Frequently Asked Questions
What is a sole source purchase?
SBHE policy 803.1 defines a sole source purchase to mean the commodity or service is unique and that the vendor, to the best of the requestor’s knowledge and belief, based on the thorough research of the requestor, is the only vendor able to furnish the commodity or service.
Sole source requests based on personal preference, cost or price, perceived quality, vendor performance, delivery time, trade-in allowance or no cost options or accessories, other special packages or deals are not permitted; rather, these items may be considered in evaluating bids or proposals.
Attach the Alternate Procurement Form to the Purchase Requisition. http://und.edu/finance-operations/purchasing/forms.cfm
Who submits the Purchase Order to the vendor?
Order Placement Instructions are listed on the Purchase Requisition. Make sure to select the appropriate method. The preferred payment method is ‘Purchasing will place order on P-Card’. Below are the options:
- Department will contact vendor
- Procurement & Payment Services to email vendor Purchase Order
- Send all copies to Grants and Contracts
- Procurement & Payment Services will place order on P-Card
When procuring a service what do I submit to Procurement & Payment Services?
The Purchase Requisition, Contract and General Counsel’s approval if not utilizing a UND contract template. If value is over $50,000 include Alternate Procurement Request Form: http://und.edu/finance-operations/purchasing/_files/docs/alternate-procurement-request.pdf
Is freight part of the total purchase?
Yes, freight is included in the total cost of an item. For commodities, the entire amount of the purchase price, including shipping and handling and all other related charges, such as installation or maintenance agreements, is to be included. Freight should be prorated if there are more than one account code being utilized.
What is the procedure for making a change, cancellation or closing a Purchase Order?
Email the Changes / Cancellation / Closed Form: http://und.edu/finance-operations/purchasing/_files/docs/purchase-order-changes-cancellation-closed-form.pdf to firstname.lastname@example.org
What is the procedure for procuring office systems furniture?
Office Systems Furniture is defined as partitions, modular (open office system) furniture and moveable walls. This includes office furniture that requires vertical panels to support work surfaces, shelves, drawers, and other accessories. The University uses state contract #049 issued by the North Dakota State Procurement Office for the purchase of Office Systems Furniture. Departments are required to contact a minimum of two approved vendors. The state contract has specified brands that have discounted pricing. Quotations may include chairs, file cabinets, and other accessories that are not part of the state contract.
UND Planning Design & Construction Department is required to examine the drawings and provide their approval prior to the purchase. Contact leslie.bjore@UND.edu.
When filling out a Purchase Requisition, when does a department need to provide the DUNS No. and vendor registration in SAM?
The DUNS No. and the registration of a vendor in SAM are required only if federal funding is being used and the purchase is valued at $25,000 or more.
What is the procedure for checking if a vendor is debarred or suspended?
The Excluded Parties List System (EPLS) migrated to the System for Award Management (SAM). UND must now search for excluded (debarred) parties in SAM. UND is not permitted to purchase good/services from parties that are excluded (debarred). SAM search instructions.
Where can I find a listing of account codes?
The account codes are listed on the home page of Accounting Services webpage. It is listed under other.
What paperwork do I complete when my department receives a donation?
Contact the Alumni Foundation: http://www.undalumni.org/s/1652/02-alumni/start.aspx?sid=1652&gid=2&pgid=61
Where can I find the current Conflict of Interest policy?
The Conflict of Interest policy is located on the Research Development and Compliance's website.
How should departments send Procurement & Payment Services information for bids or quotes?
Fill out the Bid/Quote Request Form
http://und.edu/finance-operations/purchasing/_files/docs/bid-quote-request-form.pdf and email to appropriate Buyer listed on the form.
When does an item need to be bid/quoted out?
A single item purchase $10,000 or greater or a purchase totaling $10,000 or greater that does not meet sole source criteria, needs to be sent out for competitive pricing by the Procurement & Contract Services. Reasonable estimated value should be assigned to a purchase to ensure that the proper level of authority, competition and documentation is achieved. For commodities, the entire amount of the purchase price, including shipping and handling and all other related charges, such as installation or maintenance agreements, is to be included. For services, the entire amount of a service contract includes the initial term and all possible extension and renewal options. For example, the value of a one-year contract estimated at $15,000 per year with 3 renewal options is $60,000.
When should I use a Request For Proposal (RFP)?
"Request for Proposal" (RFP) means a process by which sealed proposals are received in response to a solicitation for a certain commodity or service for which cost will not be the only factor to a successful proposal.
In the most general terms, an RFP is preferred when the commodity or service cannot be evaluated by cost alone. RFP process must include procedures for identifying eligible vendors, developing a comprehensive requirements document, specifying unique needs, negotiating mutually acceptable contract terms and list minimum proposal requirements. Specific times and dates for bid opening must be specified. A bid bond or certified check may be required.
