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Approval

Generally speaking, the first step in procuring goods and services on behalf of the university is to complete the Purchase Request form and submit it to the Athletic Business Manager.

This form is a request to order, not an order itself. Completion of the requisition alone does not constitute placing the order.

Be sure to include pertinent information either on the form or with attachments (quotes, art work, etc.).

The exception to completing the form and acquiring approval prior to a purchase is when the employee is traveling.

Once the purchase request form is approved by the Athletic Business Manager, the Athletic Business Manager will determine which method of purchase is to be used.

The four methods of procuring goods and services on behalf of the University are:

  1. Purchase Order
  2. P-Card
  3. Direct Invoice
  4. Petty Cash

Purchase Orders

A Purchase Order (PO) is a contract between the university and a vendor. In addition to information about the goods or services ordered, delivery, price, and payment terms, it contains many provisions and conditions required by state and federal laws and by university policy.

The PO process

  1. The Account Clerk uses the requisition and quote to create a shopping cart in IPFW's SRM system..
  2. Once the cart is approved, purchasing issues a Purchase Order and transmits it to the vendor.
  3. The vendor can now produce and deliver the goods or services.
  4. The IPFW recipient then checks to make sure they have received the goods or services in good order and confirms this with the account clerk (e.g. turning in the packing slip).
  5. The account clerk then confirms receipt in IPFW's system.
  6. The vendor sends an invoice referencing the PO number to IPFW.
  7. If all three things (items on the PO, items received in IPFW's system and the items on the invoice) match, a check is generated to pay the vendor.
  8. If all three things do not match, a check will not be generated until they are items are reconciled.

Purchase Orders greater than $10,000.00

Request for Quote (RFQ) or Request for Proposal (RFP) process

Purchase requests that total $10,000 or more must be competitively bid (see Waiver below for additional information). Purchasing Services is the only authorized entity on campus that can perform these services. Therefore, Purchase Services' Buyers are responsible for obtaining competitive quotations on behalf of the university. In general, orders of $10,000 or more are sent out for bid. Departments should not attempt to obtain quotations outside Purchasing; this will simply slow the purchasing process.

Quotations must be submitted by vendors according to required procedures and are maintained as a permanent record for audit by state and federal agencies. The bid process takes approximately three weeks from the time bids are solicited until an order is placed. In emergency situations, requests for quote will be faxed. If you have items you would like quoted, submit your list of items or specifications, with a suggested list of vendors, to Purchasing. A Buyer may add vendors to the list. Before issuing a purchase order, Purchasing will advise you as to the results of the Request for Quotation. Buyers will generally specify the lowest bidder, keeping in mind the importance of equal quality. Departmental input concerning the bid results is requested, but the ultimate responsibility for selecting the vendor lies with the Purchasing Department.

Bids presented by vendors are confidential information. The results of the bids are held in confidence to allow fair and equitable treatment to all bidders and to assure that no particular vendor has an unfair advantage. When bid results are shared with you, it is expected that these results remain confidential. Requests from vendors concerning bid results should be referred to the Purchasing Department.

Waiver

Occasionally, it may be necessary for a department to order an item without undergoing the bid process. When this situation occurs, a Sole Source Justification form is required for items valued at $10,000 or more. The form, which can be obtained from the Account Clerk or Purchasing, must be attached to a completed requisition stating other items considered; the unique characteristics which cause the item not to be available from competitors; other vendors or manufacturers contacted and names of individuals; and the reason for selection. The form must be signed by the requester and the department head and then submitted to the Director of Purchasing for approval. If the justification is denied, Purchasing will send Requests for Quotation to a list of vendors who supply similar items.

How to change an order

Whenever an item needs to be adjusted or deleted, please contact the Account Clerk. The Form 26 will be sent to Purchasing explaining the adjustment.

How to return an order

Whenever an item needs to be returned, please contact the Account Clerk as NO RETURNS ARE TO BE MADE WITHOUT WORKING THROUGH PURCHASING with the packing slip received and the shipment. Explain why you wish to return the item. If you want an exchange, give complete information regarding the item you need. Send the item to Shipping and Receiving with a note to "Hold for paperwork from Purchasing." The Form 40 and packing slip should be sent to Purchasing. Purchasing will obtain the return authorization, prepare the paperwork and label to accompany the shipment, and send the department a copy of the Returned Goods Bill of Lading as verification.

Stores

IPFW employees may purchase office supply items such as printer cartridges, typewriter ribbons, pens, binders, etc through Stores. A catalog is available through the Account Clerk. Most orders will be returned by campus mail within two working days. An emergency order can be placed by calling the order in to Stores and sending a properly signed requisition to Stores personnel. Returns are made directly to Stores. They must be accompanied by a copy of the packing slip and must be returned within 15 days of receipt by your department.

Department Procurement Card

The University has two different types of Procurement Cards, one type is in the name of an individual and the other is in the name of a sport/program.

P-card in the name of a sport/program.

This kind of P-card is intended to provide an efficient, cost-effective method of purchasing and paying for small dollar transactions.

These cards are not allowed to be used for capital items, travel, gifts, computers, memberships, or personal services.

The transaction limit on the athletics card is $2,400.00 and monthly aggregate limit of $3,000.00.

Department P-Card Process

  1. Complete the Purchase Request form and have it approved by the Business Manager.
  2. Check out the P-card from the Account Clerk.
  3. Show the state tax exempt form to the vendor to remove state taxes from the bill.
  4. Return with the merchandise, receipt, state tax exempt form, and the P-card.
  5. Turn the receipt, state tax exempt form and the P-card back into the Account Clerk or Business Manager within 24 hours.

Individual P-Card

This kind of P-card is intended to be used for team and individual travel.

These cards (like the sport/program ones) are not allowed to be used for capital items, gifts, computers, memberships, or personal services.

The transaction and aggregate limits are related to historical team travel expenses.

The individual assumes responsibility for all charges (authorized and unauthorized) on the card.

Individual P-Card Process

  1. A purchase request form is needed unless the expenses are related to travel.
  2. The individual must provide the account clerk with a receipt for all authorized charges placed on the card upon purchase.
  3. Because these cards are in the name of an individual, unathorized charges are to be disputed with the credit card company by that individual.
  4. The P-card should be kept in a safe place by the individual.

Direct Invoice

For certain types of services, Requisitions and Purchase Orders are not required. The Invoice (detailing the services) along with an Invoice Voucher are prepared by the Account Clerk, approved by the Athletic Business Manager, and submitted with the to Accounting Services for final approval and payment.

Examples of direct pays are: repairs, memberships, dues, registrations, honorariums, utilities, and personal services.

Repairs to Equipment

When equipment needs major repair (over $500), it is best to receive a quotation before the work begins. Ask the vendor to warranty the work in writing whenever possible. A requisition is not required unless the vendor requests it; however, on extensive equipment repairs, conversions, or upgrades, it is best to complete a requisition showing the estimated cost of repair.

Petty Cash

Staff members may be reimbursed for small purchases made with their own money, provided they have the prior approval of their department head to make cash purchases, and purchases are made according to the following guidelines: