Buying Tools All - Home | CFAES Finance Tools All_0.pdfBuying Goals - To get the best product for the best value while supporting the University’s Goals and utilizing its combined

Buying ToolsIntroduction

CFAES Business Operations, Columbus http://cfaesfinance.osu.edu

Buying Goals

- To get the best product for the best value while supporting the University’s Goals and utilizing its combined buying power.- To streamline processes and use the most efficient available buying tool.

1. Use Internal Vendors first

2. Reduce the number of vendors used

3. Utilize University, State and Government contracts

4. Buy American

5. Buy Ohio

6. Buy Local

7. Don’t buy from family members or from anyone that could create a potential conflict of

interest.

More on Reducing VendorsWhen you need to buy something consider the following:

1. Is there a vendor that is already in the system that will meet your needs? • An Internal Vendor?

https://it.osu.edu/assist/sites/default/files/assisterequest/pdf/Internal%20Vendor%20Listing.pdf

• Someone on eStores? http://osustores.osu.edu/estores/SupplierList.aspx• Someone you have used in the past?

• Look it up in PeopleSoft - http://cfaesfinance.osu.edu/training• Contact your Business Office Rep - http://cfaesfinance.osu.edu/aboutus

2. Is another buying tool allowed that wouldn’t require a vendor add? • Purchasing Card (eRequest-Purchasing Card Preferred)

• http://cfaesfinance.osu.edu/training• Personal Reimbursement (eRequest-Employee Reimbursement) • Convenience Order (eRequest-Payment)

• http://cfaesfinance.osu.edu/resources• Checking Account

• http://cfaesfinance.osu.edu/training

More on Efficient Buying Tools

Internal Orders

Purchasing Card

Convenience Order (existing vendor)

Checking Account

Purchase Order (existing vendor)

Purchase Order (new vendor)

eStores Orders

Convenience Order (new vendor)

Buying Tools SummaryInternal Vendors eRequest – Internal VendorUniversity Catering, Wired out, Uni-print, Room Rentals, Parking Passes, Communications and Technology, CIO Services

eStores and Required Vendors eRequest – eStoresRequired: Office Max, GBex for office supplies, Plumbing, UPS for shipping, Uni-Print for copiers Other: Promotional Items, Software, Computers, Electronics, Furniture

Purchasing Card eRequest – Purchasing Card Preferred$2,500 per transaction limit, $7,500 per month limit

Convenience Orders eRequest – Payment, Reimbursement or RefundPersonal reimbursement for goods purchased, licenses, inspections, taxes, postage, honoraria, refunds for items purchased from OSU, memberships in professional organizations, scholarships, registration fees, & donations.

Purchase Order eRequest – Standard Purchasing RequestPO’s MUST be assigned BEFORE the item or service is ordered or received. The following items MUST be purchased through a PO – unless they can be purchased through an internal order or eStores vendor on one of the other buying tools:AIR CONDITIONERS, AIRCRAFT, AUDITOR OR ACCOUNTING SERVICE, VEHICLES, SECURITY SYSTEMS AND SERVICE, BUILDING MAINTENANCE AND REPAIR, PAINTING AND CONTRACTING SERVICES, FIRE SAFETY SUPPLIES AND SERVICE, GAS, LEGAL SERVICES, LETTERHEAD AND MAILING LABELS, COPIERS, OFFICE SPACE RENTAL, WEAPONS AND AMMUNITION, CHEMICALS AND RADIOACTIVE PRODUCTS, RADIO & SATELLITE EQUIPMENT, SIGNAGE, TELEPHONES AND SERVICE, VENDING, & VIDEO PRODUCTION

Checking Account$1,000 per transaction limit. Mostly limited to purchases of goods.

Procurement Decision Tree

Can a University

Department provide the

good or service?

I need to buy something…

Internal Order

eRequest –Internal Order

eStoreseRequest –Standard

Purchasing Request

PCardeRequest –

Purchasing Card Preferred

Convenience OrdereRequest –Payment or

Reimbursement

Purchase Order

eRequest –Standard

Purchasing Request

Is the good/service available from

eStores?