- Seeking solutions to solve a problem
- Seeking unique products or services
- Allow vendors to propose solutions
Additional information: http://und.edu/finance-operations/purchasing/_files/docs/request-for-proposals-rfps.pdf
Does the department have to take the lowest priced bid or quote?
Yes. Award is made to the responsible bidder whose bid is the lowest price and responsive to the specifications and other solicitation requirements. If the lowest bidder is not selected, the department is required to complete the Purchase Justification Form stating why the lowest bidder is not acceptable. Work with the buyer to obtain form and attach to the Purchase Requisition.
Can I place two separate orders so bids/quotes will not be required?
Purchases cannot be artificially divided to fall under $10,000. For commodities, the entire amount of the purchase price, including shipping and handling and all other related charges, such as installation or maintenance agreements, is to be included. For services, the entire amount of a service contract includes the initial term and all possible extension and renewal options. For example, the value of a one-year contract estimated at $15,000 per year with 3 renewal options is $60,000.
If a purchase total is $10,000 or greater it needs to be sent out for quotes or bids by the Procurement & Payment Services office. Even though the separate items may be under the $10,000 limit, the combined total dollar amount will be greater than the $10,000 limit.
What is my single transaction limit?
The Single transaction limit is $9,999.
What is my monthly credit limit?
The monthly credit limit is $9,999. The Purchasing Card Change Request Form can be located here.
What are examples of items that MAY be purchased with the P-Card:
- 1 Year Subscriptions
- Abstract Fees
- Advertisement for Positions
- Airline/Amtrak Tickets
- Booth Rentals for Recruiting Students
- Computer Supplies
- Equipment ≤ $4,999
- Equipment Rentals (Excluding Car Rentals)
- Healthcare/Medical Services
- IT Equipment ≤ $4,999
- Maintenance Contracts ≤ $4,999 must be reviewed by the General Counsel's Office and have authorized signature
- Supplies/Office Supplies
- Tax Reportable Services/Fees (1099)
- Web Domains
What items are NOT allowed for purchase with my P-Card?
- Alcoholic Beverages
- Cash Advances (ATM or other)
- Car Rentals
- eBay Purchases
- Equipment over $4,999
- Gift Cards
- Grants and Contracts (Any Item Not Allowed by the Sponsoring Agency)
- Hazardous Materials
- Internet Auction Sites
- Legal services
- Maintenance Contracts over $4,999
- Motor Vehicles
- Non-business/Personal Items
- Personal Expenses of Any Kind
- Policy & Procedure Doesn’t Allow
- Postage Stamps
- Radioactive Materials
- Shipping - Outbound From UND
- Travel (Excluding Airline/Amtrak Tickets & Registrations)
Additional unallowable expenditures using University funds are listed at: UND.edu/finance-operations/accounting-services/_files/docs/unallowable-purchases.pdf
What if I need to make a purchase over my limit?
Procurement & Payment Services has the ability to place larger transactions. Create a Purchase Requisition and select ‘Purchasing will place order on P-Card’ under Order Placement Instructions.
Can my monthly credit limit be increased?
Yes, email the P-Card Administrator with justification for the credit limit increase. The Purchasing Card Change Request Form can be located here .
When is my monthly Statement of Account reconciliation due and where should it be sent?
Cardholders can run their statement of account report on the sixth of every month. Paperwork is due in Accounting Services, Stop 8356, by the 20th of each month.
What if my paperwork is going to be late?
Email information to email@example.com
What do I do if I can't log into PaymentNet?
Select the “Forgot your Password” or “Forgot your Organization ID or User ID” on the PaymentNet home page. If you determine your account is locked, contact the program administrator.
Why do I have to register my computer every time I log into PaymentNet?
You will have to register your machine if you have “Delete browsing history on exit” checked under Internet Options or if you clear your cache and cookies.
How do I look up with my credit limits or available credit in PaymenyNet?
Sign into PaymentNet and click My Profile icon on top right of screen, then click on the Accounts tab. Click on your account hyperlink in the Account Number column.
Can I use my P-Card for University-sponsored travel?
Only Airline/Amtrak Tickets and registrations are allowed on the P-Card. If airline or Amtrak tickets are purchased, attach the Airline/Amtrak Ticket Detail form http://und.edu/finance-operations/purchasing/forms.cfm to your statement of account.
Can I charge baggage on my P-Card for University-sponsored travel?
One baggage item is allowed on the P-Card. A fee for a 2nd piece of luggage is only reimbursed with written business justification, such as equipment required to be transported when presenting at a conference.
What if I don't have an itemized receipt for my transaction?
If you do not have a receipt/invoice for a transaction, you will need to contact the vendor for a replacement receipt/invoice. If you are not able to get a replacement receipt/invoice, the missing receipt form will need to be completed: http://und.edu/finance-operations/accounting-services/_files/docs/missing-receipt-invoice-form.pdf
What if there is suspicious or fraudulent charge on my statement?
Contact JPMorgan Chase 1.800.270.7760 or the P-Card Administrator.
If a merchant asks for a "Bill to" or "Verification" address, what do i give them?
Give them your department’s physical address. If they respond that it is not correct follow the steps below:
- Sign in to PaymentNet
- Download Statement
If a merchant wants a phone number for verification, whose number do I give them?
Give them the P-Card Administrator's phone number: 701.777.3881.
Can I reallocate a P-Card Transaction in PaymentNet to a Grant and Contract fund?
No, Corrections will need to be made via the Journal Voucher form. For more information: http://und.edu/research/grants-and-funding/grants-management.cfm select Purchasing Card (P-Card) Reallocation for Grants & Contracts Activity.
How do I cancel my P-Card?
Email the Purchasing Card Change Request form to the P-Card Administrator and your supervisor. The canceled card will then be given to your supervisor. The supervisor is responsible for shredding and disposing of the card. http://und.edu/finance-operations/purchasing/_files/docs/purchasing-card-change-request.pdf
What if my Purchasing Card is declined?
Log into PaymentNet, go into Transactions, Authorizations/Decline to view what has been approved and declined. If change on purchasing card is necessary contact the Purchasing Card Administrator, 777.3881.
Can I change the funding source on my P-Card transaction?
Purchasing Card transactions can be reallocated in PaymentNet. The transactions for the first three weeks of the reporting period need to be changed by the 2nd of the following month and the transactions for the last week of the reporting period need to be changed by the 10th of the following month. If the transaction has already posted to the General Ledger, fund changes can be made via a Journal Voucher form.
The Program Administrator can change the default source on your Purchasing Card. Please complete the Purchasing Card Change Request form http://und.edu/finance-operations/purchasing/_files/docs/purchasing-card-change-request.pdf and email it to firstname.lastname@example.org.
What if I am not able to activate my Purchasing Card?
Contact JPMorgan Chase 1.800.270.7760. You will be asked for a Social Security number. You will NOT provide your SSN you need to provide the last four digits of your Employee ID. If you are asked for a password it is UND.
When should a contract be utilized?
Contracts are needed for commodity purchases over $10,000 and service agreements over $50,000. UND recommends using standard agreements as these agreements have been pre-approved by the General Counsel's Office ensuring risk mitigation and timely processing of payments. When an installation is necessary a contract should be utilized. Templates are available under forms: http://und.edu/finance-operations/purchasing/forms.cfm
Who can sign agreements, contracts or quotations for departments?
Vendor agreements need to be reviewed by the General Counsel’s Office. After General Counsel’s Office approval or if it is an approved UND Template, follow the Contractual Signature Listing for the appropriate signature. http://und.edu/finance-operations/associate-vp/signature-policy.cfm
When should a department use the consultant agreement?
When a department employs a consultant, this form needs to be completed by the department, before the consultant begins working. Contact Procurement & Payment Services , 701-777-2681 for services over $50,000. http://und.edu/finance-operations/purchasing/_files/docs/consultant-agreement-form.pdf
When should a department use the guest speaker contract?
When should a department use the guest speaker contract? When a department employs a guest speaker, this form needs to be completed by the department, before the guest speaker begins the speaking engagement. Contact Procurement & Payment Services for services over $50,000. http://und.edu/finance-operations/purchasing/_files/docs/guest-speaker-agreement-form.pdf
When should a department use the service contract?
When a department has a service to be performed under $50,000. Contact Procurement & Payment Services, 701-777-2681 for services over $50,000. http://und.edu/finance-operations/purchasing/_files/docs/personal-service-agreement-form.pdf
Follow the Contractual Signature Listing for the appropriate signature: http://und.edu/finance-operations/associate-vp/signature-policy.cfm
What is the procedure for procuring a maintenance agreement?
All maintenance and service agreements valuing $10,000 and over must be processed on a Purchase Requisition. For services, the entire amount of a service contract includes the initial term and all possible extension and renewal options. For example, the value of a one-year contract estimated at $15,000 per year with 3 renewal options is $60,000.
Contracts are needed for service agreements over $50,000. UND recommends using standard agreements as these agreements have been pre-approved by the Attorney General’s Office ensuring risk mitigation and timely processing of payments. Templates are available within the Procurement & Payment Services.
Who sends the contract to the General Counsel's Office for review?
If I only have a Scope of Work WITHOUT terms and conditions, can the department sign?
