MISCELLANEOUS:

GRANT DOLLARS: Upon acceptance of Grant Dollars by the University, the monies become University Funds; and as University Funds all procurements must be accomplished in accordance with the procurement regulations of East Stroudsburg University of Pennsylvania, The State System of Higher Education and The Commonwealth of Pennsylvania Procurement Code ACT 57.

DAMAGED OR DEFECTIVE SUPPLIES: The requestor is responsible for reporting damaged or defective goods immediately. Email the Purchasing Office immediately if you have questions on this action.

EMERGENCY PROCUREMENTS: An emergency exists when there is a threat to public health, safety and welfare. Contact Campus Police immediately (X3063), and then contact the Purchasing Office to discuss your emergency procurement needs. Failure to plan is not an emergency.

MEMBERSHIP FEES: The University does not pay for individual memberships to professional organizations.

REIMBURSEMENTS: At times, circumstances force employees to make small purchases for the University and pay for them out of pocket. In these unusual circumstances, the Business Office will reimburse University employees for purchases up to a maximum of $100.00. State Sales Tax is NOT reimbursable.

FLOW of SAP REQUISITIONS: The requestor completes the PR Form. The electronic document is automatically forwarded to the appropriate approvers. If the PR is $5K or greater it is automatically forwarded to the Budget Director for approval. Upon receipt of the PR, the Purchasing Office will procure the goods or services. The actual timeframe for a PR to reach the purchasing office depends on the date the FINAL approval is entered in the SAP system.

DO NOT USE SAP FOR:

Business Cards

Dining Hall Food Services

Reimbursements

Subscriptions

Just place the fund, fund center, and general ledger account number on the invoice, sign it and send it to the Accounts Payable Office for payment.

NOTICE: USERS OF THE SAP REQUISITION ENTRY SYSTEM MAY CALL THE PURCHASING OFFICE AT ANYTIME TO DISCUSS THEIR NEEDS AND TO REQUEST HELP. IF A USER DOES NOT CHOOSE TO CALL OR FAX FOR QUOTES, THEN ALL THAT IS NECESSARY FROM THE USER IS TO LIST THREE SUGGESTED VENDORS ON THE REQUISITION AND THE PURCHASING OFFICE WILL BE HAPPY TO BID OUT THE SUPPLY OR SERVICE FOR YOU. THE OFFICE OF PROCUREMENT DESIRES TO ALLOW AS MUCH FREEDOM WITHIN THE REQUISITION ENTRY SYSTEM THAT ACT 57 COMMONWEALTH PROCUREMENT CODE WILL ALLOW.

*Qualification Statement: The Purchasing Office will review the pricing and make a determination as to whether the price is within normal pricing for that item. The Purchasing Office always reserves the right to bid out the PR if the price is determined not to be within the normal pricing for that item based on the best determination of the professional purchasing agent and based on good business practices.

NOTICE OF NONDISCRIMINATION: East Stroudsburg University of Pennsylvania does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs and activities in accordance with state and federal laws. The following person has been designated to handle inquiries regarding this policy: Director of Diversity and Equal Opportunity X3656.

©2003

Produced by

The Office of Procurement and Contracting

East Stroudsburg University of Pennsylvania