Is the good/service

allowable on a PCard?

Is the good/service

allowable on a Convenience

Order?

Purchase your item or service

using a pre-approved Purchase

Order

Do you have a University Checking Account? Is this

allowable?Local Check

Buying ToolsInternal Orders

CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu

Internal Orders Summary• First choice on the Procurement Decision Tree

• Used for purchasing from OSU Departments• Most units require an eRequest – Internal

Order to process

Can a University

Department provide the

good or service?


Internal Order

eRequest – Internal Order

eStoreseRequest – Standard Purchasing Request

PCardeRequest – Purchasing

Card Preferred

Convenience Order

eRequest – Payment or Reimbursement

Purchase OrdereRequest – Standard Purchasing Request

Checking Account

Internal Order Vendors• The list changes all the time!• Click Help on the eRequest Homepage• Click List of OSU Internal Vendors

Direct Link: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf

Internal Order Vendors

Each Vendor has instructions

on placing orders and obtaininga receipt.

Follow their instructionsfor placing orders carefully!

Direct Link: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf

eRequest Entry Direct Link: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf

• Choose Purchasing Option of Internal Order

• In the Vendor section choose View All and scroll to find the internal vendor

• Choose Select when the vendor has been found

Note about Abbreviations - this list allows users to put abbreviations on forms while still providing auditors with the information they need. Abbreviations should be avoided unless they are on this list.

http://Go.osu.edu/abbreviationWant to add an abbreviation to our list?

http://Go.osu.edu/add

eRequest Entry

• Finish the eRequest • Description of what is being purchased• How much do you think it will cost?• Business Purpose – why are you purchasing the item or service?• Additional info Section:

• Attendee lists for food for consumption and gifts• Attachments:

• Quote or order from the Internal Vendor• Chartfield:

• Purchases will always reference a 6xxxx account number• Submit for approval

• See the eRequest Initiator Job Aid for helphttp://cfaesfinance.osu.edu/training

Note about User Defined values: If your User Defined doesn’t exist (always use the lookup button to check), delete it and enter it in the Special Funding Instructions section. Your Business Office Representative will add it for you later.

What happens while you are waiting?

Approval by your approver

Business Office Processing

Internal Vendor Processing

Approval

Processed within 1 week

Fill your order

Next Steps for you…

RECEIVE YOUR ORDER

DOCUMENT THE RECEIPTFind your eRequest Attach the proof of receipt

Save the eRequest

Buying ToolseStores and Required Vendors


eStores and Required Vendors Summary

• Second choice on the

Procurement Decision Tree

• Used for purchasing from OSU Contracted Vendors

• Most require an eRequest – Standard Purchasing Request to process

Is there an eStores or Required

Vendor you can use?


Internal OrdereRequest – Internal Order



Card Preferred

Convenience Order



Checking Account

No?

eStores Vendors• The list

changes all the time!

• http://osustores.osu.edu/estores/

Required Vendors

eRequest Entry

• The Purchasing Option will default to Standard Purchasing Request.

• In the Vendor section, choose the eStores link.

eRequest Entry

• Navigate to Supplier’s Website or by using the general search feature

• Create a shopping cart

• Continue through the prompts to buy the items until it takes you back to

the eRequest Page




eRequest Entry

• Finish the eRequest • Description of what is being purchased

should default from your shopping cart. • Amount should default from your shopping cart.• Business Purpose – why are you purchasing the item or service?• Additional info Section:

• Attendee list/employee status for food for consumption and gifts

• Chartfield:• Purchases will always reference a 6xxxx account number

• Submit for approval


Note about User Defined values: If your User Defined doesn’t exist (always use the lookup button to check) delete it and enter it in the Special Funding Instructions section. Your Business Office Representative will add it for you later.




Vendor Processing

Approval

Processed within 2

business days

Fill your order

Next Steps for you…

RECEIVE YOUR ORDERSave the packing slip or any proof of receipt for eReports Reconciliation.

