View the Purchasing Method Matrix
Welcome to the DePauw University Purchasing Office Guide which will assist you in understanding the functions and processes used by the Purchasing Office buyers to secure services and/or products requested, as well as other services provided. You are encouraged to contact the Purchasing Office, x4020, with any questions relating to those services outlined that we provide, as well as suggestions for services that we might provide.
Assistance with faculty/staff housing (call 658-4020)
Campus mail services (call 658-4529)
Telecommunications services (call 658-4184)
Vehicle reservations (call 658-4020)
Central receiving and warehouse (call 658-4529)
Mail center services and processing (call 658-4899)
Property and casualty insurance (call 658-4184)
The Purchasing Office is responsible for the procurement of goods and services. Our buyers will assist each office/department with obtaining the required services and/or products for the most reasonable cost, best quality and method of delivery.
Requests for Goods or Services
The University Purchasing Office has established the standard practice for any office/department requesting supplies, equipment, materials or services exceeding $1,000.00 or more to have an official purchase order. The requesting office/department must prepare an on-line requisition to the Purchasing Office. The Purchasing Office will then take the appropriate action to obtain the item(s) requested by the office/department.
Bids
The standard practice for those requests which exceed $2,000.00 in value allows the Purchasing Office buyer at his/her discretion to obtain bids from multiple suppliers to seek the most reasonable price and delivery. Upon receipt of the bids the buyer will contact the requesting office/department to review and evaluate the bids before a purchase order is issued.
Emergency Orders
The Purchasing Office buyers have the ability to assist offices/departments with “emergency” order requests. This type of purchase order should only be issued in the case of a “real emergency”.
The University has implemented the use of a Commercial Card to assist the various offices/departments with small purchases under $1,000. The purpose of this program is to reduce the number of purchase orders being issued for small dollar amounts and allow delivery directly to the requesting office/department location. It is the responsibility of the requesting office/department to perform the reconciliation processes associated with the use of the Commercial Card.
Central Receiving is located in the University Service Center, 300 West Hill Street, and is open Monday through Friday, 7:00am to 4:30pm.
All products and equipment that have been ordered by the Purchasing Office will be delivered to Central Receiving for check-in. The Receiving Office employees will carefully inspect orders and contact the requesting office/department with any questions. When the University Service Center truck makes delivery of the order to the requesting office/department the packing list will be attached for verification of contents received.
Discrepancies
The Receiving Office will contact the vendor if damage or discrepancies are discovered during the inspection process of the order upon delivery to our dock by the carrier. Notations will be written on all documents accompanying the order and that information will be shared with the appropriate offices/departments. The requesting office/department is also responsible for contacting the Receiving Office and/or vendor if upon their inspecting the order there is found to be incorrect merchandise, defective materials, concealed damages, etc. Unless the Receiving Office and Accounting Office are notified within 24 hours of the order being received by the requesting office/department that there is a problem, then the Accounting Office will release payment of the vendor’s invoice(s).
All containers and contents that are in question should be held by the office/department until an acceptable resolution is reached with either the transporting company or vendor. The Receiving Office can assist with the return of any containers and contents to the vendor once the office/department is satisfied with the negotiated resolution and/or replacement(s) received.
Payment
Vendor invoices are mailed directly to the Accounting Office and that office issues all payments. Upon the receipt of an invoice in the Accounting Office, it is checked against the purchase order, quantity ordered and received, prices quoted and payment terms. The Accounting Office can either release a partial or full payment of an invoice against a purchase order if the reconciliation is valid. Prompt notification by the Receiving Office or the requesting office/department to the Accounting Office of any errors or discrepancies is essential to prevent a payment being released to the vendor by the Accounting Office.
Mail pick-up and deliveries are performed daily, Monday through Friday, by the University Service Center campus mail carriers. The U.S. mail is picked up at the Greencastle Post Office each morning, Monday through Friday. This mail, as well as the campus mail, is delivered to each educational and administrative building on campus. At 3:30PM each day all outgoing mail that has been processed is picked-up from the Mail Center and taken to the local Post Office. All registered or certified mail is delivered to the addressed office, and a signed receipt is obtained from the department or office by the campus mail carrier.
The Purchasing Office is responsible for administering the various insurance coverages held by the University. All University buildings and contents are insured against loss and have extended coverage. Damage to buildings and/or contents should be reported promptly to the Office of Public Safety and the Purchasing Office so that an appropriate inspection can be made of the loss, a proper notice of claim filed with the Insurance Company and arrangements made for repair(s) and/or replacement(s).
The University carries comprehensive business auto coverages on all University owned and rented vehicles which insures against direct loss and damage. Loss or damages to a vehicle should be reported immediately to the Purchasing Office for initiation of a claim, obtaining pertinent information relating to incident, getting estimates and arranging for the necessary repair(s) or replacement. The University provides insurance coverage for the personal liability of employees, students and volunteers while driving University owned or rented vehicles to conduct authorized/approved University business and class work.
All accidents that occur while on public highways or streets must be reported to the police having jurisdiction. Under no circumstances should the driver move the vehicle until requested or authorized to do so by the investigating police. The required Indiana State Police Accident Report form is to be completed and delivered to the Purchasing Office.
The University carries public liability and property insurance covering the personal liability of its on-duty employees for any occurrence which results in injury to a student or members of the general public. Any employee who is contacted by a person of the general public with a complaint of accidental bodily injury occurring on the premises of the University should contact or refer the complaint to the Office of Public Safety and Purchasing Office. Our office will file proper notice with the Insurance Company.
Property management is conducted through the Purchasing Office, and we do assist new faculty/staff seeking housing. The University has a limited supply of rental units which are assigned on a first come, first serve basis. A housing application obtained from the Purchasing Office must be completed by the new faculty/staff employee to be considered for DePauw University owned housing. Our office will also make available other housing sources in the local market if suitable University property is not available.
The Purchasing Office is responsible for reserving vehicles for departmental and administrative use. All questions relating to reserving and the use of vehicles should be directed to this office. Copies of our policy and procedures are available upon request, and furnished with each reservation form.
The University does allow employees to make personal purchases of computers, printers, software and associated accessories through our suppliers. These requests must be made in writing and submitted to the Vice President for Finance and Administration for review and approval. All such purchases do require that the employee be assessed the Indiana Sale Tax and DPU Handling Charge in addition to the cost(s) of the item(s) ordered. Payment is made directly to the University by cash, check, or payroll deduction.
View the Purchasing Method Matrix.
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