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
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
Under no circumstances may alcoholic beverages be purchased
with public funds.
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.
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.
BLACK BUSINESS ENTERPRISES
See "Affirmative Action".
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 $19,400"
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
See "Fixed Assets".
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 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
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.
See "Contracting at West Chester University" for
details under the University Policy entitled "Employer/Employee
vs Independent Contractor Relationships".
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.
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.
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, 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
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.
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
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
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.
Use Policy for additional details.
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,
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.
F.O.B. ( FREIGHT , SHIPPING & HANDLING
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
F.O.B. Shipping Pt: Buyer pays freight
charges to destination. Buyer owns goods in transit to
Full Freight: Buyer owns goods in transit
Prepay & Add: Seller owns goods in
transit to destination.
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
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
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
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.
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.
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
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.
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.
with Outside Speakers
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
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.
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.
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
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.
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
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
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
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
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
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.
SERVICE PURCHASE CONTRACTS (SPC):
Purchasing is the only office authorized to issue service
purchase contracts on behalf of the University. SPCs
represent 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
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 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.
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.
vs Independent Contractor Relationships
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.
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.
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
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
Subscriptions & Memberships: The
Library Director must approve and process all requests
for subscriptions and memberships.
TELEPHONE PURCHASE REQUESTS /
Telephone purchases are considered emergency requests that
usually arise from:
- Neglect to anticipate requirements far enough in
- Breakdowns of equipment.
Such requests are expensive, disruptive
and should be avoided. When they do occur, the following
procedures must be followed:
||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
||Make purchase and submit the supporting documentation
within five (5) working days of being issued an order
||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
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
||Encumber the cost or a "not to exceed" dollar
|| 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
Please see the "RECEIPTS" definition
as it relates directly to the final amount the University
pays - and the amount your department will be charged.
All travel expenses and transactions are processed by the
Accounts Payable section. Separate forms must be used
for these purposes.
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
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".
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
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 Associate Vice President for Finance, Budget,
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
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.