or services that exceed prescribed dollar limits must be publicly bid by the Purchasing Office.

All purchase requests designating the use of restricted or grant funds must be approved by the designated fund administrator and the Restricted Funds Office manager. Requests lacking such approvals will be returned without action.

All special terms or conditions relevant to purchases, contracts or payments must be clearly identified on the requisition. Given the need to obtain written bids or written pre-qualifications from vendors to satisfy state, federal or grant stipulations for certain transactions, fund administrators should plan sufficient lead time into buying calendars.

RFP :
Requests for Proposal (RFP) are used to provide interested vendors with sufficient information to enable them to prepare and submit competing proposals for consideration by the University to satisfy a need. An RFP is used when a detailed work statement, scope and purpose can be provided. The use of such documents, including the need for advertisements, selection of vendors to be invited to respond, and evaluation of competitive responses must be approved in advance by the Purchasing Office.

Negotiations may be undertaken with vendors whose RFP, which indicates price and other factors, shows them to be qualified, responsible and capable of performing the work. Such negotiations must include a Purchasing Office representative, and the final order or contract award must be done by the Purchasing Office, where original documentation must be maintained for annual audits.

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SERVICE PURCHASE CONTRACTS (SPC):
Purchasing is the only office authorized to issue service purchase contracts on behalf of the University. SPCs represents a contractual agreement that is enforceable under the laws of the Commonwealth of Pennsylvania. All SPC transactions are subject to review and counter-approval by other governing authorities, for which the Purchasing Office shall serve as the primary liaison. Departments should anticipate service requirements well in advance of the date needed to allow sufficient time for bidding and approval of contracts.

Payments for services are not authorized unless an approved contract exists, and the Attorney General's office will not approve contracts if services have begun or been completed prior to proper execution of the contracts. Separate manuals/guidelines are maintained in the purchasing office for SPCs and may be reviewed upon request, telephone extension x2604.

Please contact Purchasing in advance regarding the type of contract instrument that will be used for your particular transaction, and to determine how far in advance you should submit your requests to insure that the contracts get approved in time for your planned activities.

SERIES BUYING:
Series buying is the illegal practice of buying goods or services via multiple purchase transactions of small dollar amounts to avoid competitive bidding requirements of larger dollar amounts.

SIGNATORY AUTHORITY:
A master list of persons authorized to sign requisitions is maintained by the Purchasing Office. Requests for purchases signed by persons other than those identified on the master list will be returned without action. Changes in authorization should be transmitted in writing to the Purchasing Manager.

SOLE SOURCE & "NO SUBSTITUTES" REQUESTS :
See "Proprietary" definition above.

STAFF:
See Employer/Employee vs Independent Contractor Relationships

SUBSCRIPTIONS:
In the interest of cost savings, please check first with the Library to see if your subscription requirements can be met via its resources. Their web site can be found at http://www.wcupa.edu/library.fhg/  If a departmental subscription is necessary, please initiate an electronic requisition in the SAP financial system.  Costs for personal subscriptions must be borne by individual employees, not from University funds.
 

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TAXES:
The University is exempt from all Excise Taxes. This also applies to Pennsylvania Sales Taxes. An official document certifying the University's tax exempt status is available here.  The form can be downloaded and filled out by the University office. The University office making the purchase then sends it directly to the vendor requiring the form.

However, any contractor doing business with the University remains liable for the payment of Sales and Use Tax on all materials and fixtures he/she purchases or uses for the purpose of fulfilling his/her contract, even though the work is being performed for a governmental instrumentality.

TECHNICAL STANDARDS APPROVAL :
This term is used to indicate a need for review and/or approval of your product/service specifications prior to submission to Purchasing. These offices may participate in the bid solicitation and review process as designated by the Purchasing Policy, but purchase orders and contracts may be issued to vendors only by the Purchasing office. Examples of offices that provide technical/quality standards review and approval are as follows:

Computing: The Information Services Division should review all requests for computing and telecomm equipment to insure standards of quality, compatibility with existing systems, and to determine which equipment and systems can best be supported by University resources ( both operational and maintenance support ).

Engineering & Maintenance: The Facilities Division needs to review all requests for heavy or oversized equipment to determine accessibility and structural floor load capacity; availability and practicality of utility connections; cost and feasibility of facility modifications, renovations or construction.

I.D. Cards (Identification Cards): The Information Services and Public Safety Divisions need to review all requests for identification cards to determine compatibility with other campus cards in use or being considered for use.

Publications: The University Publications Office must review all proposed publications and the use of logos and University seals.

