{"id":20120,"date":"2024-05-22T08:49:13","date_gmt":"2024-05-22T12:49:13","guid":{"rendered":"https:\/\/marymount.edu\/?page_id=20120"},"modified":"2024-05-22T08:49:13","modified_gmt":"2024-05-22T12:49:13","slug":"purchasing-goods-services-guidelines","status":"publish","type":"page","link":"https:\/\/marymount.edu\/faculty-and-staff\/financial-services\/procurement-and-payables\/purchasing-goods-services-guidelines\/","title":{"rendered":"Purchasing Goods & Services Guidelines"},"content":{"rendered":"

Process Steps:<\/h2>\n

Step 1:<\/span><\/b>\u00a0 Identify the need and business purpose.<\/span>\u00a0<\/span><\/p>\n

Step 2:\u00a0 <\/span><\/b>Evaluate your suppliers and obtain valid quotes.\u00a0<\/span>\u00a0<\/span>\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 3:<\/span><\/b> DO NOT MAKE A PURCHASE OR AGREE TO A SERVICE WITHOUT A VALID PURCHASE ORDER (PO) OR CONTRACT.<\/span><\/b>\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 4:<\/span><\/b>\u00a0 Check Workday to verify the supplier is already set-up.\u00a0\u00a0\u00a0 If supplier is not a current vendor, proceed to Step 5. If the supplier exists, verify whether the supplier\u2019s information \/address is correct, if not you will need an updated Form W-9 emailed to <\/span>procure@marymount.edu<\/span><\/a>.\u00a0 If correct, proceed to Step 5.<\/span>\u00a0<\/span><\/p>\n

Step 5:\u00a0 <\/span><\/b>Request a W-9 and ACH banking information from the Supplier, <\/span>Create New Supplier Request<\/span><\/a> in Workday and proceed to Step 7.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Step 6:\u00a0 <\/span><\/b>Choose type of purchase or service and follow the below process.\u00a0 <\/span>NOTE:<\/span><\/b>\u00a0 Gift Card Purchases are <\/span>NOT ALLOWED<\/span><\/b>.<\/span>\u00a0<\/span><\/p>\n\n\n\n\n\n\n\n
\n

Purchase or Service Type<\/h3>\n<\/td>\n

\n

<\/h3>\n<\/td>\n

\n

Process<\/h3>\n<\/td>\n<\/tr>\n

All purchases of goods or services that are not listed below:<\/span><\/b>\u00a0<\/span><\/td>\n\u00a0<\/span><\/td>\n\n
    \n
  1. Purchase Order (PO) Request in Workday: <\/span>Create a Requisition<\/span><\/a> that generates a PO.\u00a0<\/span>\u00a0<\/span><\/li>\n
  2. Proceed to Step 7 unless,<\/span>\u00a0<\/span>\n
      \n
    1. If a signed agreement or contract is involved \u2013 go to iContracts<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
One-time situation:<\/span><\/b>\u00a0<\/span><\/p>\n
    \n
  • No terms and conditions.<\/span>\u00a0<\/span><\/li>\n
  • Small micro-purchase.<\/span>\u00a0<\/span><\/li>\n
  • Examples: membership fees, hotel deposit, place a hold on a good or service.<\/span>\u00a0<\/span><\/li>\n<\/ul>\n<\/td>\n
\u00a0<\/span><\/td>\n\n
    \n
  1. Use a P-card.<\/span>\u00a0 Most P-cards have a overall credit limit of $3,500 and a single swipe limit of $1,500.\u00a0 If one-time purchase is higher, use your Division VP\u2019s P-card or request a one-time higher limit by completing a P-Card Request Form in Workday.\u00a0<\/span>\u00a0<\/span><\/li>\n
  2. Proceed to Step 7<\/span>\u00a0<\/span><\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
Amazon purchases, goods and supplies<\/span><\/b>\u00a0<\/span><\/p>\n\u00a0<\/span><\/td>\n\n
    \n
  1. Amazon for Business<\/span>\u00a0<\/span><\/li>\n
  2. Email <\/span>procure@marymount.edu<\/span><\/a> to confirm user account set up.<\/span>\u00a0<\/span><\/li>\n
  3. To access link, in Workday <\/span>go to<\/span><\/i> Create Requisition<\/span><\/a>.<\/span>\u00a0<\/span>\n
      \n
    • \u00a0In Requisition Type, select Supplier Website, <\/span>click<\/span><\/i> OK.<\/span>\u00a0<\/span><\/li>\n
    • Click<\/span><\/i> Connect to Supplier Website.<\/span>\u00a0<\/span><\/li>\n
    • Click<\/span><\/i> on Connect at the right of the Amazon Business logo.<\/span>\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n
    • After purchase has been made, you will be returned to Workday to finish the process that creates a PO#.\u00a0<\/span>\u00a0<\/span><\/li>\n
    • Proceed to Step 7<\/span>\u00a0<\/span><\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
One-time or consistent payments usually under the $10,000 threshold:<\/span><\/b>\u00a0<\/span><\/p>\n
    \n
  • Examples: Utility payments, legal services, library acquisitions, contractor\/contingent worker services<\/span>\u00a0<\/span><\/li>\n
  • If over $10k, terms & conditions may be iContracts <\/span><\/li>\n<\/ul>\n<\/td>\n
\u00a0<\/span><\/td>\n\n
    \n
  1. Proceed to Step 6,\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ol>\n

