Procurement Update
May 2007

Welcome to the May 2007 Procurement Update. This month's topics include:

• Purchase Order Guidelines
• Security Changes to Pathway Net
• Year End Information
• Alex Nejad joins Procurement Services
• Free Phone Offer from Cingular

Purchase Order Guidelines

Requisitions should be entered before work begins

Once a req is submitted and approved, a purchase order is transferred to the vendor, creating a legally binding contract between the university and the vendor. Until the PO is sent to the vendor, the university is not legally obligated to pay for their services.

Additionally, entering the req before work begins allows for funds to be properly encumbered and the vendor to be created in the system, which will help with making payment by the appropriate deadlines.

Backup documentation is required for all requisitions

All reqs should have some back up documentation to support the order. This typically includes a contract, quote, spec sheet, proposal or an internal document that justifies pricing information. This documentation should be emailed to the appropriate buyer or faxed to x2-7547 so it can be reviewed.

Requisitions should be for full contract/project amount

All reqs should be for the full amount of the contract/project, not for the amount of an invoice. This includes all payments, reimbursable expenses, and other fees. This allows Procurement to properly route the order for review and ensures we are looking at a complete order.

If the contract crosses fiscal years, also contact Laurie Krauel at  lkrauel@depaul.edu so it can be properly accounted.

Requisitions should provide detailed information

Any req should include appropriate detailed information to ensure that Procurement and the vendor will understand the order. This includes a detailed description of the products/services being provided, dates of service, and quote or proposal numbers.

Multiple lines and the notes fields can be utilized for complex reqs to help organize descriptions.

Reqs over $25,000

For reqs over $25,000 some special policies may apply. If a contract is involved, the Office of the General Counsel must review and approve it. Additionally, purchases over this amount require that documentation of competitive bids - or - the basis for vendor/contractor selection and justification for the purchase price and lack of competition, when competitive bids are not obtained.

To ensure compliance with these policies, the attached "Requisitions - Greater than $25,000" form was developed. This form is required for all purchases over $25,000 and should be sent to Procurement Services with the backup documentation.

If you have any questions regarding purchasing or requisitions, feel free to contact Procurement Services at x2-7510 or procurement@depaul.edu .   

Additional Information:
http://condor.depaul.edu/~procure/procurement/purchasing.htm

Online eProcurement Training:
http://condor.depaul.edu/~procure/otherservices/training/eprocurement.htm

Purchase Requisitions, Purchase Orders & Change Orders policy: http://policies.depaul.edu/policy/policy.aspx?pid=80

Contract Review Policy:
http://policies.depaul.edu/policy/policy.aspx?pid=81

Bids, Quotes and Requests for Proposal (RFPs) policy:
http://policies.depaul.edu/policy/policy.aspx?pid=21

Security Changes to Pathway Net

Additional information on this change can be found at http://www.jpmorganchase.com/visit/securityquestion

Year End Information

Fiscal year 2007 is quickly coming to a close and as a reminder there are some important deadlines relating to purchasing and payment:

June 8th - Technology requisitions are due
June 22nd - All requisitions are due / eProcurement closes
June 29th - Employee reimbursements (<$100) due to the Cashier's Office
July 3rd - Invoices are due to Accounts Payable
July 3rd - Employee reimbursements (>$100) are due to Accounts Payable
July 3rd - Travel reimbursement forms are due to Procurement Services
July 5th - ProCard edits and approvals (May 16 - June 30) are due
July 17th - Outstanding Purchase order encumbrance issues are due

Please note that any items ordered must be delivered by June 30th to count towards the 2007 fiscal year.  Items delivered as well as any work conducted after June 30th will be allocated from FY08 budgets.

The original email from Financial Accounting, which contains the complete schedule and important forms is also attached.

Alex Nejad joins Procurement Services

Alex Nejad recently joined Procurement Services as an Assistant Buyer, ProCard auditing. Alex is a Junior in the College of Commerce, majoring in Finance and Accounting. He will primarily be reviewing ProCard transactions for compliance with university policy and the "two sets of eyes" guideline. 

Alex replaces Jessie Vazquez, who recently accepted a full-time position with the Loft Right residence hall in Lincoln Park. Jessie had been in the position for two years and helped develop many of the ProCard auditing processes and reports. 

Free Phone Offer from Cingular

Cingular recently announced a limited offer where DePaul employees can choose a free Treo 750, Cingular 8525, Broadband Aircard and more with new activation. The email is attached with more information.

SIGN UP FOR A VOICE PLAN OF $39.99+ and ANY MEDIA MAX BUNDLE AND CHOOSE FROM:
    . LG CU400
    . LG CU500V
    . Motorola MotoRAZR V3XX

SIGN UP FOR A VOICE PLAN OF $39.99+ and ANY DATA PLAN OF $21.99+ AND CHOOSE FROM:
    . Treo 750
    . Cingular 8525
    . Cingular 8500

SIGN UP FOR ANY DATA PLAN OF $21.99+ AND CHOOSE FROM:
    . Option GT Max 3.6
    . Option GT Max 3.6 Express
    . Sierra Wireless AC 875
    . Sierra Wireless AC 875U

Information on all of DePaul's personal discounts is available at http://www.depaul.edu/~procure/otherservices/discounts.htm

Procurement Services

If you have any questions about the above or any purchasing items, feel free to contact the Procurement Services team at:

w: http://www.depaul.edu/~procure
e: procurement@depaul.edu
p: (312) 362-7510
f: (312) 362-7547