Safety: The Public Safety Office should review all security-related requests ( such a alarm systems or special locking devices ). The Environmental Health & Safety Office should review hazardous material, recycling & general safety items.

Subscriptions & Memberships: The Library Director must approve and process all requests for subscriptions and memberships.

TELEPHONE PURCHASE REQUESTS / ORDERS:
Telephone purchases are considered emergency requests that usually arise from:

- Neglect to anticipate requirements far enough in advance.

- Breakdowns of equipment.

Such requests are expensive, disruptive and should be avoided. When they do occur, the following procedures must be followed:

Departments must:

Have the recognized fund center supervisor or designee make request.
Have the sufficient un-obligated budget to cover the cost of the purchase, which may not exceed $1,500 total cost.
Make purchase and submit the supporting documentation within five (5) working days of being issued an order number.
Provide the requisition AND proof of purchase - both signed by the org/fund supervisor.
Be current in submitting support documents for prior transactions before any new orders will be released.
Immediately notify Purchasing Office if ANY conditions from the time the order was issued have changed, such a price, vendor, etc. Telephone orders are valid only for the dollar amount and other conditions stated at the time of issuance.

Commitments by individuals or departments beyond those originally stated will not be honored by the University and vendors will be notified of unauthorized purchases.

The Purchasing Office must:

Verify the caller's authority to make request and legitimacy of the request.
Check unobligated budget balance via SAP Financial system and reject requests from departments with insufficient funds.
Encumber the cost or a "not to exceed" dollar amount.
Issue a purchase order number ( after all of the above steps ).
Issue a delinquency notice as supporting documentation when goods/services are not received within five (5) working days.

TERMS OF PAYMENT :
The University is not exempt from paying finance charges for late or incorrect payment of invoices. It is important to note the terms and conditions of payment required by vendors and to limit such terms to those that can reasonably be fulfilled by the various business offices. The Purchasing Office will reject those terms or conditions stipulated by vendors which cannot routinely and reasonably be fulfilled.

Please see the "RECEIPTS" definition as it relates directly to the final amount the University pays - and the amount your department will be charged.

TRAVEL:
All travel expenses and transactions are processed by the Accounts Payable section. Separate forms must be used for these purposes.

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USED EQUIPMENT PURCHASES:
Caution must be exercised when attempting to buy used furnishings, fixtures or equipment. Such transactions are subject to the same competitive bidding processes as all other purchases. If competition does not exist, strong justification for proprietary (sole source) purchase must be made, and a written third party appraisal may be required for high-value items.

VEHICLES:
The purchase of motor vehicles requires approval from the Director of Support Services, Facilities Division. Please contact that office directly, extension x3155 before submitting any purchase requests. The availability of existing motor pool vehicles, assessment of minimum vehicle specification standards, and capability of the University vehicle maintenance garage to support the proposed vehicle/s will be considered in the review process.

VENDOR PERFORMANCE EVALUATION:
See "Contractor Responsibility Program".

VENDOR SELECTION :
When making an official contract or purchase order award, Purchasing will consider factors such as: end cost ( not just unit price ), delivery, quality, quantity available, reliability, timeliness, past experience, geographic dispersion of investments and spending, and affirmative action goals. Also see "Business Relations" and How to Do Business with West Chester University

WBE ( WOMEN BUSINESS ENTERPRISES ) :
See "Affirmative Action".

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YEAR-END CLOSING PROCEDURES:
A deadline of mid-May is typically established each year for submission of current fiscal year Requistions.  An advance notice of the specific date will be sent to all departments.

Requisitions and telephone order requests will NOT be accepted for the current fiscal year after the stated deadline unless a bona fide emergency exists. Such emergency request processing by the Purchasing Office requires additional approval by the Director of Purchasing and Contract Services or Assistant Vice President for Finance and Business Services .

Requisitions will be accepted after the stated deadline for the next (future) fiscal year requests.

Any requisitions received after the deadline must specify the anticipated date of the receipt of goods or services.

If goods or services are received or anticipated to be received........

• before the end of current fiscal year: the order must be encumbered, received and expensed before the end of fiscal year on June 30.

• after the end of current fiscal year: the order must be encumbered against the next (future) fiscal year and received and expensed against that next (future) year which begins July 1.

Current fiscal year purchase orders already in progress but not completed by the close of the fiscal year will be "rolled" to the next fiscal year and will be expensed from the next fiscal year's budget ( i.e., there is no additional budget money "rolled" when this occurs ). If a department does not want an order to be rolled, it must notify the Purchasing Department by the deadline to cancel the order.

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