Ways
to Purchase Goods
-
The campus utilizes PeopleSoft Financial Systems. This system allows
departments to enter requisitions electronically, which are then
converted into purchase orders by Contract & Procurement Services.
Our buyers determine what type of purchase order
to issue or the method of procurement to use, based on the item
requested, type of funding to be used, and the dollar amount involved.
Departments shall, if possible, provide at least
one suggested vendor on all orders and list current price(s) on
their requisition. If a department suggests a vendor that is not
in listed in the PeopleSoft vendor table, please make sure to provide
a current order address, including the zip code, telephone number,
FAX number and contact person on the Header Comments panel.
Our department maintains a list of vendors and
a supply of catalogs for many products and services, along with
other resources to assist you in locating a product or vendor. Please
call ext. 6-2232 if you would like assistance in locating a source
for goods or services.
If your order is using a California Multiple Award
Schedule (CMAS) contract, please refer to that contract number on
the Header Comments panel. If you are ordering parts, it is helpful
to include the part number or model number on your requisition.
If there are delivery/installation requirements (i.e. assembly,
set-up, installation, etc.) this should be noted on the Header Comments
Panel.
- As an option to other procurement methods
such as requisitions, petty cash, and direct pay, we offer staff
the flexibility of using a GE Capital MasterCard Procurement Card.
The card can be used for supplies and equipment up to $3,500 including
tax and any shipping costs. We encourage cardholders to use the
card for low-value purchases in order to achieve overall cost savings
and improve processing time.
Any staff member is eligible for the card, with
proper departmental approval. Obtaining a card is not based on an
individual's personal credit history and will not affect your credit.
To apply for a card, fill out the application
form and return it to Tessa Betz in Contracts, Procurement, and Risk Management. Once we receive your card from GE Capital, we will set-up
a 30-minute training session to go over the Cardholder
Handbook and give you the card.
One of the recent enhancements of the P-Card, is
Strategic Account Management (SAM). SAM is a web site that allows
you to view your charges after they post, print out a report of
current or past charges, and change the accounting information (speedchart)
on a particular charge. Using this web page will eliminate the need
for expenditure transfers, provided they are done by the 22nd of
each month. You can register your card and assign yourself a password
by downloading the SAM
Tutorial. (Please click here for SAM quick tips for MAC users.)
The program is jointly administered by Contract
& Procurement Services and Accounts Payable Departments. If
you have any questions about processing your monthly
report, please do not hesitate to contact Contract & Procurement
Services or the Accounts Payable Department.
- If
an item is immediately available locally and costs $50 or less,
the department may purchase the item(s) and submit the receipt along
with an approved disbursement form to the State Cashier for reimbursement.
Submission of the receipt is limited to thirty days from date of
purchase, and not more than $50 of supplies may be purchased from
one vendor in one day by one department. Splitting of purchases
to avoid the $50 limit is not permitted.
- To reduce administrative costs, Contract & Procurement
Services and Accounts Payable have established several ways in which
to meet a department's requirements through the Direct Pay method.
Subscriptions/Memberships, Staff/Student Reimbursements,
and Disbursement requests up to $3,500 are processed directly through
the Accounts Payable department (A/P). Departments should fill out
the Direct Pay Form
and attach the invoice, or receipt and send it directly to Accounts
Payable for processing.
The Direct Pay method cannot be used for services.
The Direct Pay method should only be used when
a purchase order is not already in place
- Contract & Procurement
Services has established several campus contracts that are available
for any department to use. These contracts eliminate the need to
process requisitions. For a list of current campus contracts and
additional information, consult the page on Campus
Contracts.
s
- Office and stationery supply requirements
shall be ordered using the University’s contract with Office
Max or the El Corral Bookstore.
To browse the Office Max web site, log on at: http://www.officemaxsolutions.com/html/index.shtml
Username: calpolybrowse
Password: 2browse
You cannot order items when browsing the catalog. To order items,
you will need to log in with your department password. If you require
a password, please complete the Department
Set Up Form.
Office Max has designated 700 items as Cal Poly's
Category "A"
items. These are our core items and provide the deepest discount
when ordering. To view this list click. We STRONGLY recommend that
campus users choose these Category
"A" list items in conjunction with ExPOW
Suppliers to obtain a lower cost alternative.
Category "B"
items are every other item in the Office Max catalog. These
items are also discounted from the published list price.
There are various representatives from Office Max
that are ready and able to assist you. These associates have technical
knowledge in their assigned field. Below is the contact name and
information and the field they serve.
Kimberly Pearson - Business Relationship Manager 510-861-6859
Jon P. Sheldon - Sr. Technology Specialist 800-310-8008 x 5545
Fernando Jauretche - Furniture Consultant 800-323-0173 x5820
Please feel free to give any of these associates
a call if you have any questions. If you have a general question
or need general ordering assistance customer service is available
M-F 6am-10pm (CST) and Sat 8am-2pm (CST).
Office
Max Retail Connect Card
Office Max and Contract & Procurement Services
(C&PS) are pleased to present an Office Max Retail Connect Card.
All Cal Poly employees can now take advantage of the CSU special
pricing on contracted office supplies (Office Max Enterprise Solutions
catalog) by using the retail card at any Office Max retail store.
The cards can be used for personal purchases or for state purchases.
Personal purchases can only be made at the Office Max Retail Stores.
It is important to note that the Retail Connect Card is a discount
card, not a credit card. The card is used to identify CSU contracted
items and thus passing on the price discount to the Cal Poly employee.
For more information, please refer to the Purchasing
Memo dated January 26, 2006.
El Corral Bookstore orders can
be processed by using the campus
contract.
Simply provide the sales clerk with the Purchase Order number, your
name, department and phone number. On the invoice, provide the chart
of accounts and submit to Accounts Payable for payment.
The contract and procurement contact for office
supply ordering is Suzanne Lacaro at 756-5190 or slacaro@calpoly.edu
|
Home
