Austin Peay State University Purchasing

Austin Peay State Austin Peay State University PurchasingUniversity Purchasing

IntroductionIntroduction

Personnel to assist you in the purchasing Personnel to assist you in the purchasing process.process.

Judy Blain, Director Judy Blain, Director

Marilyn Griffy, Senior BuyerMarilyn Griffy, Senior Buyer

Patricia Fries, BuyerPatricia Fries, Buyer

Rebecca Spriggle, Technical ClerkRebecca Spriggle, Technical Clerk

Topics of DiscussionTopics of DiscussionChanges in PolicyChanges in Policy

Department Local Purchase AuthorityDepartment Local Purchase Authority

Purchase RequisitionsPurchase Requisitions

Bid ProcessBid Process

Change Orders/Notice of CorrectionChange Orders/Notice of Correction

Staples – Office Supplies Staples – Office Supplies

Sam’sSam’s

Credit Cards PurchasesCredit Cards Purchases

Copier SolutionsCopier Solutions

Quick Look at the Changes in Quick Look at the Changes in the Purchasing Policythe Purchasing Policy

Department Local Purchase Department Local Purchase AuthorityAuthority

Approval LevelsApproval Levels

Additional SignaturesAdditional Signatures

Completing a Purchasing Completing a Purchasing RequisitionRequisition

Vendor InformationVendor Information

Item Description and Correct PriceItem Description and Correct Price

Shipping InformationShipping Information

Date Items Needed ByDate Items Needed By

FOAP number and SignaturesFOAP number and Signatures

AttachmentsAttachments

Bidding ProcessBidding Process

Up to $2,000Up to $2,000

From $2,000 up to $5,000From $2,000 up to $5,000

$5,000 up to $25,000$5,000 up to $25,000

$25,000 and above$25,000 and above

RFQ/RFPRFQ/RFP

ExceptionsExceptions

Sole-sourceSole-source

Library booksLibrary books

State and other TBR/UT schools’ State and other TBR/UT schools’ contractscontracts

Change Orders/Notice of Change Orders/Notice of CorrectionCorrection

www.apsu.edu/purchasing/forms www.apsu.edu/purchasing/forms

Any Type of Change Except Shipping and HandlingAny Type of Change Except Shipping and Handling

SignedSigned

Sent to purchasing departmentSent to purchasing department

PaymentPayment

Staples – Office SuppliesStaples – Office Supplies

User Name and PasswordUser Name and Passwordwww.stapleslink.comwww.stapleslink.comShipping DestinationShipping DestinationSelection of ItemsSelection of ItemsVerifying the OrderVerifying the OrderAllowable LimitAllowable LimitReturnsReturns

Sam’s Discount Club Sam’s Discount Club PurchasingPurchasing

When purchasing items from Sam’s, please follow these When purchasing items from Sam’s, please follow these procedures:procedures:

A Requisition or FOAP? A Requisition or FOAP? Instructions on Letter.Instructions on Letter.Three (3) Working Days. Three (3) Working Days. Three (3) Strikes.Three (3) Strikes.

Using the University Credit CardUsing the University Credit Card

Applying for a University Credit CardApplying for a University Credit Card

Obtaining the Credit CardObtaining the Credit Card

Credit Card Bills and LogCredit Card Bills and Log

Tax Exempt StatusTax Exempt Status

Shipping and ReceivingShipping and Receiving

Prohibited PurchasesProhibited Purchases

Loss of Purchasing Credit CardLoss of Purchasing Credit Card

Prohibited PurchasesProhibited Purchases

Flowers or GiftsFlowers or GiftsSeasonal or Party DecorationsSeasonal or Party DecorationsAlcoholic BeveragesAlcoholic BeveragesTesting and Study MaterialsTesting and Study MaterialsDamages to Personal PropertyDamages to Personal PropertyFood or Beverage unless Official University Food or Beverage unless Official University FunctionFunctionPersonal ItemsPersonal ItemsCards and Related Mailing ExpenseCards and Related Mailing ExpensePersonal Use of Department AssetsPersonal Use of Department Assets

Pepsi CampusPepsi Campus

Exclusive ContractExclusive Contract

Sale of Non Pepsi ProductSale of Non Pepsi Product

Meals with DrinksMeals with Drinks

Point of ContactPoint of Contact

Copiers SolutionsCopiers Solutions

Ordering PaperOrdering Paper

Ordering SuppliesOrdering Supplies

Meter ReadingsMeter Readings

Printer/ScannerPrinter/Scanner

Ordering PaperOrdering Paper

Lowest CostLowest Cost

Expenditure Transfer formExpenditure Transfer form

Work OrderWork Order

Paper SizesPaper Sizes

Ordering SuppliesOrdering Supplies

1-800-462-67971-800-462-6797

Model and Serial NumberModel and Serial Number

Requested SuppliesRequested Supplies

Shipping and HandlingShipping and Handling

Meter ReadingsMeter Readingshttp://www.oceusa.com/index.jsphttp://www.oceusa.com/index.jsp

click on:  click on:  Meter ReadsMeter Reads

Click on:    Click on:     Enter Imagistics equipment readingsEnter Imagistics equipment readings

Enter:         Enter:          Model numberModel number

Enter:          Enter:          Serial numberSerial number

Enter Zip:Enter Zip: Usually 37040; if it doesn’t work, try 37044Usually 37040; if it doesn’t work, try 37044

Click NEXTClick NEXT

Website confirms machine information and requests reading/effective date.Website confirms machine information and requests reading/effective date.

Enter machine readingEnter machine reading

IMPORTANT***ENTER EFFECTIVE DATE AS LAST DAY OF THE MONTH!! ***IMPORTANT***ENTER EFFECTIVE DATE AS LAST DAY OF THE MONTH!! ***

Click SubmitClick Submit

Website confirms that the reading has been acceptedWebsite confirms that the reading has been accepted

Click and drag to block entire screenClick and drag to block entire screen

Control + CControl + C

Open an email message to mcknighta@apsu.eduOpen an email message to mcknighta@apsu.edu

Enter Control + V to paste the internet screen copy into the email.Enter Control + V to paste the internet screen copy into the email.

Copier used as?Copier used as?

PrinterPrinter

ScannerScanner

Questions and AnswersQuestions and Answers

If you have any questions, you may call us If you have any questions, you may call us at:at:

Judy Blain – 221-7691Judy Blain – 221-7691

Marilyn Griffy – 221-7434Marilyn Griffy – 221-7434

Patricia Fries – 221-7022Patricia Fries – 221-7022

Rebecca Spriggle – 221-7032Rebecca Spriggle – 221-7032