Purchasing FAQs
Accounting
What is the procedure regarding purchase orders with expired purpose and /or account codes? [Expand]
Submit a Purchase Order Amendment webform to deduct the remaining balance on the old purpose and/or account code and add it to the new purpose and/or account code.
Competitive Bidding
What is a Sole Source? [Expand]
Sole source is when there is only one supplier that provides the product or service category required.
When must a purchase be a bid? [Expand]
This is outlined in the Procurement Policy.
How does a vendor inquire about bidding opportunities at the University? [Expand]
Vendors should contact Procurement Services at 302-831-2161 or via email at procurement@udel.edu. For additional information, see the Special Information for Vendors page on the Procurement website.
Contracts
How is a contract routed for review? [Expand]
Contracts should be routed to Procurement for review. They will be routed to the University's Office of General Counsel for additional review when appropriate.
When does the University need a contract? [Expand]
A contract is required when it is determined that the provisions of a University purchase order are insufficient to fully document the obligations and responsibilities of all parties to an agreement.
Is a Purchase Order a Contract? [Expand]
Yes. A purchase order is a binding commitment between a buyer and seller.
How do I know what contracts are available and where can I find them? [Expand]
Consult Blue Hen Market.
How can I find the status of a contract that is being worked on? [Expand]
Check the contract in the Contracts + module in UD Exchange or email us at procurement@udel.edu for assistance.
Equipment
What is required in order to evaluate or demo equipment from a third party? [Expand]
A written quote from the third party identifying the item to be demonstrated or evaluated, the length of time provided to do so, and all relevant terms including shipping and other associated costs.
Ethics and Conflicts of Interest
What is the University policy on accepting gifts from third parties? [Expand]
Please see the Gifts from Vendors or Others Doing or Seeking to do Business with the University Policy.
What is the University policy on doing business with employee controlled businesses or with family members or close relations of employees? [Expand]
Please see the Procurement Policy and also the Conflict of Interest Policy and Procedures for Faculty and Professional Staff.
In-house Services
How do I request a bus? [Expand]
To request a bus (UD Shuttle or a Coach Bus), see the Request for Services section of Blue Hen Market.
How do I order books? [Expand]
Books are ordered through the Barnes & Noble UD Bookstore, located at 83 East Main Street, Newark, DE 19717.
Is there an on-site copy/print shop where I can order UD business cards and stationary? [Expand]
University Printing is located in the General Services Building at 222 South Chapel Street.
How do I arrange for repair of copy and fax machines? [Expand]
Procurement Services lists several copier and fax machine vendors on Blue Hen Market.
Insurance
When is insurance required from a vendor and how much insurance is required for a vendor to do business with the University? [Expand]
Insurance is required whenever a contractor/vendor will perform any services and/or work on campus. Please see University insurance requirements.
When is insurance required from a vendor shipping merchandise to the University? [Expand]
All shipments must include shipping terms of "FOB Destination" which means the vendor is responsible for the shipment until delivery is complete.
Payment Activity
What information am I able to get from Payment Activity? [Expand]
Using the requisition number or the purchase order number, Payment Activity retrieves information and displays it in six different sections:
- UD Web Forms Information – displays the web form requisition id. If you were listed in the routing of the web form, clicking on the hyperlinked form ID will allow you to view the web form
- Purchase Order (PO) – displays purchase order number, date, status, buyer, payment terms, and total amount. It also gives the purchase order balance
- Vendor – diplays vendor name and address
- PO lines – displays the line item details along with the funding information
- PO amendments – displays the amendment web form id, date, reason, and dollar amount (note that not all POs have amendments associated with them)
- Invoices, vouchers, and payments – displays invoice number, voucher number, payment id, and payment date along with additional details for prior payments. There is an estimated payment date shown if the invoice has been received and processed but payment is yet to be made.
Policies & Procedures
What are the requirements when ordering novelty items with university owned marks (i.e., name, logo, artwork or text)? [Expand]
Any item that will the UD logo or other brand related markings must be purchased from a vendor that has a current CLC (Collegiate Licensing Company) license. Consult the UD Office of Communications and Marketing website where you will find information about commercial use and the CLC license process, as well as a current licensee list. Blue Hen Market contains a link to the licesee list as well.