Buying ToolsPurchasing Cards


Purchasing Card Summary(PCard)

• Department Card

• Individual Card

• Group Extended Travel Card

• Service Center Card

• Used for purchasing from any vendor• Payment made with a credit card

• Requires an eRequest – Purchasing Card Preferred

Do you have a

PCard – is this

purchase allowed?





Card Preferred

Convenience Order



Checking Account

No?

No?

Card Types and RolesDepartment Card • Assigned to a department

• Not to be signed• Few restrictions on purchases• $5,000 per transaction, $10,000 per cycle

Individual Card • Assigned to an individual who travels frequently• 6+ trips a year with a large monthly spend

• Should be signed

Group/Extended Travel Card (GET)

• Assigned to an employee for group travel or trips lasting > than 7 days

• Should be signed• Restricted to expenses for one trip• Temporary assignment

Service Center Card • Shared use by Business Office employees only• Not signed• Higher limits to allow for greater buying options

Process steps Card Usage

AuthorizationTransfer of

Custody (Log out)(Dept & SC Card only)

PurchaseTransfer of

Custody (Log in)(Dept & SC Card only)

eRequest Entry eRequest Approval

Reallocation & System

Approval

Records Retention

• You need preapproval to use the card – T Number for Travel or verbal approval from approver for non travel expenses.

• OSU is Tax Exempt – carry the Blanket Certificate of Exemption with you: http://controller.osu.edu/forms/Secure/BlanketExem.pdf

• Transaction limit is $2,500 – Purchases cannot be split to avoid this• Save Original and Itemized Receipts – and give to your PCard Manager• Save Packing slips and proof of receipt – and give to your PCard Manager

These items require a Purchase Order and cannot be purchased on a Purchasing Card.

• AIR CONDITIONERS• AIRCRAFT• AUDITOR OR ACCOUNTING SERVICE• VEHICLES• SECURITY SYSTEMS AND SERVICE• BUILDING MAINTENANCE AND REPAIR• PAINTING AND CONTRACTING SERVICES• FIRE SAFETY SUPPLIES AND SERVICE• GAS• LEGAL SERVICES• LETTERHEAD AND MAILING LABELS• COPIERS• OFFICE SPACE RENTAL• WEAPONS AND AMMUNITION• CHEMICALS AND RADIOACTIVE PRODUCTS• RADIO & SATELLITE EQUIPMENT• SIGNAGE• TELEPHONES AND SERVICE• VENDING• VIDEO PRODUCTION

Unallowable Costs – PRINT THIS PAGE!Extension RestrictionsOrgs 55xxx and 57xxx

• Computers• Recurring monthly services

(ex. Utilities)• Tablet Application Purchases

(ex. IPad Apps) • Meals for an individual

(Department Card Only)

Purchases on Office of

Sponsored Programs (OSP)

projects are ONLY allowable on GET

Cards.

eRequest Entry 1. Make sure all files that need to go with the eRequest are scanned

or accessible from your computer. Make sure scans are readable and completely showing on your screen. When setting up your scan a minimum DPI of 300 is preferred and files are more easily managed in a PDF format. Your computer tech can help if you have problems with scanning in your office.

2. Go to https://erequest.osu.edu, Click NEWIf you have never set your preferences, click Preferences first and put in your default

address and Chartfield. You can change this on each eRequest but it will save you time later.

3. Requested For: If the purchase was made by another individual, click Lookup Employee in the Contact Information section. If the purchase was for your Unit Approver, put their name here.

4. Choose “Purchasing Card Preferred” as the Payment Option. Enter the Last 4#’s on your card.

This will fill in when you enter the 4#’s

It is best practice to enter within 48 hours of the

transaction.

eRequest Entry 5. Enter the Description in a detailed way i.e. boxed lunches, not food.

Enter Quantity.Enter the actual total cost on your receipt in the Estimated Amount field. Enter the Vendor from which you purchased the item.

6. Additional InformationEnter your T number in the Additional Info section (if travel related).Make note in this section if your request requires special pre-approval (i.e. Alcohol).Enter the Convenience Order for registrations if a registration is non travel related: X14010.Enter an invalid User Defined for processing (see below).

