Purchasing

Procurement and Auxiliary Services goal is to ensure that products and services purchased meet the needs of our faculty and staff while following university and state purchasing policy and guidelines.

Resources

• Ariba
• Auxiliary Services
• Information for Vendors
• Resources

How to order Under $10,000

Use ARIBA, Purdue’s electronic purchasing system to buy office supplies, computers, printers, toners, scientific materials or janitorial items.

List of commonly-used Ariba catalogues and items:

1. Cannon IV- printers, toner and ink
2. Dell Computers- computers and laptops
3. GovConnection- IT peripherals, computer accessories and electronics
4. Grainger- MRO (maintenance, repair and janitorial supplies)
5. Graybar- electrical supplies
6. Fisher Scientific- scientific materials and supplies
7. HP Products Corp- janitorial supplies
8. Office Depot- office supplies
9. VWR Scientific Products Midwest- scientific materials and supplies

Note – All purchase orders generated through Ariba will state the appropriate shipping address and quote on the purchase order.

How To Order Over $10,000

All orders for equipment and materials $10,000.00 and over must be competitively bid through Purdue University Northwest Procurement Department unless a Special Purchase Waiver(formerly “Sole Source Form”) might apply. Special Purchase Waivers must be reviewed and approved by PNW Procurement Department.

*Purchase Request Instructions for orders $10,000.00 and over: if you have an order that is $10,000.00 or over please contact the Purchasing Department, so we can assist you with your purchase. We will contact you within 24 hours.

*IMPORTANT NOTE: A purchase must not be artificially divided (split into two or more smaller purchases) to avoid solicitation requirements through competitive bidding by the Procurement Department. Purchasing authority will be revoked for individuals/requesters found to be non-compliant. In certain instances, purchases totaling less than $10,000 may be competitively bid by The Procurement Department if deemed beneficial to the university.

How To Dispose Of Departmental Purdue Property

When a University Department decides they no longer have use for single or multiple items, all Purdue Northwest owned property must follow proper disposal procedure for all excess.

Please contact Jessica Dean: Email: deanja@pnw.edu

New PO Supplier Requests

PNW maintains a large database of PO suppliers across multiple commodities. Departments are encouraged to use existing suppliers whenever possible. However, if a new Ariba supplier is required, please contact procurement@pnw.edu.

Purchasing Cards “Pcards”

Some small-value merchandise for orders $1000.00 or less is not available through Ariba. Purdue University has contracted with JP Morgan Chase to offer an efficient, cost-effective method of purchasing and paying for smaller dollar, non-repetitive transactions within established procurement procurement guidelines to conduct university business through Pcard.

The Purchasing Card is NOT intended to avoid or circumvent the appropriate procurement or payment procedures, to be used as a travel card, or for personal use.

Request for Purchasing Cards

• Purchasing cards are issued to individual employees who frequently purchase good and services on behalf of the university.
• The Pcard will have the employee’s name, the University name and an expiration date.
• The issuing bank will not have individual cardholder information other than the cardholder’s work address.
• No credit records or other information of the cardholder is maintained.
• Purchasing cards can be issued for a department but an individual must be identified as the responsible owner of the physical card.
• The purchasing card will have the department’s name, the University name and an expiration date.
• Department cards relinquish the liability coverage provided by the bank.
• Department cards must have a sign-out procedure established within the department.
• Procurement Card Services reserves the right to decline an application and/or adjust requested dollar limits.

How To Obtain A Card

• Complete and sign the PNW – Purchasing Cardholder Agreement/Application in DocuSign.
• The agreement form requires the signature of the department business manager. They will provide the business justification and request the dollar limits and transaction limits for the card.
• Once approved by the Business Manager, the form will be sent to Procurement Coordinator for processing.

Most Departmental Pcard limits are set at $1000.00 per transaction and $1000.00 per cycle. If a temporary limit increase is desired please complete the Pcard Temporary Limit increase Form (cycle limits cannot exceed $3000.00 for departmental Pcards) in our form section.

*Due to COVID-19, departmental and named Pcard limits may vary.

How To Close/Make Changes To A Card

• Complete and sign the PNW – Request for change to Purchasing Card # in DocuSign.
• The form requires the signature of the department business manager.
• Once approved by the Business Manager, the form will be sent to Procurement Coordinator for processing.

Forms and Manual

Dual-Purpose Purchasing Card

Pcard Temporary Limit Increase

Reporting a Pcard Lost or Stolen

Pcard Manual

Department Card Sign-out Sheet

Contact Us

Schneider Avenue Building 1032

219 989-2238 (Hammond)

procurement@pnw.edu

Staff