Where can I find procurement policies and procedures? [Expand]
These can be found on the Procurement Policies page of the Procurement website.
Potential Scams
Should I accept unsolicited toner deliveries to my department? [Expand]
No. Refuse the shipment upon delivery and don't sign anything.
Is any toner vendor authorized to cancel my copier contract? [Expand]
No. Only a written document signed by both an authorized University representative and the vendor is acceptable for canceling a contract.
Pricing
Why are some products on Blue Hen Market priced higher than I can find elsewhere? [Expand]
The University establishes contracts that are most favorable for the majority of products purchased by UD taking into account price, quality, and delivery. If you find the exact same product, including the cost of delivery, for less from a non-contract supplier, please bring it to the attention of Procurement Services.
Why can't I order from the supplier I want? I know I can get better pricing on my orders. [Expand]
For purchases paid via a University credit card, the cardholder determines the supplier. For all other purchases, Procurement Services is responsible for determining which vendor's products or services are of sufficient quality and priced competitively, taking into account the cost of delivery, installation, and applicable taxes and fees.
How do I justify Price Reasonableness? [Expand]
Price must be fair and sensible and of equal value to a similar product.
Requisitions & Purchase Orders
What is the purpose of a purchase order? [Expand]
A purchase order authorizes the seller to deliver products or services to the University at the agreed upon quality, price, payment, and delivery terms.
What is a blanket P.O. and why do I want one? [Expand]
The blanket purchase order is used when a department will be ordering the same goods and/or services regularly from a vendor during the course of the fiscal year. Unlike a standard P.O. that is issued for a one-time purchase, a blanket P.O. can have multiple purchases against it across a specified timeframe (typically a fiscal year) and can be increased along the way if necessary. Because it is created from a single requisition, the blanket P.O. saves processing time and improves efficiency. Here's how it works:
- The department submits a requisition for a blanket order to cover goods and/or services from a particular vendor across a specified time frame, generally one fiscal year, but it can be set up to cover a shorter duration. This is usually done at the beginning of the fiscal year, but the blanket order is still beneficial regardless of when it is issued. The blanket order includes a total not-to-exceed amount which can be increased later on if necessary, along with a price quote from the vendor for the item that will be ordered.
- The requisition is received by Procurement and is subsequently approved. It is then processed in PeopleSoft, resulting in a blanket purchase order.
- A copy of the order is then sent to the vendor. Please note that the vendor must reference the P.O. number on their invoices for any goods received and/or services performed against this order.
- The quotation/bid thresholds set forth in the Procurement Policy apply to blanket POs.
How will I know when my P.O. has been created? [Expand]
When a requisition is converted to a purchase order, an email notification will be sent to the web form originator. The email notification will contain both the purchase order number and a link to the Payment Activity display where you can retrieve additional information. An email notification will also be issued when a requisition is scheduled for payment. These system-generated notifications will keep you up-to-date on the status of your Procurement requests.
When should I use my UD credit card to make purchase and when should I request a purchase order? [Expand]
The University credit card should be used if the total charge amount does not exceed $5,000.00. Departments may establish lower limits on a per Cardholder basis. A single transaction/charge may include multiple items but cannot exceed $5,000.00. For purchases exceeding $5,000, a purchase order requisition must be submitted.
How long does it take for a requisition to be converted to a purchase order? [Expand]
Once a requisition has been fully approved, is complete with all support documentation, all related processes have been completed by Purchasing Services including competitive bidding if required, converting to a purchase order should take no more than three days.
When can the Vendor expect to receive the Purchase Order? [Expand]
Shortly after the requisition is converted to a purchase order unless there are transmission issues.
Why does designated account sometimes change after submitting a requisition? [Expand]
If the account submitted with the requisition is not appropriate for the product or service requested, it will be changed by Procurement. If grant funds are involved, the Research Office will be consulted first.
How do I submit a requisition after the fact for something already received? [Expand]
Ideally, the requisition should be submitted, and a purchase order issued, in advance of receiving products or services. In the rare instance that a requisition is submitted after the fact, a note needs to be inserted on the requisition notifying Purchasing of this fact.
