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Frequently Asked Questions

 
 

Purchasing

The type of supporting documentation that is considered acceptable varies depending on the nature of the purchase. Backup documentation should be put in place before any products are ordered or any work is performed. Backup documentation should outline the terms of the purchase, date(s) if applicable, invoicing terms if applicable, and agreed upon price. The following list is not all-inclusive, but should instead be considered a guideline.

Products:

  • Items being purchased
  • Pricing information
  • Invoicing terms
  • Vendor contact information

Services:

  • Scope of Services
  • Pricing information
  • Invoicing and/or payment terms
  • Vendor contact information
  • Date(s) and Time(s) of services

Payments to people for services must include the above mentioned elements in an Independent Contractor Agreement as well as a 20 Questions form.

Payments for Honoraria must include the Honorarium form.

**Please note, invoices are not considered backup documentation.

If you are unsure of whether or not the documentation you have is acceptable, please contact Procurement Services.

Please send all backup documentation to the Purchasing Department by one of the following methods:

Fax: 616-331-3287

Intercampus Mail: Purchasing 2015 JHZ

Email: purchasing@gvsu.edu

The Business and Finance department requires all international companies to have a completed W-8-BEN-E on file prior to issuing payment. If you are unsure of whether or not one is on file, please contact Procurement Services.

The Business and Finance department requires all individuals to have a completed W-8-BEN on file prior to issuing payment as well as a Foreign National Form if services are being performed in the US. More documentation may be required depending on the nature of the payment. If you have questions, please contact Luanne Brown or Brian VanDoeselaar.

Contact Procurement Services to determine the current status of the requisition and the correct course of action. In cases where a requisition has been completed, but not yet approved, you will be able to “un-complete” the document to open it back up for changes. If the requisition has been approved, the Purchasing office can usually make the necessary changes on your behalf, or a new requisition may need to be created.

In Internet Native Banner, go to FPAREQN and type in your requisition number in the following format R#######. Click Next Block until you reach the Balancing/Completion tab and click Complete in the lower left hand corner of your Banner screen.

Send an email to purchasing@gvsu.edu with your request. The Procurement Services department will reach out if any additional information is needed.

You will need to obtain a completed W-9 tax form from the vendor and send it to the Procurement Services department.

Yes, please be sure to enter the vendor’s name in the correct field and the vendor’s address in the Email field on the requisition. You must also send a W-9 to the Procurement Services office in order to get the vendor setup prior to issuing the purchase order.

List the new address in the Email field of the Vendor Information tab. Procurement Services will examine the backup documentation and add the address if deemed necessary.

Purchasing Violation

Requestors must follow University Board Policy regarding purchase amounts and formal/informal quote requirements.

Purchases under $5,000

  • Requisition/Purchase Order not required unless payable to an individual

Purchases $5,000 - $9,999

  • Informal quotes from multiple vendors required
  • Requisition/Purchase Order required

Purchases $10,000 - $24,999

  • Competitive written quotes from multiple vendors required
  • Requisition/Purchase Order required

Purchases $25,000 and over

  • Sealed bids required from multiple vendors
  • Requisition/Purchase Order required

All purchases over $5,000 require a Purchase Order. You are receiving this email or phone call because an invoice was submitted to Accounts Payable that exceeds this threshold and did not have a corresponding Purchase Order in place. You will need to create a requisition in Internet Native Banner to cover the amount of this invoice. The invoice will not be paid until a requisition is created and the Purchasing Office issues a purchase order.

If you have additional questions, please contact Procurement Services.

You will need to fill out a Sole Source Justification form. Determination will be at the discretion of the purchasing office.

Payment

Contact the Accounts Payable department (x18010) to determine the status of the invoice.

Contact the Accounts Payable department (x18010) to determine the status of the check. Please allow 7-10 business days after your Purchase Order is created for a check to be issued.

Please indicate this information in the Item Text of the requisition. Procurement Services will also review the quote/agreement for more specific details and format the Purchase Order accordingly.

Please indicate the following information in the Item Text of the requisition:

  • Dollar amount per check 
  • Date each check is needed by 
  • If you would like to be called for check pickup (include your extension), or if you would like each check mailed.

Acquisitions

Purchasing is responsible for the acquisition of all materials, supplies and services costing more than $5,000, as well as both purchased and rental equipment.

The University's purchasing card provides an option for the departments to handle small orders. This purchase option is limited to a maximum of $2,500.

If you would like to purchase computer equipment (laptops, desktops, printers, peripherals, etc.) with Grand Valley State University funds or have any questions regarding the purchase of information technology products, please email techsupply@gvsu.edu for up to date educational pricing and quotes.

Note: Equipment not purchased through the Technology Supply office, will not be supported by IT.

The Purchasing Card program will provide departments and/or designated individuals with a MasterCard to make timely and efficient acquisitions of small dollar purchases. All charges are billed directly to the University.

This credit card is used much like a personal credit card, but it is intended for business use only and will have some restrictions.

Learn more about the Purchasing Card program.

Authorized department representatives may order business cards online on the My Order Desk website.

Learn more about business cards.

You can fill out a Property Pickup Form to dispose of University items. Contact the Surplus Store if you have any further questions or need assistance.

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