Procurement

 

Announcements
In response to the evolving COVID-19 pandemic, University staff and faculty have been instructed to work remotely in order to minimize the spread of infection. Until further notice, our physical office is closed. In order to receive the most timely response to your inquiry, please email procurement@udel.edu. Voicemail messages left for our staff members are also being forwarded, and voicemail messages left on our main line are being converted into tickets for management. If you are a UD employee having issues using your purchasing card, you may also contact Bank of America directly at (888) 449-2273 for immediate assistance. For more information about the COVID-19 virus and the University’s resulting operational changes, please visit www.udel.edu/coronavirus.

New and Updated Supplier Requests

Procurement Services is working under the direction of Internal Audit to refine processes related to new and updated suppliers. To help us expedite supplier requests, please note the following:
  • The UD W-9 is a substitute for the IRS W-9 form. It includes the collection of additional information needed to create a valid supplier record. We cannot create a supplier record with only an IRS W-9 form. Please direct your supplier contact to www.udel.edu/W9 to complete and submit the substitute UD W-9. Please note that UD staff are not permitted to complete the form on behalf of the supplier.
  • The supplier’s legal name must match their tax ID number on record with the IRS. Mismatches will result in a delay, and the supplier will be asked to complete a new online W-9.
  • The default payment method will be a check. However, if suppliers provide banking information for ACH (direct deposit) payments, this information must be verified by Procurement staff. Please let your contact know that we may be in touch with someone at their organization to confirm the information on their form. Our staff member will provide the W-9 reference number to authenticate that the inquiry is legitimate.
  • Please advise your supplier to use the comment field in the online W-9 to let us know they are working with you; this will help speed the process and give us an internal UD contact for any questions.
  • If you already work with an existing, active supplier that needs to update their address or other details, please ask them to submit an updated UD W-9 form. Procurement staff cannot update supplier records without the form as documentation.
  • Current turn-around time for supplier additions and updates is about 7-10 business days. This timeframe may be delayed if our staff is unable to reach the supplier for information verification.
  • Questions may be directed to procurement@udel.edu so they can be assigned to a staff member. Please remember that accountspayable@udel.edu is ONLY set up to receive invoices against UD-issued purchase orders, not inquiries or other correspondence.

REU-Stipend Decision Chart

Do you pay undergraduate students for summer research? Are you confused about whether you onboard them as employees, pay them in UD Exchange or pay them via a Payment to Individual webform? Want to know what attachments and approvals are needed? Together with the Research Office and Payroll we have put together a guide to help! Refer to the REU-Stipend Decision Chart to learn how to get your research students paid quickly! As with all things, please email procurement@udel.edu with any questions.

Payment to Individual Webform Guide

Do you need to request a payment for an individual? Are you unsure as to whether you should use the Payment to Individual webform or UD Exchange to request the payment? Have you had a Payment to Individual webform returned to you by Procurement? Refer to the Payment to Individual Tips guide to learn when to use the form, recommended best practices, and how to resolve issues that might have caused the form to be returned to you by Procurement.

Concur Card Reissue UPDATED 7/27/2021

All UD Concur credit cards will be expiring July 31, 2021. Most replacement credit cards were sent to cardholders’ home addresses. However, if you do not live within Delaware, New Jersey, New York, Maryland or Pennsylvania, your card was delivered to Procurement Services and made available to your department’s card administrator for pick-up and distribution. If you did not receive a replacement card, please contact Procurement at creditcard@udel.edu. All necessary card activation information can be found on the Concur homepage in the Company Notes section.

Procurement Drop-Ins

Procurement Services staff will begin hosting Zoom Drop-In Help Sessions every Wednesday from 1:30-2:30, beginning on June 9, 2021. The sessions will be staffed by representatives from each area of Procurement including Purchasing, Accounts Payable, Suppliers, UD Credit Card and Travel (Concur), and UD Exchange. Please feel free to join the Zoom session at any time within the hour to ask your Procurement questions or request assistance with an issue. The sessions are available from the calendared Zoom link in our UD Exchange Events page. We look forward to seeing you there!

Updated Terms and Conditions

Procurement Services has updated terms and conditions effective May 1, 2021.

Freight Charges in UD Exchange

Procurement Services has approved a new process for handling of freight charges in UD Exchange. Although we still recommend making provision for freight on the requisition, failure to do so will not hold up payment of the invoice any longer while a change request is initiated and processed. Please note that the process has not changed for webforms.

Fabricated Equipment Reminder

As per the University of Delaware Class I Movable Equipment Policy 5-10, Fabricated equipment is composed of material purchased for the purpose of building, constructing or assembling of Class I equipment that will be so identified upon completion. Class I equipment at the University of Delaware will include those items in which material costs alone are $5,000 or more, and will not include labor costs.

The above conditions must be met in order to utilize account codes 153100 (Parts-Equipment Fabrication) or 153101 (Equipment Fabricated-External). Account 153100 is utilized when fabricating equipment that will be utilized and capitalized by UD. Account 153101 is utilized when fabricating equipment that will be transferred to an outside entity and will not be utilized or capitalized by UD.

