[Purchasing] [Purchasing Manual] Helpful Hints & Reminders
To expedite matching your attachments to the correct purchase order, please use the suggested format below to staple to your documents before sending them to pre-audit in Purchasing:
TO: Purchasing Department Pre-Audit
THIS ATTACHMENT BELONGS TO PO #________________
Merchandise received in Central Receiving needs a printed purchase order number to identify where the merchandise should be delivered. Occasionally, shipments are picked up or delivered directly to departments. When this occurs, notify Receiving at extension 8-4713 as soon as possible so payments can be processed.
When using Central Receiving on a p-card purchase, please have the vendor indicate “the name of the cardholder/VISA: on the packing slip to identify where the merchandise should be delivered.
Certificates of Insurance
An ACORD certificate of insurance for liability and workers compensation is required whenever a vendor is on campus to repair, remodel, deliver, install, etc.
Individual items over $10,000 are categorized equipment purchases (object code 4000.) Individual items under $10,000 are considered supply items (object code 3000.) Equipment and sensitive items will be recorded by Inventory. If you have any questions regarding inventory, contact extension 8-4002.
There are some instances when invoices can be direct pays or “invoice attached.” This includes memberships and subscription renewals when there is no purchasing card for the cost center being used. Invoice attached purchases do not go through the PCS or Receiving. Departments submit a Payment Request (1400 form) with the invoice attached. These are considered accounts payable and are simply disbursed.
Any kind of agreement or contract must be entered into the Purchase Control System.
St. Cloud State University
“Your Building Code and Room Number”
720 4th Avenue South
St. Cloud, MN 56301-4498
Do not include a person’s name in the address. Indicate only the building code and room number.
All subscriptions are property of the University and must be sent to the University. Subscriptions cannot be sent to a home address.
Use the memo screen to make notes to yourself or to someone in Purchasing. Notes written in the memo will not print on the final purchase order. However, when duplicating purchase orders, be sure not to duplicate the memo as your notes most likely will not be relevant to the new purchase order.
Number of Items on a PO Request
Please limit the number of line item entries to twenty (20) per purchase order request.
M.S. 16A.41, Subd. 1, prohibits the University from paying in advance. The University can only make prepayments for software or software maintenance contracts for state owned or leased computer equipment, sole source maintenance agreements, exhibit space, subscription fees for newspapers and magazines, registration fess where advance payment is required or advance payment discount is provided and the Library of Congress.
Employee registration and other travel related expenses should not be processed in PCS. Call 8-4005 for travel information and/or guidelines.