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.

• Procure-to-Pay Project
• What's New in Purchasing
• The Bottom Line

Section II: Customer Support

Customer support resources that are available to faculty and staff using the University approved procurement system.

• Purchasing Customer Feedback
• BEN Helps
• BEN Knows

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.

• Principals of Responsible Conduct
• University Procurement & Disbursement Financial Policies
• Ethical Guidelines
• HIPAA
• Intermediate Sanctions

Section IV: Training Information

Financial system related training information provided by the Financial Training department in the Division of Finance.

• Financial Training Department
• Registration
• Training Courses
• BEN Financials Training Documentation

Section V: Getting Started

Overview of the purchasing process for newly appointed faculty and staff.

• Overview of Purchasing at Penn
• Purchasing for Newly Appointed Faculty & Staff
• Purchasing Basics
• Use of a University Purchase Order
• Purchase Order Terms and Conditions
• Pennsylvania Sales Tax Information
• Socially Responsible Purchasing
• Commitment to Local Community Business Development
• Commitment to Diversity Supplier Business Development
• Sustainability at Penn

Section VI: Authorized Buying Methods

Overview of the University's authorized buying methods for equipment, supplies and services from external suppliers:

• BEN Buys Purchasing System
• The Penn Marketplace
• Purchasing/Fleet Fuel Card Programs
• Travel Card Program
• BEN Financials Commodity Matrix
• Internal Service Providers

Section VII: Purchasing Forms

Information of procurement and disbursement forms used at the University.

• Purchasing Forms & Documents
• Office of the Comptroller's Document & Forms Library
• Independent Contractors & Consultants Guide
• Independent Contractor Determination & Certification (C-12)

Section VIII: Buying Tips & Information

Buying tips, resources and related information for authorized BEN Buys system users and credit card cardholders.

• Purchasing Services Staff
• Buying Resources
• Commodity Buying Tips
• Purchasing Seminars
• Sponsored Projects
• Surplus Property

Section IX: Cost Saving Opportunities

Information on where to buy required equipment, supplies and services at the least total cost.

• Preferred Contract Suppliers
• Equipment Maintenance Program
• Supplier Showcase Products & Promotions

Section X: Supplier Information

Information related to suppliers that provide the products and services required by the University.

• Supplier Scams
• Request to Add a New BEN Buys Supplier
• BEN Buys Approved Suppliers
• Preferred Contract Suppliers
• Penn Marketplace Suppliers
• Electronic Data Interchange (EDI) Suppliers
• Local Community Suppliers
• Diversity Suppliers
• Approved Caterers
• Deactivated Suppliers
• Supplier Name Changes
• BEN Buys Supplier Restrictions
• Purchasing Card Supplier Restrictions
• For Suppliers: Doing Business with Penn

Section XI: Purchase Order Approval Process

Information on the Purchasing Services purchase order final approval process for transactions >$5,000.

• Purchasing Services Final Purchase Order Approval Procedures
• Competitive Bidding Guidelines
• Purchase Order Revision Procedure
• After-the-Fact Purchase Transactions

Section XII: Supplier Payment

Supplier invoice payment related information to ensure timely payment of purchase order invoices.

• Purchase Order Supplier Payment Terms
• Supplier Payment Process Improvements (March 1, 2006)
• Purchase Order Invoices
• Purchase Order Hold Resolution Guide
• Receipt of Goods
• C-Forms