The Procurement & AP Services

Department

2011

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

Who are we?

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

Requisitions

Life Cycle Receiving Copies

Purchase Orders

$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

Bids/Quotes

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

P-Card

CataMart (SciQuest) Purchasing System What is CataMart Implementation schedule Website:

https://intranet.wcu.edu/sites/eProcurement/SitePages/Home.aspx

CataMart System

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

Surplus Property

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

Important Purchasing Links

Accounts Payable Policies and Procedures

340 HFR Admin Bldg828-227-7203 phone

828-227-7634 faxAccountsPayable@email.wcu.edu

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

Common Errors Account and Fund codes

Copies of documentation

Approval signatures

Purchase Orders Submit when items are received and

checked off

Wal-Mart, Ingles, Lowes – submit within 7 days

Partial receiving copies

Return activity

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

Contracted Services Must be prepared PRIOR to service/event

Allow two weeks for processing

Common Errors Account/Fund codes

Date of service/Date check needed

SS#/TIN

Appropriate signatures

Prepared after service/event