In order to reduce the amount of rejected requisitions, please provide an internal justification on what is being fabricated and how the above conditions will be met. If you have questions on the use of these accounts, please contact Susan Bledsoe at sbledsoe@udel.edu prior to completing the requisition for guidance.

UD Exchange

UD Exchange is a new system to facilitate contracting, eprocurement, payment of goods and services. For more information please see our About UD Exchange page.

For Campus:
Campus Users Requesting New Suppliers/Vendors or Updates to Suppliers/Vendors:
Vendors are called Suppliers in UD Exchange. All active outside party vendors from PeopleSoft have been migrated to UD Exchange. All new suppliers and supplier updates will be handled in UD Exchange by the Supplier team. All these suppliers will also be available in webforms to use. PPlease direct your supplier contact to www.udel.edu/W9 to begin the registration or update process. Vendor setup or update process for current UD Students remains the same and will be handled by the Accounts Payable team.

For Suppliers:
The University has begun transition to a new eProcurement system as of August 3, 2020. As a result, purchase orders may appear different than previously received. As always, if a supplier has any questions about the authenticity of the purchase order, please email procurement@udel.edu with the attachment received and we will be able to verify. We will be using the existing and new systems concurrently through September 30, 2021, so suppliers may receive both types of purchase orders through that date. Br> For more information please see our About UD Exchange page.

COVID-19 Update

WB Mason is able to ship orders to the home address of those University employees who need to make purchases that are related to or necessary because of the need to work remotely due to the current COVID-19 situation. This only applies to purchases of normal day-to-day reoccurring office expenses (printer paper, toner, staples, etc.). These purchases are permitted using a University issued credit card which is not to be used for personal purchases. For those employees who have not been issued a University credit card, such purchases may be reimbursed provided they can be substantiated as a University business related expense. WB Mason customer service can assist with employee requests to make such purchases on the UD account with shipment to the employee’s home address. Shipment will be made via UPS and there will be no charge for shipping for orders of $40.00 or more. Prior to purchase, an email should be sent to Procurement Services at procurement@udel.edu indicating the name of the cardholder and the address to which the purchase will be shipped. After there is no longer a need to work remotely, the employee should contact WB Mason customer service to have the shipping address changed back to their UD campus address.
NOTE: No items purchased under the Class I Movable Equipment Policy may ever be shipped to home addresses (account codes 153100, 153101 and 167900).

Gift Card Purchases

When buying gift cards on behalf of the University, please ensure that the purchase is in accordance with University Policy 3-23 regarding gifts to external parties. Gift cards are considered by the IRS to be taxable income for the recipient and should therefore not be purchased for University employees. Electronic gift cards should be sent directly to the intended recipient, not the University employee purchasing the card. The University department issuing gift cards should maintain a log recording every gift card purchased along with the gift card recipient’s first and last name, the dollar value of the gift card issued as well as the purpose for which the gift card was issued. The log and related information should be attached to the Concur expense report as business justification for the purchase. Gift cards should never be given in exchange for services rendered to the University. If the total value of all gift cards and other payments issued to an individual exceed $600 in a calendar year, this should be reported to the University’s Accounts Payable manager for tax reporting purposes.

With regard to gift card purchases on Amazon specifically: due to the potential risks involved with the purchase and issuance of gift cards, unusual gift card purchases may be investigated by Amazon’s risk prevention team which will require additional verification in order to proceed with the purchase. Please contact Procurement if you are anticipating an unusual gift card purchase on Amazon.

DocuSign

The University has a DocuSign account to facilitate electronic signatures on contracts and other documents. If you have a need to create DocuSign envelopes in order to circulate these documents for electronic signature, please contact Procurement to have an account set up for you. Before doing so, please familiarize yourself with and practice using DocuSign by creating a free demo account at https://go.docusign.com/o/sandbox/; reference materials and in depth training guides are available at DocuSign University and DocuSign Support. A DocuSign account is not needed to sign documents, but please be aware that due to the COVID-19 virus impacting the physical presence of staff and faculty throughout campus, you may receive documents requesting your signature. If you have a question about whether a document is legitimate and was sent by UD, please also contact Procurement at procurement@udel.edu.

Amazon Business Prime Account

The University has now centralized Amazon purchasing under an Amazon Business Prime Account for all UD purchasing card holders! More information is provided here, as well as FAQs regarding this change.

Relocation Reimbursements

Relocation reimbursements are no longer processed by Procurement Services and must be completed via S-Contract webform and processed by Payroll. Relocation reimbursements will no longer be processed via Works. Please note that for moving expenses on S-contracts, department should use Earn code TME and account 120400.

Requirements when using Square and PayPal

In response to the decreased transparency of credit card payments made via Square or PayPal, new requirements are now in place.

UD Car Rental Procedure

Procurement Services has negotiated car rental rates that include the required $1,000,000 Supplemental Liability Insurance coverage. When making a reservation, the traveler must reference the designated CDP or Contract ID number to ensure that adequate insurance coverage is in place.
» More information about UD car rental procedure