There are a number of methods for purchasing and paying for goods and services at Tulane. Knowing when and how to use each can be an important consideration as you do the work of the university.
The Purchasing Rules of Thumb
While you become familiar with the purchasing system, the following rules of thumb can help guide you:
- Most university purchases should be made through the eProcurement system
- You should always seek purchasing approval via eProcurement BEFORE you authorize a purchase
- Check requests will be rejected except for a very narrow set of transaction types
- PCards should not be used to purchase items that are available via eProcurement
- Do NOT spend your own money - unauthorized personal reimbursement requests will be denied
Purchasing and Payment Basics
The Tulane University eProcurement System (a.k.a., ePro, Jaggear, or SciQuest) is the starting point for most purchases. Although ePro serves a number of functions, for most university employees it's useful for these kinds of transactions:
- Catalog Supplies - Tulane employees can launch ePro from their desktops, select items they would like to purchase from ePro online catalogs (called "punchout" catalogs), and submit to their departmental ePro requesters for processing and approval. Your department's purchasing policies and budget guidelines will dictate whether your request is approved. Punchout catalog purchases are the simplest way to order goods for quick delivery. Available catalogs cover a wide range of products and more are being added.
- Non-Catalog Supplies - since not everything may be available from an ePro catalog, you can also submit requisitions based on a supplier's quote or estimate. Fill out the ePro non-catalog supply form and attach a quote. Just like a catalog request, the non-catalog request will be submitted to your department for processing and approval. If approved, a Purchase Order (PO) will be issued to the supplier. A PO is an order placed in the university's name and a promise to pay. Upon receiving the PO, the supplier will arrange for delivery of the goods or services and then submit an invoice for payment. Requiring a supplier to provide goods or services BEFORE you have an approved PO could represent an unauthorized purchase and is not allowed.
- Check Requests - although ePro catalogs and POs are the preferred way to make most purchases, there are certain instances where a check may be requested to pay for an invoice that was generated without prior ePro or a PO approval. However, these are only allowed for a very narrow set of transaction types, mostly involving services. Check requests are rarely allowed for the purchase of goods. An invoice submitted for check request that is NOT covered under one of the allowed categories will be rejected and possibly considered an unauthorized purchase.
In addition to the eProcurement system, the following methods of purchase and payment are also available for specific circumstances:
- PCard - a university Purchasing Card or PCard may be requested by your department to be issued to certain employees. A PCard can be used to make purchases much like a credit card, but with some restrictions, including per transaction and monthly limits. Also, the PCard is not allowed for certain types of purchases or at certain suppliers. In general, items that can be acquired via ePro catalog or PO should NOT be purchased with a PCard.
- T&E Card - the Travel and Entertainment Purchasing Card or T&E Card is a type of PCard that may be used for expenses incurred during travel on university business. Expenses such as airline tickets, hotel accommodations, ground travel, and meals are typically charged to the T&E Card. After travel is complete, expenses are reported to the online Concur system to reconcile the T&E Card billing.
- Concur - the online Concur system reconciles travel expenses charged to the T&E card and manages employee reimbursement requests. Reimbursement requests should primarily be travel related. Personal reimbursement requests for equipment such as computers, and most other goods will be denied.
- IT - Interdepartmental Transfer or ITs are transfers of budget funds between one university budget account to another. If one university department is providing a service or supplying goods to another department, payment is typically via IT.
Important Rules and Policies
Some essential rules and policies that are important for everyone to know.
- Multiple Quotes - All requisitions greater than $25,000 require either multiple quotes or an approved justification for sole source purchasing.
- Computer Purchase Policy - The university has standardized on Dell, Apple, and Microsoft computer products. All computer configurations must meet minimum university standards and purchases must be made via appropriate methods. There are no circumstances under which you may purchase a computer with personal funds and receive reimbursement.
- Circumventing Policy - Using the PCard to circumvent ePro purchasing policy or any other university purchasing restrictions can result in termination of PCard privileges and other sanctions.