How do I create a purchase order including more than one item, purpose, and/or account code? [Expand]
In order for a purchase order to be placed with a vendor by Procurement Services, a Purchase Order Requisition webform must be submitted by the requesting unit. Attach a copy of the vendor's quote containing all items to be ordered and reference the quote number and date in the long description of the webform. Select "Each" for Unit of Measure. For Quantity, enter "1" (even if there is more than one item and more than one of each item being ordered) and enter the total amount of the purchase in Unit Cost and Line Total. The quote from the vendor will identify line by line each item and its cost. Up to six purpose codes and accounts may be applied to a single line item. NOTE: Any single piece of equipment with a purchase price of $5K or more (including the cost of shipping and installation) must be listed on a separate line on the webform using account code 167900 for each purpose code applied to that item in order for it to be properly tagged as Capital Equipment.
How can I ensure that a purchase order is processed without unnecessary delays? [Expand]
All required approvals must occur before Procurement Services can process a Purchase Order Requisition webform into a purchase order. Due to the dollar amount or by nature of the purchase, additional approvals may be required. In addition, all relevant support documents should be attached to the webform. You can always consult Payment Activity, located under Quick Links on the Procurement website, to check the current status of a Purchase Order Requisition webform.
Does Purchasing create POs for employee reimbursements? [Expand]
No. Reimbursements should be submitted by the employee in Concur.
Where are the University purchase order terms and conditions located? [Expand]
The terms and conditions that are sent with UD purchase orders can be found on the the Terms & Conditions page of the Procurement website.
At what dollar amount are purchase orders required? [Expand]
Anything greater than $5000.
When a purchase order is issued, to whom does the confirmation email go? [Expand]
The originator of the Purchase Order Requisition webform.
How do I check on the status of a Requisition or PO? [Expand]
Consult Payment Activity.
What is a confirming order? [Expand]
A confirming order is a purchase order placed after goods or services have been requested from the vendor.
How do I cancel an existing purchase order? [Expand]
Submit a Purchase Order Amendment webform.
How do I request a change to an existing purchase order? [Expand]
Submit a Purchase Order Amendment webform.
What is the difference between a requisition and a purchase order? [Expand]
A requisition is a webform used to request the purchase of supplies, equipment, or services for UD. The requisition should contain key details such as price, date needed, and delivery address. In addition to this, a valid vendor quote or other sufficient documentation should be attached to the requisition for reference and documentation. Requisition approvals are obtained electronically based on the University's table of authority. Once the requisition is complete and fully approved, a purchase order is generated by Procurement Services based on the information provided on the requisition, and is issued to the selected vendor.
What is the procedure if a vendor quote requires a deposit or pre-payment? [Expand]
Should a vendor require a deposit, the requisitioner should indicate this in the "Additional Comments" section of the requisition. Once a purchase order is submitted, the vendor should submit an invoice for the deposit referencing the purchase order number. Prepayment of a purchase order is to be avoided.
Can I create a requisition in foreign currency? [Expand]
No. Requisitions should be submitted in the US equivalent amount.
How do I attach documents to my requisition? [Expand]
On the Purchase Order Requisition webform, scroll to the bottom of the page to a section titled "Attachments". Use the "Browse" button to navigate to the file(s) that you wish to attach.
How do I create a purchase order? [Expand]
Purchase Orders are generated by Procurement Services after receiving a complete and fully approved Purchase Order Requisition webform from the requesting unit.
How do I disencumber a purchase order? [Expand]
To disencumber a Purchase Order, request that the Purchase Order be closed by submitting a Purchase Order Amendment webform.
How do I arrange to have a purchase order re-issued to a vendor? [Expand]
Contact Procurement Services to request that a Purchase Order be re-issued. Be prepared to provide the vendor name and purchase order number.
How can I make specific info on a requisition viewable by the vendor on the purchase order? [Expand]
All relevant information entered into the Item long description field on the Purchase Order Requisition webform will be included on the Purchase Order.
What are pay terms? What are UD's typical payment terms? [Expand]
Payment terms specify the period allowed to pay the amount due on a purchase following receipt of a valid, accurate invoice. Payment terms are typically stated in days and may include discount percentages for payment dates in advance of the stated date, e.g. 2% 15 days, net 30 days. UD's currently acceptable pay terms are by credit card on shipment and Net 30 days by ACH direct deposit. Payment terms should always be negotiated on any purchase and requested up front. It is recommended that you contact Procurement Services before agreeing to any payment terms different from the UD preferred payment terms.