7. Attach scanned receipts and any additional necessary documentationContracts for signature, recipient lists, packing slips, etc.

8. Enter the Business Purpose. If you run out of room you can add more in comments, additional info, etc.Abbreviations List (add your values too): http://cfaesfinance.osu.edu/resources

9. Enter Chartfield – BUGL, ORG, FUND and ACCOUNT are required.You may add more than one Chartfield combination. Be sure to email the PDF version of your eRequest to the approvers on any additional ORGS you may be using other than your own.You may use any User Defined you wish, click on Lookup to make sure it is a valid value, if it isn’t, put the additional User Defined in the Additional Info section and ask that it be added.

10. Click Continue

11. Click Submit for Approval

Buying ToolsLocal Checking


Local Checking Summary

• Only some off campus Extension Units have checking accounts

• Used for purchasing from any vendor• Payment made with a local checking

account check• If you need to reimburse the checking account

from a University fund number, it requires an eRequest – Payment

Do you have a

checking account –is a check allowed?




PCardeRequest – Local

Checking Preferred

Convenience Order



Checking Account

No?

No?

No?

Process steps Check UsageGet

estimated amount and

Pre-Authorization

Get signed check from Fiscal Contact in your

officePurchase

Return Receipts to Fiscal Contact in your

office

• You need preapproval to use a check – Most Unit Directors require verbal preapproval and they sign the actual check.

• OSU is Tax Exempt – carry the Blanket Certificate of Exemption with you: http://controller.osu.edu/forms/Secure/BlanketExem.pdf

• Transaction limit is $1,000 – Purchases cannot be split to avoid this• Save Original and Itemized Receipts – and give to your Fiscal Contact• Save Packing slips and proof of receipt – and give to your Fiscal Contact

These items require a Purchase Order and cannot be purchased from the Local Checking Account

• AIR CONDITIONERS• AIRCRAFT• AUDITOR OR ACCOUNTING SERVICE• VEHICLES• SECURITY SYSTEMS AND SERVICE• BUILDING MAINTENANCE AND

REPAIR• PAINTING AND CONTRACTING

SERVICES• FIRE SAFETY SUPPLIES AND

SERVICE• GAS• LEGAL SERVICES• LETTERHEAD AND MAILING LABELS• COPIERS• OFFICE SPACE RENTAL• WEAPONS AND AMMUNITION• CHEMICALS AND RADIOACTIVE

PRODUCTS• RADIO & SATELLITE EQUIPMENT• SIGNAGE• TELEPHONES AND SERVICE• VENDING• VIDEO PRODUCTION

Additional Checking Account Restrictions• COMPUTERS• RECURRING MONTHLY SERVICES• MEALS FOR AN INDIVIDUAL (ex. PER DIEM)• TRAVEL COSTS (except registration fees)• PURCHASES OVER $1,000 (except payment to OSU, Camp

Fees and Postage)• PURCHASES THAT HAVE CONTRACTS (except room rental

fees – see Contract Form)• DONATIONS/POLITICAL CONTRIBUTIONS• PERSONAL EXPENSES/LOANS• CASH TO MAKE A PURCHASE• SAVINGS BONDS• GIFT CARDS (except those to be given as gifts to non-employees)• PAYMENTS TO PEOPLE

• Ex. Scholarships, Honoraria, Payroll for interns or temps, Travel Reimbursements,

• Any payment to someone that has authorization to sign the checks regardless of dollar amount.

• Exceptions: Refunds for returned items/cancelled registrations or Reimbursements for supplies under $50

• SERVICES• Ex. Parking, Bus Drivers, Photographers, Speakers, Nurses,

Moving, Cleaning, DJs, Vehicle Rentals, most Insurance

• Note: American Income Life Insurance can be paid from the checking account, but should be tracked and reported annually.

• Note: Alcohol purchases may be allowable from the checking account but, require pre-approval from the Bus Ofc.

