FAQs

General

What if the purchase order needs additional money or change of account number?

A change order must be filled out (Change orders are on the Procurement website under Forms).

The change order must be signed by the dept supervisor and emailed to Procurement to make the adjustments.

 

Which food vendors can I use?

Parkhurst is the preferred food vendor for the college. If a different food vendor is needed, contact Ryan Snyder in the Business Services Office to obtain a current list of approved food vendors.

How do I get a WB Mason account?

WB Mason set up sheet is on the Procurement website under Forms.

Requisitions & POs

When should I do a purchase requisition?

A purchase requisition should be entered when ordering supplies, materials, or services totaling $5,000 or more.

How do I do a purchase requisition?

See The Requisition & PO Process on the Procurement website (Entering a requisition in Banner Self-Service)

What if the vendor is not set up in Banner?

The requisitioner is asked to obtain a current W-9 from the vendor and once the W-9 is received, it should be sent to Accounts Payable to be entered into Banner.

How is the vendor copy of the purchase order sent to the vendor?

The vendor copy is emailed to the vendor along with the quote to the email contact that is provided by the requisitioner on the requisition

When is a Service Agreement needed between The College and a vendor?

Any vendor that the college requires to come on campus to provide services must be on the college’s approved service agreement list. We must have a current W-9 from the vendor, a Certificate of Insurance, and a signed copy of the service agreement.

P-Card

How can I get a P-card?

P-card applications are on the Procurement Website under Forms. The Application Form and Responsibility Form are both required to be filled out at the same time. The forms will be approved by the supervisor and payroll before they are received in Procurement. Procurement will then process the applications.

How long does it take to receive a P-card once the application is processed?

It takes at least 10 business days for a P-card to arrive. Applicants are notified as soon as Procurement receives the P-card.

How do I request a temporary increase in my P-card credit limit?

You can submit a change order request via email for a credit
limit increase from the Procurement office with your supervisor’s approval. State in the email how much of an increase is needed and how long the temporary increase will be for.

How do I join the Amazon Business Account?

In order to be invited to join the Amazon Business account, the requestor must already have a P-card or apply for one. If there is already a P-card, an invitation can be sent by Procurement for the requestor to join the account. The P-card and your Lafayette email are required with the business account.