    Once invoice is received proceed to Step 7 for a <\/span>Supplier Invoice Request<\/span><\/a> (SIR).<\/span>\u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Step 6:\u00a0 <\/span><\/b>Order the goods and\/or services, be sure to include the approved PO number to supplier.<\/span>\u00a0<\/span><\/p>\n

    \u00a0<\/span>Step 7:\u00a0 <\/span><\/b>After the delivery of the goods and\/or services is complete, follow the guide below depending on purchase type:<\/span>\u00a0<\/span><\/p>\n\n\n\n\n
    \n

    Purchase Order Invoice Submission<\/span>\u00a0<\/span><\/h3>\n<\/td>\n

    		\n

    P-Card Reconciliation<\/span>\u00a0<\/span><\/h3>\n<\/td>\n

    		\n

    Supplier Invoice Request (SIR) Submission<\/span>\u00a0<\/span><\/h3>\n<\/td>\n

    		\n

    Amazon for Business<\/span>\u00a0<\/span><\/h3>\n<\/td>\n<\/tr>\n

    \n
      \n
    1. Supplier sends an invoice to the Requester.<\/span>\u00a0<\/span><\/li>\n
    2. Check that the Supplier address matches Workday information.\u00a0 If it not, you must get an updated Form W-9 first emailed to procure@marymount.edu.<\/span>\u00a0<\/span><\/li>\n
    3. Requester ensures a PO# is on the invoice, scans and uploads to <\/span>apoffice@marymoun.edu<\/span><\/a>\u00a0<\/span><\/li>\n
    4. Accounts Payable (AP) will process the invoice.\u00a0<\/span>\u00a0<\/span><\/li>\n
    5. The requester will receive a task in Workday called <\/span>Create a Receipt<\/span>.\u00a0<\/span><\/i>\u00a0<\/span><\/li>\n
    6. Enter the PO#, upload a copy of the invoice, enter the exact amount to be paid, and Submit.<\/span>\u00a0<\/span><\/li>\n
    7. This process needs to be followed in order or the invoice will not pay out and will cause a Match Exception with the purchase order.\u00a0 For every invoice there must be a receipt to match.<\/span>\u00a0<\/span><\/li>\n<\/ol>\n<\/td>\n
    		\n
      \n
    1. By the 5th business day of the month after the transaction has occurred, complete reconciliation.<\/span>\u00a0<\/span><\/li>\n
    2. In Workday reconcile all charges, provide detailed transaction description. <\/span><\/li>\n
    3. Upload receipts.\u00a0 If original receipts are not available, contact the vendor, if the vendor cannot provide a receipt, complete a Missing Receipt Affidavit<\/span>.<\/span>\u00a0<\/span><\/li>\n
    4. Submit.<\/span>\u00a0<\/span><\/li>\n<\/ol>\n<\/td>\n
    		\n
      \n
    1. Supplier sends an invoice to the Requester.<\/span>\u00a0<\/span><\/li>\n
    2. Requester submits the invoice for payment in Workday via <\/span>Create Supplier Invoice Request.<\/span><\/a>\u00a0<\/span>\u00a0<\/span><\/li>\n
    3. Submit<\/span>\u00a0<\/span><\/li>\n<\/ol>\n<\/td>\n
    		\n
      \n
    1. The Buyer\/Requestor will receive an invoice by email from Amazon Business.<\/span>\u00a0<\/span><\/li>\n
    2. Nothing for the Requester to do, the PO process will move forward and continue through approval process.<\/span>\u00a0<\/span><\/li>\n<\/ol>\n

      \u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      Definitions<\/span><\/b>\u00a0<\/span><\/p>\n