Finance and Business Services
201 Carter Drive, Suite 200
West Chester, PA 19383
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Procurement Questions and Answers
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| General Questions |
If the estimated cost of the procurement is $18,500 or greater only the Business Services office can conduct the bidding. Purchases under $18,500.00 do not require competitive bidding. However, solicitation of bids is encouraged and will be done at the discretion of Business Services. Departments may, if they choose to, solicit quotes from vendors for purchases under $18,500.
+ Can
I place an order with a vendor before a purchase order is issued?
No employee may commit the university to a purchase prior to a purchase order being issued. The one exception to this are the small dollar purchases handled through the university's purchasing card program.
The President of the university alone has the authority to sign contracts or agreements that bind the University unless the President delegates this authority, in writing, to others. No person, excepting the written delegates, may sign contracts or agreements involving the University.
For the sake of clarity, the primary person who has been delegated with contracting officer authority on behalf of the University, without financial limitations, is Mark Mixner, Vice President for Administration and Finance. In the event of his absence, that responsibility shall fall to Marianne Peffall, Director of Business Services. No other individual has contracting signatory authority on behalf of the University unless delegated in advance and in writing by Mr. Mixner, Mrs. Peffall or the President.
+ How
long does it take a service purchase contract to be processed?
Generally, Service Purchase Contracts require a minimum of 3 - 4 weeks to be completed by Purchasing. This is due to the requirements for signatures from the vendor, University and PASSHE Legal Counsel.
+ Where
can I get a tax exempt form?
The tax exempt form is an official document certifying the University's tax exempt status. The form can be downloaded and filled in by the University office making the purchase. The University office making the purchase then sends it directly to the vendor requiring the form.
+ Who
do I call if I need a rush purchase order?
Contact the purchasing manager, Bob Malone, at 610-436-1019.
+ How
do I obtain a user name and password for Office Max?
Contact either the Purchasing manager, Bob Malone, at 610-436-1019, or the Director of Business Servcies, Marianne Peffall, at 610-436-2705.
| Requisitioning Questions |
+ I
forgot my SAP password. Can you reset it?
The Information Services faculty/staff help desk resets passwords in SAP. Please contact them at 610-436-3350 to have your password reset.
+ SAP
will not let me enter an EReq?
The security roles in SAP prohibit personnel from entering requisitions until they have been given written permission from their manager, sign a user agreement form, and attend the EReq training. Once they have completed the training they will be given authorization to enter requisitions.
+ How
do I put an EReq on hold?
EReqs can be placed in a held status ONLY during the initial creation process. Once an EReq has been saved it can no longer be placed on hold. Directions for placing EReqs on hold are available here.
+ How
do I take an EReq off hold?
To take a requisition off of hold just open it in update mode (ME52N) and hit the save button.
+ My
EReq will not pass budget check. What do I do?
If the EReq will not pass the budget checking process that occurs when you attempt to save the document, your only recourse at that time is to place the document on hold. You would then work with the manager(s) of the fund center(s) involved to either have additional funds transferred, the scope of the requisition reduced to a level that would be funded, identify a different fund center for the commitment, or even cancel (or not save) the entire requistion.
+ Can
I change an EReq after it has been saved?
Yes. Requisiton lines can be modified up until the time that they are converted to purchase orders. You would use SAP transaction ME52N to do so.
The only way to print a requisition is to utilize the hard copy functionality built into SAP. For instructions on performing this action please go here.
+ How
do I cancel an EReq once it has been saved?
To cancel a requistion you must cancel each line seperately. Highlight the line by clicking in the first box of the line and then click the delete button (the trash can).
+ How
long does it take to process an EReq into a purchase order?
The average requisition to purchase order turn around time is about 8 business days. Many are prepared in a much shorter time frame. Depending upon the complexity of the order, the time required to process it can vary. Orders requiring bidding, contract preparation, legal review, etc. will take longer than simple orders for goods.
+ How
can I tell if a purchase order has been generated?
You can see if your requistion has been sourced to a purchase order simply by looking at the end of the requisition line in the item overview section of the screen. If a PO has been prepared you will see the number here. You can also check the status tab in the item detail section of the requisition. Any follow-on document numbers (purchase orders, receivers, invoices) are reported in this section. Each of these numbers is a hyperlink direct to the document.
+ How
can I get a copy of the purchase order?
Purchasing sends electronic copies of the purchase order in pdf format to the requisition initiator once the purchase order is created and approved.
+ How
can I cancel a purchase order?
If you wish to cancel a purchase order you must contact the Purchasing office.
| Training |
+ I
need training on procurement at the university. What can I do?
Business Services offers training opportunities for the campus community on a variety of topics including procurement rules and regulations, how WCU purchases goods and services, construction procurement, e-requisitioning, and payment processing. We can provide training on an individual basis as well as in groups. To view the schedule of upcoming sessions go here. You may also request specific training by going here.
+ How
do I get training on entering EReqs?
Electronic requisition (EReq) training is offered at least once every month. Software Application Training handles the scheduling of these sessions. Please visit their website for enrollment information.
+ Can
I be retrained on entering EReqs?
You are welcome to attend as many training sessions as you want. If you feel you need personalized training please contact Don Fogg, 610-436-2447.
- West Chester University of Pennsylvania
- 700 South High St, West Chester, PA 19383
- 610-436-1000
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