Unallowable Costs – PRINT THIS PAGE!

eRequest Entry (This is only needed if you need a reimbursement to your checking account)

1. Make sure all files that need to go with the eRequest are scanned or accessible from your computer.

Make sure scans are readable and completely showing on your screen. When setting up your scan, a minimum DPI of 300 is preferred and files are more easily managed in a PDF format. Your computer tech can help if you have problems with scanning in your office.

2. Go to https://erequest.osu.edu, Click NEW

4. Choose “Payment” as the Payment Option.

5. The Vendor name should be your office name and address

eRequest Entry Note about Abbreviations - this list allows users to put abbreviations on forms while still providing auditors with the information they need. Abbreviations should be avoided unless they are on this list.



• Finish the eRequest • Description of what has been purchased• Enter exact amount. Ok to group like-items

together. • Business Purpose – why did you purchase the item or service?

• Additional info Section:• Attendee lists/employee status for food for consumption & gifts

• Attachments:• Receipts, Packing Slips, Check stub copies

• Chartfield:

• Purchases will always reference a 6xxxx account number• Submit for approval



What happens next?


Mail your paperwork to the Business Office or to OSP Accounts Payable.

Deposit Reimbursement Check

Approval

Business Office/OSP

Process

Check mailed to your office

Buying ToolsConvenience Orders

CFAES Business Office, Columbus

Convenience Order Summary• A type of Purchase Order

• No encumbrance

• Specific commodities only

• From any vendor – by any department

• Used to reimburse people and Extension bank

accounts for items purchased on behalf of the

University.

• Convenience Orders change at the beginning of

each Fiscal Year

• eRequest – Reimbursement, Refund or Payment

Is there a Convenience

Order to Pay?




PCardeRequest – Local

Checking Preferred

Convenience Order



Checking Account

No?

No?

No?

No?

Convenience Order Summary• Used to pay for certain types of goods or

services, from any vendor, without the need to have a separate Purchase Order.

• Current Lists are posted each July.• http://cfaesfinance.osu.edu/resources

• Submit payment on Convenience Order via https://eRequest.osu.edu

• Attach backup to your eRequest:• Reimbursements – Itemized receipts – mail originals

to Bus Ofc or OSP• Vendor payments – Itemized invoice – mail originals to

Bus Ofc or OSP• Other: Supporting documentation about the

transaction – Ex. Emails, letters, scholarship info

TypesReimbursements

Refunds

Vendor PaymentsRegistrations

PostageMembership Fees

Honoraria

Donations EndowmentsScholarships

• Processing will take 1-4 weeks depending on type of request. • http://cfaesfinance.osu.edu/resources

Con

veni

ence

ord

er L

ist F

Y17

Con

veni

ence

ord

er L

ist F

Y17

• These three convenience orders are acquired exclusively for

OSU Extension Orgs 55xxx and 57xxx

eRequest

• https://erequest.osu.edu

How are you paying?

Use the Convenience order list to decide which one to select

Business Purpose:

Why are you buying it?

What are you buying?

Who are you paying?

New vendor? Need to fax an AP Payment Compliance Form to the Business Office 614-688-0529

eRequest Entryhttps://erequest.osu.edu

List the X number Here

Payment Process

eRequest

Receipts

Attendee Lists

Business Purpose

AP Payment

Compliance Form

Check number or

proof of payment

Additional Approvals

Unit Submits eRequest

Mails paperwork to Business Office or OSP

Approver approves in the system

Business Office releases for payment

OSP Releases for payment (if needed)

Payment is made by Accounts Payable

Documentation

Submission

Print a PDF version of your eRequest.

Attach documentation. Mail to CFAES Business Operations

4 Ag Admin Building2120 Fyffe Road

Columbus, OH 43210

Print a PDF version of your eRequest.

Attach documentation. Mail to OSP Accounts Payable

1960 Kenny RoadColumbus OH 43210

Identify a Convenience Order to use

UNIVEnter an eRequest

OSPEnter an eRequest

Only original invoices and receipts need to be mailed. However OSP always requires a printed eRequest and printed documentation.