Yes, as long as no terms and conditions are attached. Make sure to review the entire invoice as they may reference terms and conditions in the small print of the invoice.
The standard agreement form contains insurance that is not necessary for my purchase, what do I do?
Contact Procurement & Payment Services if changes are needed to Insurance Requirements. Other changes made to the format will need to be approved by the General Counsel Office.
When should I obtain a Certificate of Insurance (COI)?
Certificate of Insurance (COI) should be received when the requestor is working with the vendor. It is important to make sure the COI matches the terms of the contract. Contact Procurement & Payment Services if there are questions.
How do Third Party Credit Card Vendors impact vendor contracts?
Payment Card Industry (PCI) manages the security standards with focus on payment account security throughout the transaction process. Payment card data is highly sensitive and therefore must meet these compliance standards.
The major credit card companies (VISA, MasterCard, Discover, and American Express) published a uniform set of data security standards that ALL merchants must comply with in connection with the acceptance of payment cards. Therefore, a Third Party Vendor processing payments on behalf of the University of North Dakota is required to provide all requested PCI related information and be approved by the PCI Committee prior to entering into a contract with UND. Examples of information required include but are not limited to a copy of the Attestation of Compliance, Service Provider, Payment Application and Version.
For further information on PCI: https://und.edu/finance-operations/_files/docs/accetpting-credit-cards-and-echecks.pdf
Follow the Perceptive Content How to Instructions: http://und.edu/finance-operations/purchasing/_files/docs/imagenow-how-to-manual.pdf
How do I append a document to a Purchase Requisition?
Follow the Appending a Document Instructions: http://und.edu/finance-operations/purchasing/_files/docs/imagenow-appending-documents.pdf
I am completing a Purchase Requisition with funding from multiple departments, how should I handle?
Purchases have the ability to be paid by multiple Fund numbers and Departments. The Purchase Requisition must be routed to all Departments for approval prior to arriving to Procurement & Payment Services for processing.
- If more than one department is funding the purchase, list your Department number first and route to the second, second routes to third, third route to the fourth, etc.
- Continue to route the Purchase Requisition until all departments have approved
- The last approving department will route the document to Purchasing Audits (UND - PUR - Purchasing Audits) for processing
I do not see the ImageNow Printer in my list of printers?
Contact the IT representative for your business unit.
How do I gain access to Perceptive Content?
Email Perceptive Content Access Form to Procurement & Payment Services
Someone left our department, what should I do?
Email Perceptive Content Access Form to Procurement & Payment Services so access can be adjusted http://und.edu/finance-operations/purchasing/perceptive-access-modification-removal.pdf
I cannot see my route buttons on the bottom of the Purchase Requisition?
Make sure you are working in Workflow by clicking on workflow in the menu bar and select ‘Open in Workflow’. To see the routing buttons and list of documents, press your F9 key. To customize your ImageNow screen, click on "View" in the menu at the top of the page. Click on each item that you want to be displayed on your screen.
I cannot see the properties on my Purchase Requisition?
To see your properties, press your F7 key. To customize your ImageNow screen, click on "View" in the menu at the top of the page. Click on each item that you want to be displayed on your screen.
How do I find a document that I previously created?
Refer to the last page of the Perceptive Content How to Instructions: http://und.edu/finance-operations/purchasing/_files/docs/imagenow-how-to-manual.pdf
My document appears very large, how do I adjust?
When attaching documents to a Purchase Requisition and the full width of the document cannot be viewed within the window without using the scroll bar, follow these steps:
- Click on your desktop start menu
- Click on Devices and Printers
- Right click on your ImageNow Printer
- Select Printing Preferences
- Select the Paper/Quality tab
- Select Black & White
- Click OK
I am submitting a payment request through Accounts Payable what supporting documentation is needed for verification of the purchase?
- Document the business purpose of the purchase in the description area of the eForm or on a sticky note.
- Include signed contract and General Counsel's Office approval of agreement
- Review invoice for terms and condition reference and forward to General Counsel for approval
I am trying to print my Purchase Requisition and only the supporting documentation prints?
Use the print icon on the upper left side of the form in order to print the eform
What is the procedure for procuring software/licenses?
Contact your software coordinator, to work with CILT to see if they have the software available. If unable to purchase through Center for Instructional & Learning Technologies (CILT), review the software procedures: http://und.edu/academics/cilt/software/non-standard-purchases.cfm
What should be submitted to Procurement & Payment Services for a software purchase?
The department requesting the purchase is responsible for contacting the General Counsel's Office for review and approval of contracts or agreements. Submit the Non-Standard Hardware & Software Form and documentation to Center for Instructional & Learning Technologies (CILT) for approval. Include approved documentation with purchasing requisition.