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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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Purchasing Card Commodity & Supplier Restrictions

The Purchasing Card is the authorized buying method for low dollar one time purchases from external suppliers. All authorized Cardholders must utilize their purchasing card in accordance with Financial Policy #2303 - Use of a Purchasing Card and the BEN Financials Commodity Matrix. At no time is an authorized Cardholder to use their Purchasing or Fleet Fuel Card for a personal purchase.

Purchasing Services conducts random Purchasing Card activity audits to ensure compliance with the program commodity and supplier restrictions listed below. Cardholders violating Purchasing Card commodity and supplier restrictions will be contacted and their School or Center senior financial officer will also be notified when appropriate.

Please direct questions regarding the Purchasing Card commodity and supplier restrictions to Ralph Maier in Purchasing Services.

Product and Service Restrictions

Supplier Restrictions

Products or services available from a University preferred contract or Penn Marketplace supplier
Alcohol such as beer, wine or spirits
Animals for use in laboratory research
Bottled Water (Purchasing Card can be used for Deer Park)
Business entertainment
Car Rentals (urchasing Card can be used for PhillyCarShare)
Cash advances including wire transfers and money orders
Catering services requiring a formal supplier contract
Consulting Services
Express shipping services
Firearms or ammunition
Gasoline or Diesel (permissible for MasterCard Fleet Fuel Card Cardholders only)
Gifts and donations
Hazardous materials (defined as radioactive materials, chemicals and reagents, biological materials, compressed gas, bulk ethyl alcohol and DEA licensed materials, including prescription drugs)
Hotels and motels (Purchasing Card can be used to make Club Quarters-Philadelphia hotel reservations)
Insurance premiums
Medical services (defined as expenses related to medical care or services)
PayPal online payment accounts (only upon receipt of prior approval from the Purchasing Card Administrator)
Pre-paid Cards including gift and phone cards
Purchases with a unit cost of $5,000 or more
Relocation and moving expenses for faculty and staff
Septa tokens (bulk purchases only upon receipt of prior approval from the Purchasing Card Administrator)
Service payments to individuals
Travel services such as airlines, car rental companies, and entertainment (e.g. meals at restaurants). (Purchasing Card may be used to purchase AMTRAK train tickets)

Purchases from a Deactivated Supplier.
Purchases from suppliers listed in the Federal Excluded Parities List Systems
Purchases from eBay (only via PayPal upon receipt of prior approval from the Purchasing Card Administrator)
Purchases from Foreign Visitors, Non-Resident Alien (payments to or on behalf of a foreign visitor; including travel related expenditures such as airfare, shuttle, train, etc.)
Purchases from an Individual
Purchases from a Penn Marketplace Supplier.
Purchases from a Preferred Contract Supplier.