FAQs

1. How do I order supplies/services for my department?

2. How do I determine if the item I wish to purchase is offered by an existing University department?

3. Are any items restricted?

4. How do I determine if the item I wish to purchase is covered by an existing University contract?

5. How do I determine if the item I wish to purchase is part of a University established standard?

6. How do I complete a purchase order requisition?

7. How do I select a vendor?

8. How do I find the correct vendor?

9. Can I choose a vendor of my choice?

10. How are vendors added to the database?

11. Why do I have to attach a formal quotation with the purchase order requisition?

12. When are multiple quotes necessary?

13. What is Sole Source and when does it apply?

14. How do I change an existing purchase order?

15. How do I communicate that an item ordered was received?

16. How do I handle delivery problems (RTV returns to vendor)?

17. What do I do if a vendor requires a contract?

18. How do I arrange for equipment maintenance?

19. Can I place emergency orders by email or phone and follow up with a confirming purchase order requisition?

20. What is an unauthorized commitment?

21. Am I required to follow purchasing guidelines?

22. My order has not arrived. What should I do?

23. The vendor has informed me that they never received the order. What should I do?

24. I forgot to order an item. What should I do?

25. Can I cancel my order?

26. How much time should I allow for my requisition to be processed?

27. I forgot my Office Depot password. Who do I call?

All orders for supplies and/or services must be submitted on an official purchase order requisition. The purchase order requisition is a two part form. Only the original is sent to Procurement and Sourcing Services. The copy is kept as a departmental record.
P1500

Certain purchases are mandated by existing contracts such as:

• Catering - Departments requiring catering must place their order through Aramark
• Marketing - The Marketing Services Department, located at University Center, is our in-house advertising and marketing agency which produces a wide range of publications, advertising, audio-visual and web-related projects promoting all of the University's academic and administrative programs. Use of this in-house agency ensures quality of design and production, effectiveness of strategy and consistency in both content and visual identity.
• Office Services - The University has invested in three large reproduction centers located at the Post Campus, Brooklyn Campus and University Center. All course material and reproduction jobs in excess of 100 copies should be sent to Office Services where they can be reproduced at the lowest per print cost. Office Services can also provide color reproduction, several different forms of binding and tabs.
  P1035

The University relies on student tuition for revenue. Therefore, consideration must be given to prioritize usage of University funds on the student's educational experience. As a consequence, certain items are considered the end user's responsibility and will not be subsidized by university funds.

These items include:

• Refrigerators
• Microwaves
• Coffee pots
• Items outside of a normal first aid kit such as cold medicines, over the counter pain relievers
• Candy and other break items coffee, sugar, creamers
• Paper goods
• Air Fresheners
• Hand Sanitizers
• Space Heaters

Many items are covered under existing contracts. Requisitioning departments must contact Procurement and Sourcing Services when purchasing items such as:

• Copiers - Departments requiring a copier must contact the Procurement and Sourcing Services. The University has an existing contract with Xerox Corporation for multi-function copiers. All copiers are replenished every five years.
• Office Supplies - The University has a negotiated contract for office supplies. The office supply contract is hosted on the Office Depot website. Departments are directed to choose from the items covered by this contract.
• Furniture - Most office, dormitory, classroom, lab, computer furniture are covered by:

• NYS Contracts - Contracts procured by NYS are available to private education institutions.
• E and I - Education and Institutional Buying Cooperative
• US Communities - Another buying consortium

• Equipment - Much equipment used by higher educational facilities is covered by special pricing agreements.
• Computers/Printers - Equipment supported by our network infrastructure is a major component of our purchasing volume. LIU IT resources are required to maintain this equipment. Therefore, the decision to purchase computers/printers must be done in consultation with the Information Technology Department.
  P1035, P1615, P1616, P1617, P1622, P1626

For the most part frequently purchased items have been competitively sole-sourced to increase volume and allow for better pricing. If you are in doubt as to which items are standardized, please contact Procurement and Sourcing Services. The following items have been standardized:

• Office Furniture
• Copiers
• Computers/printers
• Office Supplies/Accessories
• Cellphones

Please refer to Policy P1500

The University has a large vendor database stored in our PeopleSoft ERP system. Departments are encouraged to make their selection from vendors recommended by Procurement and Sourcing Services because these vendors have been proven to:

• provide a quality product at the lowest price.
• deliver goods and services in a timely manner
• resolve disputes in an equitable manner
• adhere to the University's insurance requirements
• adhere to University's delivery requirements

See Policy P1400, P1405

Please direct questions to Procurement and Sourcing Services

It is best to consult the University-approved vendor list first. Departments that wish to add a new vendor to the database should direct their request to Procurement and Sourcing Services. PSS who will inquire about:

• The supplier's return policy
• Suppliers' warranties
• Verifying that they accept our purchase orders and payment terms.
• Obtaining necessary documentation
• Pricing

New vendors must complete the University's Vendor Registration Form and undergo PSS review.
Policy P1400, P1405

A formal quotation verifies the correct price, performance terms, availability and delivery. Purchase orders that are processed with incorrect pricing causes unnecessary delays.
Policy P1300

Single items and/or non-construction services that exceed $5,000 are considered capital. Capital expenses require three quotes. The requisitioning department can speed up the processing by attaching the quotes to the purchase order requisition. However, if the requisition for a capital purchase arrives in Procurement and Sourcing Services without the necessary quotes then Procurement and Sourcing Services will be required to obtain them.
Policy P1300

The sole source exemption exists when, after negotiation only one vendor ("source") is able to respond to the request for quotes / bids, due to the uniquely specialized nature of the good or services sought. A letter of explanation detailing the sole source parameters must accompany the purchase order requisition.
Policy P1320

Please refer to Policy P1505

Departments report receipt of goods and/or services ordered by either marking a copy of the official purchase order that is stamped with a "Receiving Report" stamp or entering the receipt on-line, if the Requestor has access to on-line requisitioning.

Departments should indicate on the "Receiving Report" copy of the purchase order "Partial" if only some items were received and only a partial payment is being authorized. Departments must mark a copy of the purchase order "Final Payment" when previous partial receipts have been forwarded to Accounts Payable but the Department is now advising Accounts Payable that final payment of the purchase order may be made.

Notify Procurement and Sourcing Services whenever an item needs to be returned to the vendor. Usually, it is more efficient for the department to call the vendor since arrangements need to be made for a pick up or a return authorization form. The department must also notify Procurement and Sourcing Services because each return must be recorded in the PeopleSoft system for invoice reconciliation purposes.
Policy P1505

Please refer to Policy P1010

The University uses a third party (REMI) to manage our equipment maintenance contracts. This third party vendor actually places the call for service, often with the service provider that you are currently using, and pays for the service mostly on time and material basis at a lower cost than a traditional service agreement. If you have equipment that requires maintenance, you must submit a Purchase Order Requisition with the make, model, and serial number of the piece of equipment along with a quote for a maintenance contract. We will then add the equipment to the REMI contract and advise you how to call for service.

Please refer to Policy P1510

Please refer to Policy P1005

Departments are an integral part of the University operations. As a 501c3 non-profit institution, the University has a legal responsibility to use its budget dollars in an efficient and economical fashion. Competitive bidding is one aspect of that obligation. LIU is committed to ensuring:

• Compliance with laws and risk management
• Participate in available price discounting structures:
• New York State Contracts
• Discounts through consortiums
• Educational discounts
• Special volume discounts
• Compliance with University standards.

If merchandise has not been received from the vendor within the expected time frame, please contact the Buyer whose name appears on the top of the PO.

Please contact the Buyer whose name appears on the top of the PO.

Please contact the Buyer whose name appears on the top of the PO.
See Policy P1505

Please contact the Buyer whose name appears on the top of the PO.
Depending on what you want to cancel and who the vendor is; it may not be possible to cancel your order. It is up to the vendor's discretion to accept cancellation and some vendors will charge you a re-stocking fee, which could be up to 25% of the original price.

Depending on certain conditions, it could take anywhere from 3 to 7 business days to process your order. If your requisition arrives in Purchasing with missing information or it is a new vendor, you will need to allow additional processing time. New vendors usually take up to 10 business days to process; longer if additional data is required by the vendor.

All questions regarding Office Depot are to be directed to Penny Schultheis in Procurement and Sourcing Services.
Please contact her at Penny@liu.edu