Purchasing Update eRequest Refresher New eStores Overview

1. Purchasing Update eRequest Refresher New eStores Overview

2. Goals of University Purchasing • Nathan Andridge—Senior Director of Purchasing Receiving, Stores and Mail (2012) • Focus on Strategic Purchasing • Saving the university $50 million over the next 4 years • Using Contracted Vendors (eStores) • Reducing vendor database • Lowering the total cost of ownership

3. Why Use Contracted Vendors? • 6 to 9 months has been spent negotiating contracts with vendors • Purchase high quality goods and services at a low cost • Standardize products/services across campus

4. Why Use Contract Vendors? • Aggregate university spending • Aids spending analysis • Firm pricing and discounts • Long term vendor relationships • Faster processing using eStores

5. Vendor Maintenance • New process established by central purchasing to reduce the number of suppliers in our vendor database • Currently 18,571 • Down from over 100,000+ • Goal next year 15,562

6. Vendor Maintenance • Most purchases from new vendors are one-time purchases • Admin cost to setup new vendor • $275 • Admin cost for purchase order • $350

7. Vendor Maintenance Questions? • Have the goods and/or services been received? • Would a PCard be an alternative method of payment to vendor? • What OSU vendor provided similar goods/services in the past for the department?

8. OSU Mandated Contracts • Office Max • UPS • Plumbing Services (4) • ComDoc Preferred Vendors • DS Water • Aramark

9. Procurement Process Overview What happens to my order after I submit it?

10. Approval Matrix Review

11. Procurement Forms Signature Guide

12. Internal Contracts • Marie Mead’s Signature is required. • Department obtains signature via email, prior to eRequest approval. • Examples: The Blackwell Meeting Room, Fawcett Center, Residence Life, TTM Bus Rental, etc.

13. External Vendor Contracts • Departments are NEVER authorizedto sign any contract or agreement. • Only authorized signature of The Director of Purchasing is valid • Contracts/agreements should be attached to the eRequest, and the BOC will obtain the signature from purchasing.

14. Business Meal Forms • Meal form is to be completed by department prior to eRequest approval. • Department will obtain all department signatures • BOC will obtain Marie’s Approval if BOC is making the purchase • Alcohol (Preapproval required when BOC pays) • Spousal Attendance- must be pre-approved • Department obtains via email • Dollar Limit Exceptions- must be pre-approved • Dean Direct Report

15. Business Meal Forms • What information is required? • Meal Type • Date, Time, and Location of the meal • Detailed Business Purpose • Attendees and their Affiliation • Large Student/alumni groups may be grouped • Example: Class of 1963 Alumni, Members of CHEER Camp, Etc • Appropriate Signatures

16. Bid Waiver Forms • Department completes appropriate Request for Bid Waiver Form prior to eRequest approval. • Separate forms for UNIV or OSP Funds • Department obtains all department signatures • If UNIV, BOC will obtain Marie’s signature

17. Bid Waivers • A bid waiver is an “exception” to the bid process • Bid limits are >$25,000 for goods and >$50,000 for services. • OSP: Federal Grant: $10,000 • If you are unsure, contact your SPO • These limits are supplier specific and applied to each org / fund combination on a fiscal year basis. • Purchases from eStores, or university-wide contracts are excluded from this provision.

18. Bid Waiver Process • There are four types of waivers: • Sole Source • Emergency • Economic • Technical and Specialized Consulting Services • Documents needed • Approved requisition from the Financials System • Completed Request for Waiver of Competitive Bidding form including appropriate signatures • Detailed explanation for the waiver • Quotation, contract, service agreement from the supplier to support waiver • A completed Declaration of Material Assistance (DMA) form for purchases $100K or more.

19. Wire Transfer Forms • The BOC will complete and request appropriate signatures. • UNIV: Marie • OSP: PI • BOC will email form to initiator for signature • BOC send to AP for payment. • To aid in more efficient processing provide Proforma invoice with vendor contact information.

20. Break & Questions

21. eRequest

22. Contact Information The “Requested For” field determines who the purchase is being made for. • Requested For: Will default to Initiator’s name. • Requester Access: You can update this field. • Standard Access: Unable to change this field. Initiator information will default here.

23. Purchasing/Payment Option Reimbursement To Employee:When an OSU Employee purchases goods or services on behalf of the University. Not to be used for Travel related expenses. • Standard Purchasing Request: • Supplies/Equipment • eStores • Services • Change Orders • Blanket/Term Orders • Memberships • Payment: • To be used for travel prepayment expenses including: cash advances, hotel, registration, etc. Purchasing Card Preferred: Should only be used when the department makes a purchase on their department card. • Refund: • When goods or services have been purchased from the University and are later canceled or returned. Internal Order: Should be used to make purchases with OSU Internal Vendors. This does not include eStores punch-out. Reimbursement To Non-Employee: When an OSU Student purchases goods or services on behalf of the University. Not to be used for Travel related expenses. Blanket Order Release: To arrange payment of an invoice against an existing blanket purchase order.

