The Procurement & AP Services Department

1. The Procurement & AP Services Department 2011

2. Who are we? • The Procurement & AP Services Department is a unit of the Division of Administration and Finance reporting to the Associate Vice Chancellor for Finance. It consists of the Purchasing Office and Accounts Payable Office. The Department is responsible for the procurement of all commodities and services for the University, the payment of invoices and contracts relevant to these acquisitions and the disposition of all University assets. • Website: http://www.wcu.edu/11604.asp

3. Requisitions • Importance of accurate requisitions • Contact us before starting a requisition • Copier and printer purchases • Standing orders • State Contracts • Sole Source (Form on Purchasing Website) • Bookstore, Catamount Clothing & Gifts and Print Shop requisitions

4. Purchase Orders • Life Cycle • Receiving Copies

5. Bids/Quotes • $5,000-$10,000 needs three quotes (must be on our bid form and solicited by the Purchasing Office) • Over $10,000 must be posted on State’s IPS • Over $250,000 submitted to the Division of Purchase and Contract for bidding • Does not matter what the source of funds is- rules still apply

6. P-Card • P-Card Use • Policy and Procedures • Website: http://www.wcu.edu/11628.asp

7. CataMart System • CataMart (SciQuest) Purchasing System • What is CataMart • Implementation schedule • Website: https://intranet.wcu.edu/sites/eProcurement/SitePages/Home.aspx

8. Surplus Property • What is surplus property? • Junk • Yard Sales • Surplus store • Website: http://www.wcu.edu/11616.asp

9. Important Purchasing Links • Purchasing Home Page: http://www.wcu.edu/11604.asp (FAQ’s coming soon) • Purchasing Policies & Procedures: http://www.wcu.edu/11646.asp • P-Card Page: http://www.wcu.edu/11628.asp • CataMart Purchasing System: https://intranet.wcu.edu/sites/eProcurement/SitePages/Home.aspx • Surplus Property: http://www.wcu.edu/11616.asp

10. Accounts Payable Policies and Procedures 340 HFR Admin Bldg 828-227-7203 phone 828-227-7634 fax AccountsPayable@email.wcu.edu

11. Check Requests • Purchase Order or P-card not required (Do NOT use if there is a PO for the order) • Approved expenditures only • Filled out completely (use legal name, no nickname) • Documentation • Allow two weeks for processing

12. Common Errors • Account and Fund codes • Copies of documentation • Approval signatures

13. Purchase Orders • Submit when items are received and checked off • Wal-Mart, Ingles, Lowes – submit within 7 days • Partial receiving copies • Return activity

14. Common Errors • Receiving copy not submitted in a timely manner • Missing signature, complete vs partial • Failure to account for items • Returns/credits • Purchasing items NOT listed on PO, going over amount using blanket PO

15. Contracted Services • Must be prepared PRIOR to service/event • Allow two weeks for processing

16. Common Errors • Account/Fund codes • Date of service/Date check needed • SS#/TIN • Appropriate signatures • Prepared after service/event