Authorized Buying Methods
Method: Purchase Order
An official purchase order is the University's primary buying method.
When using the
purchasing system, authorized faculty and staff are able to order from
University approved suppliers (see “Supplier
Selection Guide") that provide most commonly order products and services at
"least total cost."
Integrated into the purchasing system is the
Marketplace, Penn's private supplier exchange, that contains online product
catalogs with Penn specific contract pricing from over 175 of the University's
most commonly utilized suppliers.
Preferred contract suppliers enabled in the Penn Marketplace offer competitively
bid or negotiated pricing. Purchases from all marketplace suppliers regardless
of total cost are exempt from the
competitive bidding requirements.
Method: Purchasing Card
A University issued
MasterCard Purchasing Card is the secondary buying method that is to be used
for incidental one-time purchases with an aggregate total cost of <$1,000.
All purchases of restricted commodities and
from restricted suppliers must be processed via the BEN Buys Purchasing System.
Purchasing Card Supplier Portal enables authorized cardholders to order from
Purchasing designated credit card enabled online ordering sites.
At no time is an authorized cardholder permitted to use
their MasterCard Purchasing Card for personal purchases.
Faculty and staff requiring express shipping services are to use the online
application provided by UPS, Penn’s sole source logistics contract supplier.
Penn faculty and staff that require University authorized and reimbursement
business travel are to use the “Penn Travel Portal” for
accessing information on preferred travel agencies, airlines, hotels and car
rental suppliers. Additional travel related information is also available
including information personal travel discounts offered by our various preferred
travel services suppliers.
- Travel &
Express Corporate Card allows authorized cardholders to charge
business-related travel and entertainment expenses, separating their business and personal activity.
- Events & Meetings:
The American Express Meeting
Planning Card allows authorized cardholders to charge meeting and
event-related expenses without burdening a staff member's personal credit cards.
Fleet Fuel & Repair
The University has selected the "Wright
Express Fleet Card Program” as the authorized payment method for fuel and
repairs to University owned vehicles. It is the responsibility of the Fleet Fuel
Card cardholder to use the card appropriately. The card will ensure that the
University captures its tax exempt status while maintaining and fueling our
vehicle fleet. At no time is an authorized cardholder permitted to use their
Wright Express Fleet Fuel Card for personal purchases.