24. Vendor/Payee and Item Details • Description: • Be as specific as possible. What is it you want the BOC to purchase? • Examples: • Hose, Pro Gold, High Temp Polymer, Part# • AR-06-HTP • APA Professional Membership • Change Order to PO 145274AA32 Vendor/Payee Information: The vendor name must be on top! Include all necessary vendor information including: name, address, contact and/or phone number First Impressions 1791 Coventry Rd. Columbus, OH 43212 Donna Vorce 614-555-5555

25. General Request Information • Ship to: Where do you want the items to be delivered? • 116 Bolz Hall • 2036 Neil Ave. • Columbus, OH 43210 • Attn: Brutus Buckeye • N/A • Additional Info: Any other information the approver or the BOC should know goes here. • Shipping Info • Website • Due date • Special purchasing instructions

26. Business Purpose • A well stated business purpose should answer the following questions: • Why is this purchase taking place/necessary? • How will this purchase benefit OSU/Engineering? • Should be written to communicate the reason for and the benefit of the purchase to someone outside the department or engineering. • Acronyms must be spelled out.

27. Example of Appropriate Business Purposes • “Electrical materials for the Electronics Lab to be used in research by graduate students as a part of the engineering projects program.” • “Computer supplies to be used for data analysis and research by the Buckeye Bullet Student Project team at the Center for Automotive Research.” • “Custom construction of two vessels which will be used to measure varying degrees of decay on two specific metal types.”

28. Attachments Quote from Vendor Meal Form Webcart/Screenshot Necessary Approvals MOU Receipts E-mail quote from vendor NO verbal quotes!!

29. Funding Source Business Meals: 64408 Meals at University Functions: 64493 Alcohol: 64430 *Discretionary Fund

30. Blanket Order Release Initiator Blanket Order Release Description, Quantity & Cost

31. Blanket Order Release Ship to, Additional Info and Business Purpose Attachments Org, Special Funding Instructions and Chartfield

32. Change Order Standard Purchasing Request Description/Vendor Information

33. Change Order Ship To, Additional Info Business Purpose Attach any supporting documentation

34. Cash Advance Payment Description/Vendor

35. Cash Advance Ship To Business Purpose Attachments needed to support transaction

37. Benefits of using eStores • eStores items are from contracted suppliers - No bids or waivers are required- Contracted lowest overall pricing • Extensive selection of products and suppliers • Easy identification of items from MBE and EDGE • Imports shopping cart directly into eRequest - Ensures accuracy of items requested - Expedites processing of transactions - Automatic PO Dispatching and Faxing

38. FAQs • Why do my items have to be shipped to Central Receiving? • Packages are opened and inspected….. • Less delivery trucks on campus…… • Packages delivered to campus addresses within 2 - 3 hours of receiving… • Tracked in PeopleSoft • What should I do with invoices sent to me/department? • E-mail to apinvoices@osu.edu (Include Purchase Order Number) • My eRequest is in pending completion status what does that mean? • Your order was approved at the BOC and is pending dispatch from a BOC buyer or further processing by OSP/UNIV purchasing department. • OSP Purchasing 614-292-6871 • UNIV Purchasing 614-292-2694

39. FAQs Cont… • My eRequest is in completion status, but I have not received my items? • Your order was approved at the BOC and dispatched by a BOC buyer or OSP/UNIV purchasing department • To save time and expedite your request contact vendor • Confirm they have received PO or CC payment • Confirm shipment of items • Contact the BOC if additional action is needed. • How do I process an OSP Consultant agreement? • All OSP Consultant agreement should be sent directly to your Sponsored Program Officer • What is an alternate documentation for original receipts? • Duplicate of original receipt… • From a copy or scan you have made • Reproduction by the vendor

40. FAQs Cont… • How do I return an item to vendor? • Contact vendor to obtain return merchandise authorization (RMA) or e-stores return form if purchased via e-stores punchout • Return item to vendor • Contact the BOC if merchandise was purchased using BOC credit card • If I make comments in eRequest will the BOC be notified? • The BOC is not notified when updates are made to eRequest. Please contact the BOC with question or concerns about your request • When should I submit a critical/emergency eRequest? • Equipment is broken • Unable to do job without supplies or equipment needed • When should I use my department PCard? • Business meals • Emergencies • Purchases needed after business hours