For UNIV transactions with non-original documentation - make a note in the eRequest that nothing will be mailed. When in doubt – mail what you have!

Buying ToolsPurchase Orders


Purchase Order Summary• Last choice on the Procurement Decision Tree• Used for procuring goods and services from

external vendors• Vendor must be active and open for ordering in

the University’s Vendor Database• Purchase Order must be created before good or

service is received• Vendor will send an invoice, Ohio State will

issue a check, net 30 days• eRequest – Standard Purchasing Request

Have all other

options been

explored?





Card Preferred

Convenience Order



Checking Account

No?

No?

No?

No?

No?

eRequest Entry Direct Link: https://it.osu.edu/assist/sites/default/files/assisterequest/pdf/Entering%20an%20eRequest%20Job%20Aid.pdf

• Choose Standard Purchasing Request option• Enter the description of what will be purchased.

ie, “Term order for local phone service”• Enter your quantity and “unit of measure”• Enter the estimated amount for the purchase• Enter the Vendor Information:

name, address, phone, fax, contact person, email address and PeopleSoft vendor id (if available)

Note on University Vendors:• Even if you have created a PO to a

vendor in the past, they may not be active and open for ordering.

• The AP Payment Compliance Form is required for all new vendors and to reactivate existing vendors.

• Page 1 completed by Unit• Page 2 completed by Suppliers and

Individuals• Page 3 completed by Suppliers only.

• OSU purchasing may still deny your PO request if the good or service can be provided by a contracted vendor

Replacing PO numberThis replaces PO Number 110003AA22 for

July 1, 2015-June 30-2016

AP Payment Compliance Form

Note that you have the form and will fax to 614-688-0529

T number –T000123456 – Trip for Ling Yang

Use the Additional Info Box if you need

more room

Down-payment information Vendor requires down-payment of 50% of the total by 3/31/2014. An invoice will be

mailed to you for processing for this down-payment.

Exception Information –Purchase Order is After the Fact because

the requestor was not aware that the vendor did not accept credit cards.

Exception Form Attached.

Attendee/Recipient List Hats were given to Sally Smith

(employee), Hannah Sanders (non employee), Richard Wright (employee)

ADDITIONAL Information – use this to tell us all the stuff you need to

Time frame for POEvent is on 6/15/2014 – we need the PO in place no later than 5/31/2014

in order to place the order for the T-shirts in time.

Instructions for the vendor This Purchase Order is an estimate only – we will call prior to the event

with a final headcount and cost.




eRequest Entry

• Finish the eRequest • Description of what is being purchased

• How much do you think it will cost?

• Business Purpose – why are you purchasing the item or service?

• Attachments:

• Quote or contract from the Vendor

• Chartfield:

• Purchases will always reference a 6xxxx account number

• Submit for approval

• See the eRequest Purchase Order Job Aid for helphttp://cfaesfinance.osu.edu/training





Vendor Processing

Approval

Processed within 2 week

Fill your order

Next Steps for you…• Check the status of your request

• Search for your request• If status is “complete,” your PO has been created and dispatched to the vendor• A copy of your PO is attached to the request• Your PO number will be in the “transaction ID” or “quote ID” field (remember, POs

end in numbers, requisitions end in letters. You want the PO number.)

• Follow up with your vendorTo confirm they received the purchase order and are working to fulfill your order

• Submit invoice for paymentBusiness Operations will process a payment to the vendor, no need to submit an eRequest – just mail the invoice.

Buying ToolsSummary


Replacing PO numberThis replaces PO Number 110003AA22 for

July 1, 2014-June 30-2015

Convenience Order (X) Process on X14010 for registrations –

no T number needed because no travel is involved for meeting.

T number –T000123456 – Trip for Ling Yang

Use the Additional Info Box if you need

more room

Down-payment information Vendor requires down-payment of 50% of the total by 3/31/2014. An invoice will be

mailed to you for processing for this down-payment.

Exception Information –Purchase Order is After the Fact because

the requestor was not aware that the vendor did not accept credit cards.

