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Procure-to-Pay

P2P Process Guide

·	P2P Process Flow Chart

Authorized Buying Methods

·	Policies & Guidelines
·	Purchasing Basics

Buying Decision Chart

·	Commodities A to C
·	Commodities D to L
·	Commodities M to R
·	Commodities S to Z

Supplier Selection Guide

·	Purchasing Contract Suppliers
·	BEN Buys Approved Suppliers

BEN Buys Purchasing System

·	About the Purchase Order
·	PO Shipping & Freight Terms
·	BEN User Roles & Responsibilities
·	PO Process Document
·	Commodity Categories

The Penn Marketplace

·	Marketplace Suppliers
·	Punchout Supplier Guides
·	Supplier Feedback Form

MasterCard Purchasing Card

·	Cardholder Roles & Responsibilities
·	P-Card Process Document
·	Commodity & Supplier Restrictions

Purchasing Card Supplier Portal

EDI Processes

BEN Pays Payment System

·	About Supplier Payments

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Buying Decision Chart

The Buying Decision Chart, indexed by supplier and commodity purchase type, is designed to assist faculty and staff in determining the appropriate authorized buying method for products and services required by the institution. The BEN Financials Commodity Matrix provides a more detailed view of authorized buying methods by specific commodity.

Buying Method Indexed by Commodity Purchase Type

Commodity Purchase Type	Description	Buying Method	Approval Requirements
Advertising	Print, broadcast, web, transit, and outdoor advertising	Journal - 26 Digit Budget Account Number	Prior Approval by an Appropriate School or Center Business Administrator
Automotive Fuel & Repairs	Fuel and repairs for University owned vehicles	Wright Express Fleet Fuel Card	Point-of-Demand Approval by Authorized Cardholder
Catering Services	An Approved Caterer must be used for all on-campus events	BEN Buys Purchase Order	School/Center PO Manager approval under $5,000, Purchasing approval over $5,000
Equipment Maintenance Agreements	All annual equipment maintenance agreements (excluding copier and computers) require competitive quote from Specialty Underwriters	BEN Buys Purchase Order	School/Center PO Manager approval under $5,000, Purchasing approval over $5,000
Express Shipping Services	All outbound ground, air, and international express shipping service	UPS Express Shipping System	Requires School/Center senior business administrator approval to become an authorized shipper
Hazardous & Radioactive Materials	All purchases of hazardous and radioactive materials requirements must be approved in advance by EHRS	BEN Buys Purchase Order	School/Center PO Manager approval under $5,000, Purchasing approval over $5,000
Laboratory Animals	All laboratory animals must be ordered by ULAR	BEN Buys Purchase Order	School/Center PO Manager approval under $5,000, Purchasing approval over $5,000
Stationery - Penn Branded Products	Penn branded stationery (letterhead, business cards, envelopes, labels, and note pads)	BEN Buy Purchase Order	School/Center PO Manager approval under $5,000, Purchasing approval over $5,000
Travel and Entertainment	School and Center authorized faculty and staff business travel and entertainment costs.	American Express Corporate Card	Point-of-Demand Approval by Authorized Cardholder

Buying Method Indexed by Supplier Purchase Type

Supplier Purchase Type	Description	Buying Method	Approval Requirements
Preferred Contract and Penn Marketplace Suppliers	Most commonly ordered products and services - competitive bidding requirement waived for purchases of $5,000 or more	BEN Buys Purchase Order	School/Center PO Manager approval under $5,000, Purchasing approval over $5,000
Non-Contract BEN Buys Approved Suppliers	General products and services - competitive bids required for purchases with an aggregate cost of $5,000 or more	BEN Buys Purchase Order or MasterCard Purchasing Card	Same as above or Point-of-Demand Approval by Authorized Cardholder
Suppliers not Available in the BEN Buys Approved Suppliers	Generally low dollar one time purchases of products and services	MasterCard Purchasing Card	Point-of-Demand Approval by Authorized Cardholder
Gasoline & Vehicle Repair Stations	Fuel and repairs for University owned vehicles	Wright Express Fleet Fuel Card	Point-of-Demand Approval by Authorized Cardholder
Purchasing Card Enabled Supplier	Non-marketplace contract suppliers with configurable products, key suppliers that do not accept a purchase order, or for cardholders that do not have access to BEN Buys	MasterCard Purchasing Card	Point-of-Demand Approval by Authorized Cardholder