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- Policies & Procedures
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Frequently Asked Questions
Who can sign agreements, contracts or quotations for departments?
After legal review, agreements, contracts or quotations can be signed by an individual of the University who has signing authority, typically a Vice President or authorized Purchasing personnel.
What is the procedure for printing?
All photocopying, duplicating, and printing of official UND stationary (letterhead and business cards) must be performed by Duplicating Services. Orders for envelopes must be submitted to the Purchasing office.
Duplicating Services will inform the department to contact the Purchasing office if they determine they are unable to do the job.
All other printing and duplicating needs not performed by Duplicating Services are required to be submitted to the Purchasing office regardless the size of the order. The Purchasing office will issue formal quotation requests for all printing needs unless a contract has been created with a vendor through a bid or RFP that was issued by the Purchasing office.
Departments should submit their request to the Purchasing office by email. The request should contain the following information:
- Complete specifications (contact University & Public Affairs for assistance with writing specifications)
- Requested delivery date
- Other pertinent information as needed
Please see the policy for printing procedures.
What is the procedure for duplicating?
Duplicating must be completed on campus by Duplicating Services. If duplicating cannot be completed by Duplicating Services, please see the policy for printing procedures.
What is the procedure for purchasing office systems furniture?
See procedures for purchasing office systems furniture.
Is freight part of the total purchase?
Yes, freight is included in the total cost of an item.
Who submits the purchase order to the vendor?
Departments are responsible for submitting purchase orders to vendors, either by telephone or fax
What is the turn around time for "rush" purchase orders?
They are done daily, unless the buyer finds that the item(s) needs to be bid or quoted or unless there is a problem with funding or if the purchase order requires approval from another source.
What paperwork do I complete when my department receives a donation?
A Donation Receipt form needs to be completed and sent to the Purchasing Office. The original document and a copy will be returned to the department. The department is responsible for sending the original document to the Donor. The Purchasing Office will also send a copy to Asset Management. The Donation Receipt form is located on the Purchasing website under forms.
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.
What is a sole source purchase?
A sole source means that the product 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 product or service. A sole source purchase is never based on price. The sole source purchase or service must be obtainable from one (sole) source.
What form needs to be filled out to make a sole source purchase?
The sole source form needs to be filled out and sent to the Purchasing Office. Instructions are on Page 2. Please pay specific attention to the detail required for question 3b.
What is the procedure for making changes to a purchase order?
Email sara.narveson@email.UND.edu with the change/s.
What is the procedure for purchasing a maintenance agreement?
A purchase requisition needs to be completed and sent to the Purchasing Office, along with the maintenance agreement.
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 is my single transaction limit?
The Single transaction limit is $4,999.
What is my monthly credit limit?
The monthly credit limit is $10,000.
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
- 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
- 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
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 UND.edu/finance-operations/accounting-services/forms.cfm to your statement of account.
Can my credit limit be increased?
Yes, email the P-Card Administrator with justification for the credit limit increase.
When is my monthly reconciled Statement of Account due and where should it be sent?
Cardholders can run their statement of account report on the fourth 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 the Purchasing Card Administrator if your paperwork will be late.
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. Go to Accounting Service's Forms page.
What do I do if I have a suspicious or fraudulent charge on my statement?
Contact the P-Card Administrator or JPMorgan Chase 1.800.270.7760.
If a merchant asks for a "Bill to" or "Verification" address, what do I give them?
Give them your department address. The same address you provided on your P-Card application form. The address given to the merchant is verified with the bank. Entry of this information can be very sensitive, so it is important to pay attention to abbreviations and the order in which your address is provided.
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?
How do I cancel my P-Card?
Email 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.
What if my Purchasing Card is declined?
Contact the Purchasing Card Administrator, 777.3881, and it will be determined why your card is being declined.
Can I change the funding source on my P-Card transactions?
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 email Janelle McGarry (janelle.mcgarry@email.UND.edu) if you have questions in PaymentNet or would like your default funding source updated.
Can I place two separate orders so bids/quotes will not be required?
Purchases cannot be artificially divided to fall under $5,000. If a purchase total is over $5,000 (including freight), it needs to be sent out for quotes or bids by the Purchasing office. Even though the separate items may be under the $5,000 limit, the combined total dollar amount will be greater than the $5,000 limit.
When does an item need to be bid/quoted out?
A single item purchase over $5000 or a purchase totaling over $5000 that does not meet sole source criteria, needs to be sent out for competitive pricing by the Purchasing Office. Please see the policy for Bids.
How should departments send Purchasing information for bids or quotes?
Please send the information via email to the buyer. Please see the commodity list for the buyers.
Does the department have to take the lowest priced bid or quote?
Yes. The bid or quote needs to be awarded to the lowest bid/quote that meets specifications. If the lowest bid/quote is not selected, the department is required to submit a memo justifying why the lowest bid/quote is not acceptable along with the purchasing requisition.
What is the procedure for purchasing software/licenses?
Contact Telecommunications to see if you can purchase the software/licenses through them. If that is not possible, please see the Software Purchases section under Policies and Procedures.
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. See the first of the frequently asked questions for proper UND signing authority.
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. See the first of the frequently asked questions for proper UND signing authority.
When should a department use the personal service contract?
When a department is having a service performed and the vendor cannot supply a contract.