Exception Form Attached.

Attendee/Recipient List Hats were given to Sally Smith

(employee), Hannah Sanders (non employee), Richard Wright (employee)

ADDITIONAL Information – use this to tell us all the stuff you need to

Time frame for POEvent is on 6/15/2014 – we need the PO in place no later than 5/31/2014

in order to place the order for the T-shirts in time.

Instructions for the vendor This Purchase Order is an estimate only – we will call prior to the event

with a final headcount and cost.

Internal Orders

Purchasing Card

Convenience Order (existing vendor)

Checking Account

Purchase Order (existing vendor)

Purchase Order (new vendor)

eStores Orders

Convenience Order (new vendor)

Buying Tools SummaryInternal Vendors eRequest – Internal VendorUniversity Catering, Wired out, Uni-print, Room Rentals, Parking Passes, Communications and Technology, CIO Services

eStores and Required Vendors eRequest – eStoresRequired: Office Max, Gbex for office supplies, Plumbing, UPS for shipping, Uni-Print for copiers Other: Promotional Items, Software, Computers, Electronics, Furniture

Purchasing Card eRequest – Purchasing Card Preferred$2,500 per transaction limit, $7,500 per month limit

Convenience Orders eRequest – Payment, Reimbursement or RefundPersonal reimbursement for goods purchased, licenses, inspections, taxes, postage, honoraria, refunds for items purchased from OSU, memberships in professional organizations, scholarships, registration fees, & donations.

Purchase Order eRequest – Standard Purchasing RequestPO’s MUST be assigned BEFORE the item or service is ordered or received. The following items MUST be purchased through a PO – unless they can be purchased through an internal order or eStores vendor on one of the other buying tools:AIR CONDITIONERS, AIRCRAFT, AUDITOR OR ACCOUNTING SERVICE, VEHICLES, SECURITY SYSTEMS AND SERVICE, BUILDING MAINTENANCE AND REPAIR, PAINTING AND CONTRACTING SERVICES, FIRE SAFETY SUPPLIES AND SERVICE, GAS, LEGAL SERVICES, LETTERHEAD AND MAILING LABELS, COPIERS, OFFICE SPACE RENTAL, WEAPONS AND AMMUNITION, CHEMICALS AND RADIOACTIVE PRODUCTS, RADIO & SATELLITE EQUIPMENT, SIGNAGE, TELEPHONES AND SERVICE, VENDING, & VIDEO PRODUCTION

Checking Account$1,000 per transaction limit. Mostly limited to purchases of goods.

AssistanceInternal Orders:• Internal Vendors: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf

eStores Orders:• eStores Vendors: http://osustores.osu.edu/estores/

PCards:• Blanket Sales tax Exemption: http://controller.osu.edu/forms/Secure/BlanketExem.pdf• Detailed PCard Help: http://cfaesfinance.osu.edu/training

Local Checking Accounts:• Blanket Sales tax Exemption: http://controller.osu.edu/forms/Secure/BlanketExem.pdf• Detailed Checking Account Help: http://cfaesfinance.osu.edu/training• Checking Account Restrictions: http://cfaesfinance.osu.edu/training

Convenience Orders:• Convenience Order Job Aid (eRequest) http://cfaesfinance.osu.edu/training• Convenience Order List: http://cfaesfinance.osu.edu/resources

Purchase Orders:• Purchase Order Job Aid: http://cfaesfinance.osu.edu/training

General Assistance:• eRequest system: https://erequest.osu.edu• eRequest Initiator Job Aid: http://cfaesfinance.osu.edu/training• AP Payment Compliance Form for adding or updating vendors: http://cfaesfinance.osu.edu/forms• Business Office Representative: http://cfaesfinance.osu.edu/aboutus• Abbreviation List: http://Go.osu.edu/abbreviation• Want to add an abbreviation to our list? http://Go.osu.edu/add

Documents

Buying Tools All - Home | CFAES Finance Tools All_0.pdfBuying Goals - To get the best product for the best value while supporting the University’s Goals and utilizing its combined