Texas Wesleyan University

We have two contracted office supply providers:

Office Depot (preferred) and Office Max (secondary). Both suppliers will deliver most items to the University on a next day basis.

Office Depot

Items from Office Depot may be ordered on the Office Depot Business Services Website by using a University Purchasing Card. In order to do this, you must be set up as an end user. Please request a User ID through Purchasing. If you do not have a purchasing card, then you can have your initiator issue a requisition for the items and the order will be placed by purchasing for delivery to your department. If you have a purchasing card, you may also take advantage of our contract at the Office Depot retail stores. Our contract and tax exemption will load when your purchasing card is run through on the purchase.

Office Max

Items from Office Max may be ordered for delivery to the University by having your initiator create a requisition for the item. You may also purchase items at the local Office Max retail store using the Office Max RetailConnect card which is available in Purchasing. This card may be used with either your University purchasing card or by paying for it personally and requesting a reimbursement. If you are purchasing on behalf of the University, the purchase will ring through as tax exempt.

Our paper supplier is Office Authority. Cases of 8 1/2x11 copy paper can be purchased via a purchase order for $31.00 per case. 000Purchases orders that are faxed by 10:00 of one day will be delivered directly to your office the next business day.

Technology purchase requests may be initiated by school or departmental administrators, through the approved School or Departmental Initiator. Technology purchase requests should address needs identified in the department's Strategic & Operational Plan and be approved for purchase based on priorities established by your Vice President and ICT.

Hardware items should be purchased per standards outlined on the Technology Hardware Standards page. 1111 The vendors for these items are as follows:

Desktop computers	Dell Marketing
Laptop computers	Dell Marketing
Printers	GovConnection
Projectors/Screens	GovConnection
Other items	Call Purchasing for vendor

A requisition should be created based on the pricing shown on the ICT website and forwarded to your budget officer AND the CIO for approval. The requisition initiator must indicate the location where the item is to be installed, who will be the primary user of the item, the purpose for the purchase in the "Comments" section of the requisition. 222THE GL section should be left blank and the requisition should be left in Unfinished status.ICT will take care of completing the requisition once the purchase has been approved. 333Once the purchase is approved, a purchase order will be created and the item ordered by Purchasing. 444Upon the items arrival, a work order will be created by ICT to deliver/install the merchandise in the appropriate location.

Nonstandard items must go through an extensive approval process and will only be approved/supported if the hardware or software items are essential to the fulfillment of a department's role and mission. ICT is available for consultation for those particular needs. 555Nonstandard purchases for academic areas must be approved through the Academic Technology department. 666Nonstandard purchases for administrative areas must be approved through ICT and the appropriate Vice President. 777Once a nonstandard item has been approved for use, the standard purchasing process outlined above should be followed. 888Purchasing will be happy to work with you on the best vendor to supply the approved nonstandard item.

Technology purchases are not allowed on the purchasing card.

Shredding

If you have items that need to be securely destroyed, we can arrange for a shredding service to come on campus and shred these items and issue a certificate of destruction. 999Our current provider is Brinks Document Destruction and they have a 5 box minimum to come to the campus to do the shredding. 000For this reason we try to consolidate the shredding services. 111Please contact Purchasing if you have shredding needs.

Fed-Ex

Fed-Ex is our urgent shipping provider of choice. We participate in a consortium contract that provides discounted rates well below what any other service offers. 222Please contact Purchasing for instructions on accessing our account and creating your shipping documents. 333Please note that this account number can be used when shipping through our mailroom, but also when shipping at FedEx/Kinko locations and FedEx Drop Off points AS LONG AS OUR ACCOUNT NUMBER IS ON THE SHIPPING DOCUMENTS.

Office Furniture

University departments wishing to purchase office furniture should consult with Purchasing to make sure that the furniture is suitable for commercial applications in the area it will be placed. 444We will be happy to suggest vendors that not only have suitable furniture, but have pricing available based on our consortium contracts. 555If you need space planning assistance, both of our two main furniture dealers have people that can assist you with such planning.

Preferred vendors:

1. Business Interiors
2. Ofco
3. Royer & Schutts

Suggested Office Furniture:

Item	Item#	Dealer
Office desk chair	HON 2091	Business Interiors
6668	7779	8880
9991	0002	1113

Classroom Furniture

All classroom furniture purchases should be requested through the Provost's office for funding and to insure that standards are met for this furniture type.

Business Cards

Business cards are ordered through Brumley Printing. 2224 The website link goes to the site where you are to input the information for your business cards. 3335 Once you have completed filling in the form and submitted, you will receive an email confirmation. 4446 Please proof this information carefully and if it is correct, have your initiator process a requisition to Brumley Printing. 5557 After the requisition is approved, we will turn it into a purchase order and release the order to production.

Costs: $36.00/box of 500
$44.00/box of 1000

To set up a user ID and password to the Brumley site, please email Debbie Cavitt and she will set you up and email you instructions, along with your user ID and password.

Standard Letterhead and Envelopes

These items can be obtained in the Mailroom.

Departmental Letterhead and Envelopes

Please contact Purchasing with your needs and we will obtain a quote through Brumley Printing.

Multi-part Forms

We have two or three vendors from which we routinely source these items.Please contact Purchasing with your requirements and we will be happy to obtain a quote through these vendors. Please note that the cost is significantly reduced if you have the form available to be transmitted to the vendor electronically. Once your department has approved a quote, a requisition should be done and we will forward the purchase order to the selected vendor.

Specialized Printing

The Office of Communciations can assist you with obtaining quotes and selecting vendors for the production of flyers, invitations, posters and other specialized printing needs. Upon approval of a quote, a requisition should be done to the selected vendor for the purpose of creating a purchase order. The purchase order number should be given to the vendor prior to release of the order for delivery.

Vendor: Mulholland

Order Process:
Create a requisition to the specified vendor and include a line item for each type of name badge/sign that you need. The item should specify the item, size and color. Please note that magnetic name badges will be the type of name badge ordered unless otherwise directed.

In the printed comments of the requisition, include the specifics for each name badge/sign such as Name and Title for name badges or room name or number for room signs. If you are ordering multiples of the item, for instance 3 different name badges, then reference the requisition item number and then list specifics as follows:

Item 1 - Magnetic Name Badge

Sally Smith
John Jones

Item 2 - Office Door Sign

Sally Smith
John Jones

Be sure and create a line item for shipping which will be $4.50.

Available Colors:

1. Woodgrain with white (signage only)
2. White with blue
3. Blue with white
4. Gold with black
5. Gold with blue

Please check with your supervisor to see what the color protocol is for your department.

 

Standard Pricing:

Magnetic Name Badge: $6.25
Style "C" Nameplate (wooden base): $15.00
2"x8" Self Adhesive Door Plate: $4.85
2"x3" Self Adhesive Room Number: $2.85
2"x12" Doorplate: $14.00

Rental Car Information:

Enterprise
Reservations can be made by calling 800-736-8222. Be sure to reference your E&I Enterprise Discount #NA24E5A for the Flat Rate Program or NA24E9A for the 8% discount off of the Best Rate Available at the Time of Rental Program, insurance is NOT included in this Program

Budget Rent-a-Car
For information and reservations Call Budget @ 1-800-455-2848. Be sure to reference BCD# T557400.

Avis
For rentals in the US, call Avis at 1-800-698-5685. For International reservations, call Avis at 1-800-331-1084. Be sure to identify yourself as an E&I member referencing your E&I Avis Worldwide Discount # A563100.

All purchases requiring a signed contract must go through a review process through the Purchasing department and must be signed ONLY by those employees authorized to sign via Board Authority (through the Senior Vice President of Finance and Administration).

Contracts will be reviewed for Terms and Conditions that might be contrary to University policies for governing authority, liability acceptance, and various other terms that might be unfavorable to the University. If the purchase or lease for goods or services is of a complicated nature it may be forwarded for further legal review. Any items of concern that are found will be forwarded to the requesting department to address with their vendor. Once an agreement has been arrived at that meets our policies, the contract will be forwarded for the appropriate signature. After the appropriate signature has been obtained, the signed original will be forward to the vendor and a copy sent to Purchasing. The contract will be logged into the Purchasing Contract Database and a file created and maintained in Purchasing. Any amendments to the contract, must be forwarded to Purchasing so that the contract file is complete.

Any contract signed must be tied to a purchase order or a blanket purchase order for payments that are to be made within the current Fiscal Year. Multi-year contracts must be encumbered by a new purchase order or blanket purchase order at the beginning of each fiscal year so that funds can properly be encumbered for these contractual agreements.

Contract Signature Authority

Professional services and consulting agreements for their area that terminate within 12 months or less:

Sr. Vice President, Provost

Vice President for Advancement

Vice President for Enrollment and Student Services

Associate Vice President of Human Resources and Administration

Board approved construction projects and renovation projects:

Associate Vice President of Human Resources and Administration

Purchasing agreements tied to a purchase order:

Director of Purchasing

ALL other contracts related to the purchase or lease of goods and services :

Chief Financial Officer (currently the Senior VP for Finance and Administration)

Who can get a card?

Any full-time employee authorized to sign on a University account, or any employee delegated authority by a Budget Officer.

How do I apply for a card?

The New Cardholder Application form must be filled out completely and signed by your Budget Officer.  The standard University limits are $2000 monthly and $500 for a single purchase, but those limits may be adjusted according to the needs of your department as long as the limits stay within your default account's budgetary availability.  Once it has been filled out and signed, the form is returned to Purchasing.  The application will be processed by the Purchasing Department and a card will be issued - usually this process will take one week.  Once the card has been received by Purchasing, you will be called for a training session.  The card will be given to you at the conclusion of that session.

Tax Exemption

All purchases made on behalf of the University are exempt from Texas state sales tax.  The Card Administrator will supply the cardholder with a tax exemption form at orientation and each time a purchase is made, the tax exemption must be requested from the vendor.  Hotel stays in the state of Texas on University business are also exempt from state sales tax and a separate form must be filled out and signed by the cardholder and presented to the hotel upon check-in. A "Tax Exempt Number" does not exist and is not necessary to receive our tax exemption, but if the vendor insists upon receiving a number, please contact Purchasing and we will give you our Federal ID Number.

Receipt of Materials and Service

The cardholder is responsible for ensuring receipt of materials and services and to follow up with vendors to resolve any delivery problems, discrepancies, and/or damaged goods for purchases made with the Purchasing Card.

If materials are ordered by phone, ask the vendor to include a sales receipt in the package.  The sales receipt will be used for documentation.  Also ask the vendor to include on the outside packaging label your name, department, phone number and the code PCP (purchasing card purchase.  This information will facilitate the delivery of your package

Returns, Credits, and Disputed Charges

It is the responsibility of the cardholder to resolve any disputes with a vendor.

If a problem arises with a purchased item, service or charges, every attempt should be made to first resolve the issue directly with the supplier. 00 Review of future statements is vital to ensure the account is properly credited for returns, credits and disputed charges.

The returned, credited or disputed item should be noted on the Purchasing Card Transaction Log.

Returns: 11 If a cardholder needs to return an item to a supplier, contact the supplier and obtain instructions for return. 22 Note that some suppliers may charge a restocking fee for returns. 33 All returns should be indicated in the transaction log.

• Credits: 44 55 66 77 88 99 00 11 If an item is accepted as a return by the supplier, a credit for this item should appear on the next month's statement. 22 All credits should be indicated in the transaction log.
• Disputed Charges: If a cardholder finds a discrepancy on a monthly statement, the cardholder should contact the supplier and attempt to resolve the problem directly. 33 All disputed items should be indicated in the transaction.

If a cardholder cannot resolve a disputed item directly with the vendor, the cardholder should contact the Card Administrator, who will then contact JP Morgan Chase. 44 The bank will place the charge in a "State of Dispute" and the account may be given a provisional credit until receipt of adequate documentation from the vendor. 55 If the documentation appears to be in order, the transaction will be re-posted to the account and the dispute considered closed. 66 If the charge is suspected to be fraudulent, the card will be immediately blocked, continue to have a provisional credit (if given) and an investigation of the charge will continue. 77 A new card will then be reissued to the cardholder, if appropriate. 88 If the charge appears to be legitimate, the transaction will then post to the new account.

 99

Reporting a Lost or Stolen Purchasing Card

The cardholder is responsible for reporting the loss/theft of his/her card immediately to JP Morgan Chase, the Card Administrator and his/her Budget Officer.

The cardholder should notify the bank immediately if the Purchasing Card is lost or stolen by calling (800) 890-0669. The cardholder should also notify the Card Administrator via Email.

Upon the cardholder's telephone call, the bank will immediately suspend the Purchasing Card and reissue the card with a new account number.

It is imperative that the cardholder contact the bank immediately for suspension of the Purchasing Card so that there are no liability questions.

 

Card Termination

When a cardholder terminates employment with the University, the department has the specific obligation to reclaim the Purchasing Card and return it to the Card Administrator prior to the employee's termination date. 00 Failure to do so may result in revocation of all department privileges. 11 If a terminated employee continues to use this card, the department will be liable for all charges.

Budgetary deficits in a department's account will result in revocation of all department cards.

The use of a University purchasing card for personal purchases may result in card removal and/or disciplinary action up to and including termination of employment.

Non-adherence to these procedures will result in revocation of individual cardholder privileges and may result in revocation of all department Purchasing Cards

Unless approved by the Budget Officer and the Card Administrator, no individual transaction may be over your established Single Purchase Limit. 22 This limit is not set above $1499 because the University does not want items that need to be capitalized purchased on the purchasing card.

Purchasing Card transactions may not be split to divide a larger purchase which is over the cardholder's Single Purchase Limit.

The Purchasing card may not be used for the following purchases:

1. Computers and software
2. Cash advances
3. Alcoholic Beverages
4. Furniture
5. Lab animals
6. Firearms/ammunition
7. Consulting services
8. Radioactive materials
9. Telecommunications equipment
10. Printing jobs where a current contract is in place

All charges are allocated through Smart Data Online. Training on that system will be provided at the end of the statement month that your first charge appears

Each card holder will be responsible to go into Smart Data Online to allocate their charges to specific object codes each month. A message will be sent out stating the deadline by which the allocations should be completed. If not allocated to the Card Administrator by the deadline, the statement will automatically be approved and sent to the Business Office for payment and charges will be posted to the default account. Any disputes or credits due should be reported to the Card Administrator, but as stated above, the cardholder will be responsible for dealing with the vendor as a first line of resolution. Charges in dispute must still be allocated on line with a note that a dispute is in process.

Always obtain a receipt when using the purchasing card. It is every cardholder's responsibility to ensure that there is a receipt for every purchase. The receipts should be kept in the transaction log envelope until the end of each billing cycle and returned with the cardholders signed transaction log.

The cardholder must submit a log showing all purchases made documenting the GL account being charged and the business purpose of each transaction. Your transaction log report will be created from the data entered into the Smart Data online system.

The transaction log must be signed by the cardholder and their immediate supervisor. The complete packet including the signed statement, transaction log, and all receipts should be returned to Purchasing by the end of the month.

The Budget Officer is responsible for designating cardholders and approving monthly Purchasing Card statements of cardholders to ensure they are within the policies set by this document and the individual department. The Budget Officer will determine cardholder spending limits and any restrictions, other than those set by this document. The Budget Officer is responsible for ensuring receipts are accounted for and attached to monthly statement.

New Cardholder Application

Please fill out shaded areas complete. 33 Department head must establish monthly account limit AND single purchase limit. 44 Must also set default GL account.

Sales Tax Exemption Form

Must be used for all sales tax within the state of Texas. 55 This should be the only form required as there is technically no such thing as a "Tax Exempt Number". 66 However if your vendor requires a number for their computer system, our Federal ID Number may be used.

Hotel Tax Exemption Form

This form should be used at hotels within the state of Texas. 77 This form only provides exemption from State Occupancy Tax and will not exempt us from any local occupancy or entertainment taxes. 88 Please also note that this form will also not exempt you from sales tax on hotel goods and services such as parking, restaurant charges or computer use fees. 99 You should present a sales tax exemption form to the desk to cover state sales tax on those items.