Purchasing

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

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 catalogs and items:

Cannon IV- printers, toner and ink
Dell Computers- computers and laptops
Amazon Business Prime- office supplies, IT peripherals, computer accessories and electronics
Digi-Key- electronic components
Grainger- MRO (maintenance, repair and janitorial supplies)
Graybar- electrical supplies
Sherwin-Williams- paint and painting supplies
Ferguson- plumbing and janitorial supplies
Kirby Risk- electrical supplies
Fastenal- HVAC supplies
Barnyard Jack- softener salt and ice melt supplies
B&H Photo- audio visual supplies
VWR Scientific Products Midwest- scientific materials and supplies
Medline- medical supplies
Fisher Scientific- scientific materials and supplies
Sigma Aldrich- scientific materials and supplies
Carolina Biological Supply- scientific materials and supplies
Bio-Rad- 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, material and service $10,000.00 and over must be competitively bid through Purdue University Northwest Procurement Department. Please complete one of the following Procurement Request Forms and a member of the Procurement department will contact you shortly.

Procurement Request for Material, Service and Equipment

Procurement Request for Vehicles/Heavy Equipment

*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.

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 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 goods and services on behalf of the university.
The Pcard will have the employee’s name, the University name and the 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 the 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

To apply for a new Purchasing Card this action is completed through Concur.
Please complete and submit an electronic application directly to JPMorgan Chase using one of the two links found under “New Cards” at Resources.Most Departmental Pcard limits are set at $5000.00 per transaction and $5000.00 per cycle. A departmental Pcard cannot be increased over the $5000.00 limit. If an increase to a named Pcard is needed please follow the “Pcard Temporary Limit Increase” link listed under “Forms and Manual” below.

How To Close/Make Changes To A Card

To close or make changes to a Pcard this action is completed through Concur, and a quick reference guide with instructions is available at Resources.
Select “Existing Card: Change Request Form QRG” under the Purchasing and Travel Card header.