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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 [email protected] an email message to [email protected]
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