Returns
What is the procedure for resolution of duplicate shipments? [Expand]
For duplicate shipments of purchases, contact the vendor and request return goods authorization (RGA), then return the duplicate shipment. Procurement Services should be notified as well.
How do I arrange for the return and replacement of incorrect, damaged, or unwanted merchandise? [Expand]
The end user should contact Procurement Services for assistance.
Shipping/Freight
How is the cost of shipping to be handled for University purchases? [Expand]
Ideally, the cost of shipping should be included in the total cost of a product. If not, it should be listed as a separate cost on the vendor quote and University purchase order.
Can a University purchase be shipped to a non-University address? [Expand]
This can be done only in unique situations where shipping to a University address is impractical. For shipments of Class I Moveable Equipment, as defined by University Policy, the University's Asset Management unit must be notified regarding the shipping location in an Equipment Activity webform,/a>.
What is the procedure if I don't want the vendor to ship the entire order at once? [Expand]
When completing the Purchase Order Requisition webform, any special shipping instructions should be included in the "Additional Comments" section.
Signature Authority
Should vendor quotations be signed? [Expand]
Vendor quotations should not be signed. Instead, Procurement Services should issue a University purchase order referencing the quotation.
Can Purchase Requisitions in my queue be rerouted to someone else when I go on vacation? [Expand]
At this time, there is no auto re-route option in web forms.
Taxes
For which states is the University exempt from sale tax and where can I find copies of the tax exemption certificates? [Expand]
Visit the Tax Exemption Certificates page on the Procurement website.
Technology Request
What is the Technology Request form? [Expand]
The Technology Request form is a service provided by UDIT to help University community members find technology solutions that can fulfill their needs while meeting UD security, accessibility, policy and other standards.
When do I need to submit a Technology Request form? [Expand]
If you are looking to make any technology purchases, including for new or renewing software, hardware, and add-ons to existing solutions (Zoom, Canvas, O365), please submit a Technology Request form for review.
Where is the Technology Request form located? [Expand]
You can find the Technology Request form here: https://services.udel.edu/TDClient/32/Portal/Requests/ServiceDet?ID=232. For any questions about the form, contact the UDIT Project Management Office at it-pmo@udel.edu.
Vendor Selection and Maintenance
How do I have a vendor added to the University's vendor database? [Expand]
The vendor must complete the online University Request for Taxpayer Identification form Please read about the W-9 process here.
How can a vendor be identified as a small and/or disadvantaged business? [Expand]
The Procurement Services Outreach website contains a listing of small, women-owned, veteran-owned, minority-owned, and disabled-owned businesses. Vendors belonging to any of these categories can register by going to the Getting Started page and completing the Supplier Information Questionnaire.
If a vendor determines that a product or service is required as a result of work they perform for the University, can they provide it to the University as well? [Expand]
Procurement Services is responsible for determining whether the product or service can be provided.
If I want to use a vendor other than a contracted vendor, what are the criteria and procedures to be able to do so? [Expand]
Contact Procurement Services at 831-2161 or via email at procurement@udel.edu and discuss it with the buyer who administers the contract in question.
I am looking for a vendor to provide a specific service. Where do I start? [Expand]
Check Blue Hen Market for suggested vendors. If there is no listing for what you need, contact the buyer or purchasing assistant for your department. See the Buyer Chart on the Procurement website for the list of departments and buyers.
What's the difference between a preferred vendor and a suggested vendor? [Expand]
A preferred vendor is a vendor with whom UD has a contract or agreement in place, either for pricing, terms, or both. A suggested vendor is a vendor that has been used successfully by Procurement or other departments in the past. Suggested vendors are trusted, reliable sources for goods and/or services and are recommended for use. There is no existing contract with suggested vendors and purchases are negotiated each time. Procurement should always be contacted if the value of a planned purchase exceeds the threshold for departmental purchases or if the vendor does not accept credit cards for payment.
I have an invoice that needs to be paid, but the vendor is not in the vendor database. How can I expedite payment? [Expand]
The University is required to have the W-9 on file prior to issuing a purchase order and payment; without it, we must place the requisition on hold until the W-9 is submitted and processed. The UD-specific form includes questions about payment methods, direct deposit, debarment status, and other information needed in order to issue orders and payments.
Content last updated 9/9/2021