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Buyers Guide
The Procure-to-Pay Buyers Guide provides faculty and staff with information applicable to the
efficient and effective purchasing of equipment, supplies and services from external suppliers.
It was developed to promote the use of best practices, ensure compliance will all financial
policies, procedures, regulatory requirements, and limit the University's risk and liability
exposure.
Faculty and staff compliance with the information contained herein is required to ensure an
efficient and effective purchasing process, support the University's business goal, and
ensuring responsibility and accountability. In addition to this information contained in this
document, some Schools and Centers may have additional organization specific purchasing
procedures and requirements. Faculty and staff with purchase authority must be familiar with
those procedures and adapt the information in this Buyers Guide to their organization's
specific requirements.
Section I: Procure-to-Pay (P2P) Project
Launched in February 2006, the P2P Project is a collaborative effort
among Purchasing Services,
Office of the
Comptroller, and
Information Systems &
Computing (ISC) that is intended to further enhance the campus-wide purchase-to
pay-process.
Section II: Customer Support
Customer support resources that are available to faculty and staff using the University
approved procurement system.
Section III: Financial Policies, Guidelines, Code of Ethics and Conflict of Interest
University procurement and disbursement policies, guidelines, and ethical business practices faculty and staff are required to follow when making a purchase from an external supplier.
Section IV: Training Information
Financial system related training information provided by the Financial Training department
in the Division of Finance.
Section V: Getting Started
Overview of the purchasing process for newly appointed faculty and staff.
Section VI: Authorized Buying Methods
Overview of the University's authorized buying methods for equipment, supplies and services
from external suppliers:
Section VII: Purchasing Forms
Information of procurement and disbursement forms used at the University.
Section VIII: Buying Tips & Information
Buying tips, resources and related information for authorized BEN Buys system users and credit
card cardholders.
Section IX: Cost Saving Opportunities
Information on where to buy required equipment, supplies and services at the least total cost.
Section X: Supplier Information
Information related to suppliers that provide the products and services required by the
University.
Section XI: Purchase Order Approval Process
Information on the Purchasing Services purchase order final approval process for
transactions >$5,000.
Section XII: Supplier Payment
Supplier invoice payment related information to ensure timely payment of purchase order
invoices.
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