New and Updated SuppliersPlease be aware that we are working under direction of Internal Audit to refine our processes related to new and updated suppliers. As a result, processing of W9s and other supplier information (including W8s and address updates) may take longer than usual. You may also soon see changes to the online W9 as suppliers will be asked with whom at UD they are doing business. To help us expedite supplier requests, please note the following:
- 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 requested to complete a new online W9.
- If suppliers accept credit card as payment, this is the fastest method of approval.
- If suppliers provide banking information, this information must be confirmed by Procurement staff. Please let your contact know that we may be in touch with someone at their organization to confirm the information in their submission. Our staff member will have the reference number as confirmation that the inquiry is legitimate.
- If you are already using UD Exchange, the University’s new eProcurement solution, your Department Purchasing Specialist has the ability to Request New Supplier. This form only prompts an email to the supplier asking them to complete the online W9 – you do not need to use this form if you are asking the supplier to complete the W9. Our staff cannot begin entering a new supplier until we have received the W8 or W9. The supplier will not be available for ordering in either UD Exchange or webforms until all verifications and approvals are complete.
- Please advise your supplier to use the appropriate field in the online W9 (including comments, if needed) to let us know they are working with you; this will help speed the process and give us an internal contact for questions.
- If you have an address update for an existing active supplier, those do not need a new W9, but please send that documentation to firstname.lastname@example.org. Accounts Payable staff cannot update supplier addresses or other details.
- Due to segregation of duties and reduction in our staff, there is a limited number of employees who can enter and process suppliers. We are exploring every possible avenue to increase our resources, but truly appreciate your patience during the interim.
UD ExchangeUD Exchange is a new system to facilitate contracting, eprocurement, payment of goods and services. For more information please see our About UD Exchange page.
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. Please email any outside party related supplier requests to email@example.com. Vendor setup or update process for current UD Students remains the same and will be handled by the Accounts Payable team.
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 firstname.lastname@example.org with the attachment received and we will be able to verify. We will be using the existing and new systems concurrently through June 30, 2021, so suppliers may receive both types of purchase orders through that date.
COVID-19 UpdateIn 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 email@example.com or contact the appropriate staff member using our office directory. Voicemail messages left for our staff members are also being forwarded. 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
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 firstname.lastname@example.org 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 PurchasesWhen 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.
DocuSignThe 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 email@example.com.
Amazon Business Prime AccountThe 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 ReimbursementsMore information on how to process relocation reimbursements.
Introducing ConcurA message from Alan Brangman introducing Concur, UD's new travel and expense management solution
Relocation Reimbursements ChangeEffective immediately, relocation reimbursements 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.
New requirements when using Square and PayPalIn response to the decreased transparency of credit card payments made via Square or PayPal, new requirements are now in place.
PO Requisition and PO Amendment webform enhancementsEffective January 3rd, 2018, new versions of the Purchase Order Requisition and Purchase Order Amendment webforms will be available to everyone under the webforms menu. The functionality will remain the same but with some new features added based on user feedback. Detailed process manuals for both the purchase order requisition and purchase order amendment forms are available under the training section of this website. The process manuals contain screen shots for each step from origination to submitting the form.
FIN Request for Payment to Individual changeEffective November 6, 2017, please submit separate webform requests for recurring payments to individuals at the time payment is due. To avoid duplicate payments, future dated payments will no longer be possible due to the manual intervention needed to change payment amounts or cancel payments.
UD Credit Card Services Web Form ChangeGoing forward, when access is requested for a new card administrator or when updating an existing card for a new card administrator, the web form will require the date on which the card administrator training was completed. The supervisor of the new card administrator will be added to the routing chain as an approver to verify the date.
Changes to UD Car Rental ProcedureProcurement 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
New Online Training CertificationAs part of our ongoing efforts to educate and support University purchasing card users, Procurement Services, the Research Office, and Human Resources have partnered to create a new online training certification for all new purchasing card allocators. This new training will allow you to complete your training online, from your desk, in a matter of minutes.
» More information about new online training certification
Prospective VendorsThe University of Delaware Procurement Services department welcomes vendors interested in doing business with the University. We appreciate the very important role vendors play in providing goods and services to University faculty and staff in support of their academic, research, and administrative endeavors. We strive to maintain a fair and competitive procurement process and to foster a mutually beneficial relationship with vendors with whom we do business. Prospective vendors are welcome to visit the Procurement Services office to speak with a representative but are encouraged to call in advance and make an appointment. Please visit the Special Information for Vendors page to access the University's purchase order terms, insurance requirements, and Supplier Diversity Program information.
Payment ActivityYou can track a requisition's movement through the procurement process by using Payment Activity. Search using a Req number, PO number, or PO Amendment Webform number.
Upcoming Procurement User Group Meetings (complete list of meetings)July 11, 2019, 3:00 - 4:30 p.m., 130 General Services Building
August 8, 2019, 3:00 - 4:30 p.m., 130 General Services Building
September 12, 2019, 3:00 - 4:30 p.m., 130 General Services Building
Efficient, Electronic Payment MethodThe University of Delaware's preferred method of payment to vendors is an electronic, buyer-initiated credit card system called the Payer Direct Hub®.
» More information about electronic payment method